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Export an incident report

An insurer, a licensing officer or the board wants a copy of an incident on paper. PTRS produces a PDF of one incident on demand. Before you press the button, read what the PDF leaves out, because some of the most important facts about an injury are not in it.

What you need​

The PDF is built from the record as it stands when you press the button. Anything you want it to say has to be in the record first, and several things have no field of their own. See What to add before you export.

Steps​

  1. Open the incident.
  2. In the header, press Export PDF. The label changes to Exporting… while PTRS builds the document.
  3. The file downloads, named "incident" followed by the incident's reference. A message confirms "PDF downloaded".

What PTRS records​

Nothing. The PDF is built fresh each time and is not stored, not attached to the incident, and not mentioned in the timeline or the audit trail. An export leaves no trace. If you need proof that a report was produced on a particular date, write that into the incident description.

What the PDF contains​

A letter-size document with your organisation's name at the top and a footer on every page reading your organisation's name, "Confidential", and the page number. In order:

SectionWhen it appearsWhat it holds
HeaderAlways"INCIDENT REPORT", the incident reference, your organisation and the incident date and time
SummaryAlwaysType, severity and status on the left; site, area and reported by on the right
DescriptionAlwaysYour full description, unabridged
AI SummaryWhen the incident has a written reportThe written report PTRS assembled, in a grey box
OCCL NotificationWhen OCCL is requiredStatus, deadline, when submitted, reference number
Members InvolvedWhen there is at least oneName and role
TimelineWhen there is at least one entryTime, who, and what, oldest first
Follow-Up ActionsWhen there is at least oneDescription, assigned to, due date, status
ResolutionWhen one has been recordedFree text

Timeline times show the month, day and time of day, with no year and no time zone. A report covering two years shows the same month and day for both.

What the PDF does not contain​

Read this before you hand the document to a licensing officer or an insurer, so you know what to attach alongside it.

  • No signature. The name you typed when submitting was never stored, so it cannot appear here. The PDF is not an attested document.
  • No parent notification section. See Who learns that an incident happened.
  • No staff participants. A staff member added as a participant only gets a timeline entry, so they appear under Timeline and never under Members Involved.
  • No attachments, and no list of them.
  • No health and safety details. First aid given, emergency medication, EMS called and BGCA reported are all stored and all shown on the incident page, and none of them reaches the PDF. For an injury this is usually the most important omission.
  • No BGCA deadline or status, though both are stored.
  • No time of the event other than the time the incident was filed.

What to add to the record before you export​

Because several things have no field, the description is the only place they can live, and the description is printed in full. Before exporting, add:

Before exporting an incident report
  • The real time it happened, if it is not the time the incident was filed.
  • Who was contacted, when, by whom, and how. PTRS records none of this.
  • Any first aid, medication or EMS involvement. These are stored but do not reach the PDF.
  • The names of any staff members involved. They do not appear in the members table.
  • A reference to any photo or document held outside PTRS.
  • Your own name and the date, if the recipient expects a signed report.

When something goes wrong​

What you seeWhat it meansWhat to do
Failed to export PDFPTRS could not build the document. The two most common reasons follow.Check the next two rows.
Failed to export PDF, and the incident was opened from an old linkThe incident does not exist, or belongs to another organisation.Reopen the incident from the log and try again.
Failed to export PDF, and other pages fail tooYour account is not attached to an organisation.An administrator has to fix the account.
The download does not startYour browser blocked the download.Allow downloads for the PTRS site, then try again.

Checked against PTRS on 7 September 2026.