Incident types decide what staff record when an incident happens at a property. Each type has its details, such as which properties can use it and who is emailed, and a form made of sections and questions. Admins can create and edit them in Settings.
Before you start
- Your account must have Incident Management.
- You need the permissions below. Your account administrator sets them on each role.
| To do this | Permission needed |
|---|---|
| See Incident Types in Settings | Create Incident Types or Edit Incident Types |
| Create an incident type | Create Incident Types |
| Edit an incident type's details | Edit Incident Types |
| Build or edit the form | Build Incident Type Forms |
| Copy an incident type | Create Incident Types and Build Incident Type Forms |
| Delete an incident type | Delete Incident Types |
Create an incident type
- Go to Settings › Incident Types.
- Select New Incident Type.
- Fill in the Details tab.
- Build the form on the Form tab.
- Select Save.
Details tab
| Field | What to enter |
|---|---|
| Title | Required. The name staff see when they choose an incident type. |
| Description | Optional. |
| Property Sharing | Not shared, All properties, or Specific properties. For specific properties, choose them from the list. |
| Notification emails | Optional. For each stage, Open, For Review and Completed, choose whether to email the Assignee and the Creator. You can also add other email addresses, separated by commas. |
Emails sent at Open and For Review link to the incident form. Emails sent at Completed link to the incident report.
Tip
Keep a new type Not shared while you build it. Staff can't report it until you share it.
Build the form
The form is made of sections, and each section holds questions. Staff fill it in when they report an incident of this type.
Add a section
- On the Form tab, select Add section.
- Enter a Section name, for example "Injuries".
Add a question
- In the section, select Add question.
- Enter the Question, for example "What happened?"
- Optional: add Help text. It's shown to staff under the question.
- Choose the answer Type. See the table below.
- For Buttons, Dropdown and Checkboxes, set up the options. Select Add option or Add checkbox for each one. Buttons and dropdowns need at least two options.
- Under Requirements, choose what staff must provide:
- Answer required: staff must answer before they can finish.
- Note box: staff can add a note. To make the note required for certain answers, use Require a note for these answers.
- Photos and files: staff can attach photos and files.
To reuse a list of answers, use Copy answers from and choose another question. Later changes to either question don't affect the other.
Answer types
| Group | Type | What staff do | Example |
|---|---|---|---|
| Choose an answer | Yes / No | Pick Yes or No | Were the police called? |
| Choose an answer | Buttons | Pick one answer from a few buttons | How serious was the injury? |
| Choose an answer | Dropdown | Pick one answer from a longer list | Type of damage |
| Choose an answer | Checkboxes | Tick every answer that applies | Services called: police, fire |
| Type an answer | Text | Type their answer in their own words | What happened? |
| Type an answer | Number | Enter a measurement or amount | Estimated cost of damage |
| Type an answer | Date | Pick a date | When was the damage found? |
| No answer | Information | Read instructions, with nothing to answer | Call 911 first if anyone is hurt. |
Show a section only for some answers
Use this for sections that only apply sometimes, such as an Injuries section when someone was hurt.
- Open the section's menu and select Edit section.
- Under Visibility, turn on Only show this section for some answers.
- Enter the Question to ask first, for example "Was anyone injured?"
- Add at least two Answers, and turn on Shows the section for each answer that should show it.
The section is marked Conditional, with the question that decides when it shows.
Reorder, duplicate and delete
- Drag questions and sections to change their order. Sections can also be moved with Move up and Move down.
- Each section's menu has Edit section, Duplicate section and Delete section.
- Each question's menu has Edit question, Duplicate question and Delete question.
- After you delete a section or question, select Undo to bring it back.
Use Search sections and questions to find something in a long form.
Preview the form
Switch from Form editor to Fill preview to see the form as staff will. Answers you enter in the preview aren't saved.
Fix problems before saving
If something needs fixing, the form shows how many problems there are, and marks each section and question with Needs attention. For example, every section needs a name, every question needs wording, and two questions in a section can't have the same wording. Fix them, then select Save.
Edit an incident type
- Go to Settings › Incident Types and select the type.
- Select Edit.
- Make your changes on the Details and Form tabs.
- Select Save.
Form changes only apply to new incidents, and to incidents whose type is changed. Incidents already reported keep the form they started with.
Copy or delete an incident type
In the Incident Types list, open a type's menu:
- Copy opens a new incident type with that type's form.
- Delete removes the type. Select Yes, delete to confirm.
Frequently asked questions
Do form changes affect incidents that are already open?
No. Form changes only apply to new incidents, and to incidents whose type is changed.
Why can't I see the Form tab?
You need the Build Incident Type Forms permission. Without it, you can still edit an incident type's details.
Why can't I see Incident Types in Settings?
You need Create Incident Types or Edit Incident Types, and your account must have Incident Management.
A question says "This answer type can only be changed by importing JSON"
Some forms set up by HappyCo use answer types the builder doesn't offer, such as Percentage or Currency. They keep working, and you can still edit the rest of the form.
The form says it "can't be opened in the builder"
Contact HappyCo support to check the form.
Can I reuse a form in another incident type?
Yes. Copy the incident type, or use Export JSON on one form and Import JSON on the other. After an import, review the form and select Save.