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Make your own copy of the incident forms

Take your organisation's copy of the accident record and the concern report, and word it your way.

Checked against the screens:

Every organisation can choose its own words for the people and roles it works with. When you are signed in, this guide uses your organisation’s words. Otherwise it uses the product’s own.

For DSLs, managers and admins. The wording and questions are yours to change. The form's name and type stay fixed.

Steps

  1. Open the safeguarding hub and press Manage.
  2. Choose Incident and safeguarding forms.
  3. Find the form you want. The starting version is marked as the default.
  4. Press Use your own copy. The page says it is setting up your copy.
  5. Press Edit your version when it is ready.
  6. Change the wording and questions. Keep questions short and clear.
  7. Save, then check how it looks to a mentor.
  8. Tell your team what changed.

If it goes wrong

  • If you see a refusal sentence instead of the page, your role cannot change these forms. It names who can.
  • If the copy is not ready after a moment, reload the page.
  • If you changed it and regret it, edit your version again. The starting version is never changed.
  • If a concern stops reaching the queue, tell a DSL at once and do not edit further.

How it links together

Staff in your organisation then fill in your wording. The concern a form raises still reaches the safeguarding queue because its name and type are fixed. Answers are read by the same people as before.

From default to your own formYour copy changes the wording, never the route into the queue.
  1. DefaultShared starting form
  2. Your copyUse your own copy
  3. EditWording and questions
  4. In useStaff file it
  5. QueueConcern still reaches the lead

Two forms, two jobs

The accident record captures slips, trips and injuries. The safeguarding report captures a welfare report written as a form. Each starts as a shared default.

Why the name and type are fixed

The concern a form raises must still reach the safeguarding queue. Fixing the name and type makes sure it does. You change what people read and answer.

Your copy and the default

Using your own copy makes a version just for your organisation. The default stays as it was. You can see which is which in the list.

Who can open this

The page checks a setting for DSLs, managers and admins. Anyone else is told, in a sentence, why they cannot and who to ask.

Keep questions fit for the job

  • Ask only what you will use.
  • Use words a tired mentor understands.
  • Make the key facts required, and the rest optional.
  • Do not ask for a child's full details twice.

A long form teaches people to skip it. After a change, ask someone to try it on a phone.

Questions people ask

Can I change the name of the form?

No. The name and type stay fixed so the concern still reaches the right queue.

Does editing my copy change the default?

No. The default is shared and stays as it was. Only your copy changes.

Why can't I open this page?

Your role cannot change these forms. The page says who can. Ask them to do it or to give you access.

How do I go back to the starting wording?

The starting version is kept. Ask a DSL or admin whether to edit your copy back, or stop using it.

Who sees the answers people give?

The same people who see the records the form creates. Changing the wording does not widen who can read them.