Who can do what in Incidents

Tom Bradley wants to know why Denise can file an incident but cannot record that OCCL has been told, and why the regional director cannot open Incidents at all. This page lists every action in Incidents, who is allowed to do it, and what PTRS does when they do. Field limits are on Incident fields and limits.

How permission works here

Every action in Incidents is open to staff members, site directors, organisation administrators and super admins, and closed to everyone else. Four actions are then narrowed further, to site directors and administrators, or in one case to whoever can also manage members.

Two things follow, and neither is visible on screen:

• A regional director can do nothing in Incidents. The reporting actions that regional directors can normally do elsewhere in PTRS are still closed to them here, because the door to Incidents as a whole is closed first.
• A staff member cannot see the dashboard figures, the patterns, the trends, or change an OCCL status. Those four are the narrowed ones.

The menu hides none of this. Every signed-in account sees Incidents in the menu and finds out on arrival.

The full list

Action	Who can do it
See the incident list	Staff, site director, organisation admin, super admin
Open an incident	Staff, site director, organisation admin, super admin
See related incidents	Staff, site director, organisation admin, super admin
See the five figures above the list and the summary panel	Site director, organisation admin, super admin
See patterns	Site director, organisation admin, super admin
Run a pattern scan	Site director, organisation admin, super admin
See incident trends on the main dashboard	Site director, organisation admin, super admin
See a child's incident history	Staff, site director, organisation admin, super admin
Create an incident	Staff, site director, organisation admin, super admin
Update health and safety details	Staff, site director, organisation admin, super admin
Add a person involved	Staff, site director, organisation admin, super admin
Regenerate the written report	Staff, site director, organisation admin, super admin
Change the OCCL status	Site director, organisation admin, super admin
Submit an incident	Staff, site director, organisation admin, super admin
Delete a draft	Staff, site director, organisation admin, super admin
Export the PDF	Staff, site director, organisation admin, super admin

Every action also checks that your account belongs to an organisation, and refuses with "Organization context is required." if it does not. Every action then confines itself to your organisation's incidents.

What each action does

See the incident list

Returns every incident in your organisation, newest first, with no limit. If you choose a site, only that site's. Each entry carries the site, date, type, severity, description, who reported it, status, whether OCCL is required and its status and deadline, any resolution, the written report, how many people were involved, and whether any follow-up action is overdue. That last flag is always no, because nothing in PTRS creates a follow-up action, which is why the Overdue filter and the second line of the alert banner never show anything.

Open an incident

Returns the incident with its people involved, timeline, follow-up actions, attachments, health and safety details, OCCL details and BGCA details. It does not carry anything about parent notification, which is why the incident page shows a fixed "not required" in that panel.

See related incidents

Up to four, in two passes. First, incidents involving at least one of the same children, newest first. Then, only if this incident's site is currently flagged as a hotspot, the newest incidents at that site. The second pass depends on someone having run a pattern scan recently, so a related incident that appeared last week can disappear after the next scan.

See the five figures and the summary panel

Counts across the whole organisation. Active is everything not Closed and not Resolved, so it includes drafts. The OCCL figure counts incidents whose OCCL status is Pending or Reported, and the tile that shows it is labelled OCCL Submitted. Recently Closed counts closed or resolved incidents filed in the last 7 days, by the date they were filed, not the date they were closed. This Month counts incidents filed since the first of the month. The whole organisation's incidents are counted every time, so this gets slower as the organisation's history grows.

See patterns, run a scan, see trends

Described on Review incident patterns. A scan retires every previous pattern and stores the new set; there is no history. Trends are grouped by the day the incident was filed, using PTRS's own clock in universal time, so an incident filed late in a Delaware evening counts towards the next day. The only place trends appear is the Incident Velocity panel on the main dashboard, over 14 days, and because that panel is on the dashboard rather than in Incidents, a staff member sees it empty.

See a child's incident history

Every incident involving that child, newest first, with health and safety and BGCA details, no limit. An unknown child returns an empty list rather than an error.

Create an incident

Needs the site, the description and the reporting staff member. Type and severity are optional, and an unrecognised value for either is silently replaced with Other and the lowest severity. Because those two decide whether a reporting clock starts, a misspelling produces an unreported incident with no warning. The wizard sends neither. See How reporting deadlines are triggered.

Update health and safety details

Accepts six things and nothing else: first aid, whether emergency medication was given and its details, whether EMS was called and when, and whether BGCA has been told. Type, severity, description, site, date and area cannot be changed after creation by any means. An update that changes nothing is refused with "No fields to update.", although PTRS still records that the incident was touched.

Add a person involved

One person at a time, with a role of Primary, Witness or Affected. Anything else is refused with "Invalid role. Valid values: Primary, Witness, Affected." A staff member added as a participant gets only a timeline entry, so they never appear in the list of people involved, the count, or the PDF. The screen looks the same either way.

Regenerate the written report

Rebuilds the written report from the record using a fixed template and stores it, overwriting the previous one, including any edits made in the wizard's Edit Markdown tab, which were never saved. Up to 5,000 characters of extra context can be added, and no screen offers a box for it.

Change the OCCL status

See Advance an OCCL notification. A note can be stored with the change, and no screen offers a box for it.

Submit an incident

Moves a draft to Submitted, adds a timeline entry and an audit trail entry. Any other status is refused. It sends nothing to anyone. See Who learns that an incident happened.

Delete a draft

Removes a draft. Any other status is refused with "Only incidents in Draft status can be deleted. Submitted incidents are protected by mandatory reporting rules." The audit trail entry recording the deletion survives it.

Export the PDF

Described on Export an incident report.

Messages PTRS can give you

What you see	When
Incident with ID '…' was not found.	The incident does not exist or belongs to another organisation.
Staff member with ID '…' was not found.	Adding a person involved, and the staff member does not exist.
Member with ID '…' was not found.	Adding a person involved, and the child does not exist.
Organization context is required.	Any action, when your account is not attached to an organisation.
Invalid role '…'. Valid values: Primary, Witness, Affected.	Adding a person involved with a role PTRS does not accept.
Invalid participant. Provide participantType 'Member' with memberId or 'Staff' with staffId.	Adding a person involved without saying who.
Invalid OCCL status. Valid values: …	Changing the OCCL status to something outside the eight.
Only incidents in Draft status can be submitted.	Submitting an incident that has already left Draft.
Only incidents in Draft status can be deleted. Submitted incidents are protected by mandatory reporting rules.	Deleting an incident that has been submitted.
Raw description is required.	Creating an incident with an empty description.
Staff member not found.	Creating an incident with a reporting staff member PTRS does not know.

There is no "site not found" message. PTRS checks that a site was named and not that it exists, so an incident can be created against a site that does not exist. It then shows a blank site in the list and "Unknown Location" on the incident page.

What Incidents cannot do

• Create, complete or list follow-up actions. The panel on the incident page shows them, and nothing writes them.
• Record parent notification.
• Attach a photo or a document. The incident page shows an attachment list, and nothing in Incidents adds to it.
• Change the type, severity, description or site after creation.
• Do anything on a schedule. The one 15-minute check that reads incidents lives outside Incidents. See Who learns that an incident happened.

Related

• Incident fields and limits
• Find an incident in the log
• Review incident patterns
• Export an incident report
• Roles, what each role can do across PTRS