A bumped head, a near-miss, a safeguarding moment you need to document properly — not in a frantic WhatsApp thread at 9 pm. Structured incident reports that notify families instantly and get guardian acknowledgment without anyone installing an app.
Something happens during a lesson. You deal with it calmly. Then the admin hits — who was there? Was first aid given? Did the parent actually see your message? In-Tune Safeguarding turns that scramble into a clear, auditable record your studio can stand behind.
Physical injuries and broader safeguarding events need different language. Pick the type that fits; the workflow stays the same.
Injury or harm
Record unintended injury or harm. Mark the body diagram, describe what happened, and log any first aid given — so you have a proper clinical-style record, not a vague note.
Other event
Record a safeguarding, behavioural, near-miss, or other event. Use the body diagram if a specific area is relevant — same structured form, different intent.
Every report follows the same calm path. Nobody's guessing what stage things are at.
Staff or permitted tutors open Safeguarding → New report, choose Accident or Incident, and capture what happened while it's fresh.
Date, time, location, interactive body map, description, first aid, staff present, photos (up to three), and how guardians were contacted.
Save draft keeps the report private while you finish. Return and edit anytime from the incident list — nothing goes out until you say so.
Send report locks editing and triggers notifications: push + in-app for the student; a secure email link to every guardian on file.
Parents open a branded, no-login portal from their email. They see the full report — body diagram, photos, first aid, witnesses — and can add an optional note.
Guardian taps "I acknowledge this report". Status moves to Acknowledged. Your dashboard shows who's still pending — and per-student history charts spot patterns.
Front and rear diagrams — tap to mark injury or affected areas. No more drawing on a printout with a biro.
Attach up to three images per report. Useful when a picture saves a thousand anxious follow-up calls.
Yes/no flag plus free-text details — plasters, ice pack, referred to first aider. Clear and searchable later.
Tag which staff and tutors were present. No reconstructing the room from memory three weeks later.
Each guardian gets a unique signed link — no app install, no password, no "can you send that again?"
Org-wide summary cards plus per-student timeline charts — 30 days, 6 months, or 12 months at a glance.
Reports can't be silently edited after families are notified. What they saw is what you sent.
Who reported, who sent, who approved, when guardians acknowledged — all on the detail view.
Incident report
Regarding Alex M.
Guardians don't need an In-Tune account. They click the link in their email, review the report on a page branded with your studio's logo and colours, and confirm they've seen it — with an optional note if they want to add context.
Full access: create, edit drafts, send, and view every report across the business. Dashboard shows pending acknowledgments at a glance.
With the Incident Reports permission, tutors file reports for their own students — same tools as staff, scoped to who they teach.
See reports filed about them via Safeguarding → My incident reports. Read-only view plus a personal timeline — acknowledgment is guardian-only.
Email link only — no app required. View the full report and acknowledge receipt. Names and timestamps land on your audit trail.
Guardians must be added by students under Settings → Guardians for email delivery. Tutors can see these contacts on the student profile when filing a report.
Illustrative figures — your live dashboard pulls real counts from your organisation.
Incident reporting is included with the Educator module. File your first report in minutes — drafts stay private until you're ready.