🔒 Permissions: Whether you can create records is set by Access Controls, managed by your Workspace Administrator, not by your app role. If you can't create a record, ask your Workspace Administrator to check your access. Learn more about roles and access →
🚧 Rolling out: We're switching this on for workspaces gradually, so it may not be available in yours just yet. If you don't see it, it's on the way.
When an incident happens, you can log it just by telling a Mini what occurred. It recognises that this is an incident, asks a couple of quick questions to fill anything it can't infer, and drafts a structured incident record for you to review and submit. It's a fuller, incident-specific version of creating a record from your conversation.
ℹ️ The Mini drafts, you decide: The Mini prepares the incident record, but nothing reaches the timeline until you review it and press Submit. You always have the final say.
When to use this
A fall, injury, or near miss you need to document accurately while it's fresh in your mind.
You want the incident's structured fields filled in without working through a form yourself.
You'd rather describe what happened in your own words and let the Mini organise it.
How it works
You describe the incident to a Mini. It recognises it as an incident, confirms a couple of details it can't infer, then drafts a structured incident record right there in the chat, filling in the fields from what you've said, such as the date and time, location, what happened, injuries, first aid given, the response, and how severe it was. You review the draft, add anyone who needs to know in the Notify step, and submit. Nothing appears on the timeline until you do.
Here is how that looks in practice, using a trip in the hallway at Sunshine House.
Step 1: Tell the Mini what happened
Open the Mini for the person the incident is about and describe it, just as you would to a colleague. Using the word incident makes it clear you want it logged as one. For example:
"Ned tripped on the edge of a rug in the hallway just before lunch and landed on his side. He got up with a bit of help, seemed a bit shaken but okay, and had a small graze on his elbow that a worker cleaned and put a plaster on. Can you log this as an incident?"
Step 2: Answer the Mini's clarifying questions
The Mini recognises this as a fall with a minor injury and confirms it will draft an incident record. It then asks a couple of quick questions to make the fields accurate, for example:
Roughly what time did this happen? You might answer: late morning, around 11am.
How would you rate the severity of this incident? You might answer: low.
It doesn't ask about things you've already told it, like the graze or the first aid given. Answer in plain language and the Mini folds your answers into the draft.
Step 3: Review the draft incident
The Mini opens the draft incident record right in the chat. This draft is visible only to you and is not on the timeline yet. The record saves as a draft and keeps saving as you edit, so you're free to leave the page and come back to it later without losing your work. Check each field, correct anything that isn't right, and add anything the Mini couldn't know, for example "Add that we'll keep an eye on him this afternoon." Pay particular attention to the injuries, first aid, and how severe the incident was.
Step 4: Notify colleagues (optional)
If a colleague needs to know, add them in the record's Notify step before you submit. You can only notify people in your workspace who already have the right level of access to Ned's records, and when you submit they're emailed directly. See notifying a team member when logging an incident.
Step 5: Review and submit
When the details are accurate, click Submit. The incident appears on Ned's timeline, becomes visible to your team, and anyone you added in the Notify step is emailed. It may briefly show as processing before it's fully searchable.
⚠️ Review carefully, and follow your reporting process: The Mini drafts from what you tell it, so check the details are right before you submit. For a reportable incident, logging it here and notifying colleagues does not replace your organisation's formal reporting process. Make sure that's followed as well.
Tips for a better incident record
Include injuries and first aid. Say what was hurt and what you did, so the record captures the care given.
Note anyone who saw it. Mention witnesses so the Mini can record them.
Add colleagues to notify. If someone needs to know, add them in the Notify step so they're emailed when you submit.
ℹ️ Good to know: The incident fields can vary by workspace, so your form may show slightly different fields. To let a family contact know about the incident, you can ask the Mini to draft an email you review and send yourself. See how to notify a family member after logging a record.
Need help?
Got a question about logging an incident with a Mini? We're here, just message us through the Help Desk in the app.