Incident Report Form — shared by the community
Marta K. shared this 22-question build with 3 conditional rules already wired up. Test it below, then take a copy.
A ready-to-use daycare forms form for small teams who need a reliable intake process: 22 questions, 3 pages, 3 conditional rules.
- Shared by
- Marta K. · Practice manager
- Questions
- 22
- Replies
- 13
- Copies taken
- 534
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Live preview and test console
This is the real form. Answer it to test the 3 conditional rules — nothing is sent or stored.
Page 1 of 3 — What happened
Every question on this page is currently visible.
Works for you? Take Marta K.'s copy into your own workspace — questions, rules and settings included.
Who this template is for
Incident Report Form is built for small teams who need a reliable intake process who need to collect the same complete information from everyone.
- Small teams who need a reliable intake process working in daycare forms.
- Teams who need to collect the same complete information from everyone without writing code or paying for a custom build.
- Anyone replacing chasing missing details over email with one structured record per enquiry.
- Respondents are the people you send it to — the form asks them 22 questions across 3 screens.
Why this form is useful
It removes the cost of chasing missing details over email and turns each submission into a record your team can act on immediately.
- 14 questions are required, so submissions arrive complete instead of needing a follow-up email.
- It accepts a document or photo upload as evidence.
- It records a signature you can keep as proof of agreement.
- It pins the request to a specific date.
- Conditional logic hides 3 questions until they are relevant — shorter forms convert better than long ones.
- Splitting the form across 3 pages keeps each screen short and shows respondents how much is left.
- Every response is stored, searchable and exportable, so nothing depends on one person's inbox.
How to use this template
From copy to live form is a few minutes of work, and every step is reversible.
- 1Press “Use this template” — a fresh copy of Incident Report Form lands in your workspace, ready to edit.
- 2Rename or delete any question, and change what is required. Nothing here is fixed.
- 3Open Notifications and add the email addresses that should be alerted on each submission; add an auto-reply to the respondent if the form collects an email address.
- 4Check the upload limits on the file question so respondents can attach what you actually need.
- 5Publish it, then either share the link directly or paste the embed snippet into your site — the embedded form resizes to fit and loads no marketing or advertising trackers.
- 6Watch responses land in Submissions, where you can filter, label and export them to CSV or PDF.
Logic and conditions blueprint
Exactly how this form behaves as it is answered — 3 conditional rules ship with it.
- Features advanced show logic: if “Was first aid given?” is Yes, the form dynamically exposes “What first aid was given?”. Otherwise that question never appears.
- Features advanced show logic: if “Did the child need medical attention beyond first aid?” is Yes, the form dynamically exposes “What happened next?”. Otherwise that question never appears.
- Features advanced show logic: if “Were other children involved?” is Yes, the form dynamically exposes “How were the other children involved?”. Otherwise that question never appears.
- All 3 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.
What this form asks
Page 1 — What happened
- Child's full namerequired
- Roomrequired
- Date of incidentrequired
- Time of incidentrequired
- Where did it happen?required
- Factual account of what happenedrequired
- Type of incidentrequired
Page 2 — Response
- Was first aid given?required
- What first aid was given?
- Name of the staff member who respondedrequired
- Did the child need medical attention beyond first aid?required
- What happened next?
- Were other children involved?required
- How were the other children involved?
- Attach a photo or body map if relevant
Page 3 — Notification & follow-up
- Has the family been told?required
- Time the family was told
- Who told them?
- What are we changing to prevent a repeat?required
- Reported to
- Staff signaturerequired
- Parent or guardian acknowledgement name
Conditional logic in this build
- When “Was first aid given?” is Yes, show “What first aid was given?”.
- When “Did the child need medical attention beyond first aid?” is Yes, show “What happened next?”.
- When “Were other children involved?” is Yes, show “How were the other children involved?”.
Questions about this shared form
Is the Incident Report Form template free to use?
Yes. You can preview and test Incident Report Form on this page without an account, and take a copy into your own HelloForms workspace on the free plan. There is nothing to install and no card required to publish it.
What does the Incident Report Form template ask for?
It asks 22 questions across 3 pages, 14 of which are required. Every question is listed in full further down this page, and each one can be renamed, reordered, made optional or deleted after you copy the template.
Can I edit the Incident Report Form form after copying it?
Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the classic layout, restyle it to match your brand, and set who gets notified on each submission.
How does the conditional logic in this daycare forms form work?
3 conditional rules ship with the template: Features advanced show logic: if “Was first aid given?” is Yes, the form dynamically exposes “What first aid was given?”. Otherwise that question never appears. Features advanced show logic: if “Did the child need medical attention beyond first aid?” is Yes, the form dynamically exposes “What happened next?”. Otherwise that question never appears. Features advanced show logic: if “Were other children involved?” is Yes, the form dynamically exposes “How were the other children involved?”. Otherwise that question never appears. All rules are editable in the Logic tab.
Where do responses to the Incident Report Form form go?
Submissions land in your workspace under Submissions, where you can search, filter, label and export them to CSV or PDF. You can also email a notification to your team on every submission and send the respondent an auto-reply.
Can I embed the Incident Report Form form on my own website?
Yes. Publish the form and paste the embed snippet into any page or share the direct link. The embedded form resizes to fit its container and loads no advertising or marketing trackers inside the iframe.
Can respondents upload files?
Yes. This template includes a file upload question, so respondents can attach documents or photos with their answers. You can adjust the accepted file types and size limits on that question.
Is the signature on this form legally usable?
The template captures a drawn signature and stores it with the submission, along with the timestamp, so you keep evidence of who agreed and when. Whether that is sufficient depends on your jurisdiction and the agreement itself.
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