Find an incident in the log

Carla Reyes has rung to ask about Maya's fall last week, and you need the incident in front of you. This page is how to find one incident on the Incidents page, and which of the things on that page are real and which are not.

Who can do this

• Front-line staff
• Site director
• Organisation admin
• Super admin

The list works for everyone listed. The five figures above it and the panel beside it are open to site directors and administrators only, so for a staff member they all read zero.

Before you start

The list shows only the site chosen in the site selector in the header. If you are looking for an incident at another site, change that first. Nothing on the page tells you a site filter is on.

Steps

1. Open Incidents. The page has four parts: an alert banner that appears only when there is something to show, five figures, the Incident Log beside a summary panel, and a collapsed AI Pattern Detection panel.

2. Set every filter to All before you search. Do this first, or you will not find the incident you are looking for, because three of the four filters hide ordinary incidents.

   Filter	Starts as	Set it to
   Status: All, Active, Resolved, Overdue	All	Leave on All
   Type	All Types	Leave on All Types
   Severity	All Severity	Leave on All Severity
   Date range: Last 7 / 30 / 90 days	Last 30 days	Widen to Last 90 days

   The reasons are under What the filters actually match.

3. Search by text. The box matches the description, the site name, the reporting staff member's name and the incident's full reference. It does not match the short "IR-" reference shown on each card, which is made from the last six characters of the full one. If you have the full reference from the address bar, paste that.

4. Sort. Date puts the newest first, Severity the most serious first, and Location goes alphabetically.

5. Switch views. The two icons at the top right switch between cards and a table. Both show the same incidents. The table view adds an OCCL heading and leaves out the reporter and the number of people involved.

6. Open one. Click anywhere on a card or a row.

You now have the incident open, or you have established that it is not in the last 90 days at the selected site.

The count beside Incident Log is the number of incidents after filtering, not the total.

What the filters actually match

Three of the four filters will hide an incident you know exists.

The status filters Active and Resolved look for statuses that PTRS never gives an incident. PTRS creates every incident as Draft, and submitting it makes it Submitted. Neither filter includes either, so both show nothing for an incident filed through the wizard. Overdue looks for overdue follow-up actions, and since nothing in PTRS creates a follow-up action, it also shows nothing. Only All is useful.

The Type and Severity lists compare against words PTRS never stores. Choosing any type or any severity empties the list. The cards themselves show the right words, which is why the labels look correct while the filters find nothing.

The date range is the one filter that works as you would expect, with two things to know. It is always applied. And 90 days is the furthest back it goes. An incident older than that cannot be shown in this list at all. Reach it from the child's incident history, or from a link you saved.

What the figures above the list mean

The five figures count the whole organisation, not the selected site, even when the list below is filtered to one site.

Figure	What it counts	Trust it?
Open Incidents	Incidents not Closed and not Resolved, which includes drafts	Yes
The "N critical" line under it	Incidents at the second-highest severity, not the highest	No. The truly critical ones are not counted.
This Month	Incidents filed since the first of the month	Yes
The "0% vs last month" line under it	Nothing. It always reads 0% with a green arrow.	No
Recently Closed	Closed or resolved incidents filed in the last 7 days, under the caption "Resolved this month"	Partly. The window is 7 days, not a month, and it goes by when the incident was filed, not when it was closed.
OCCL Submitted	Incidents whose OCCL status is Pending or Reported, that is, the ones not yet submitted, under the caption "All within deadline"	No. The label and the caption both contradict the number.
Overdue Actions	Nothing. It always reads 0.	No

The summary panel beside the list uses the same figures. Its This Month Summary counts are real. The two charts under them are not.

Not to be trusted on this page

The By Day chart is made up

The bar chart on the right of This Month Summary shows Monday 4, Tuesday 2, Wednesday 1, Thursday 3, Friday 2, with "Monday spike detected" in red beneath it, for every organisation in every month, including one with no incidents at all. It says nothing about your sites.

The By Type pie is empty for anything filed through the wizard

The pie has four slices, for behaviour issues, allergic reactions, safety and elopement, and injuries. Every incident filed through the wizard is stored as type Other, which is in none of them.

The alert banner's View buttons do nothing

When a critical active incident or an overdue follow-up exists, a coloured banner appears at the top of the page with a View Details or View button. Neither changes anything on screen. Open the incident from the list instead. The banner also uses the same Active rule as the filters, so for an incident filed through the wizard it cannot appear at all.

For a staff member, every figure reads zero

The five figures and the summary panel are open to site directors and administrators only. For a staff member PTRS refuses them, and the page has no way to say so: every figure falls back to 0, silently. The incident log below works normally.

When something goes wrong

What you see	What it means	What to do
No incidents found, with filters set	Almost always a filter.	Set status to All, both lists to All, and the range to Last 90 days.
Organization context is required.	Your account is not attached to an organisation.	An administrator has to fix the account. Nothing in Incidents works until then.
The page stays empty for every filter	Your role cannot use Incidents. Regional directors, OCCL auditors and read-only accounts all see this.	Not fixable from the page.

Related

• Export an incident report
• Review incident patterns
• Who can do what in Incidents
• Incidents troubleshooting