Audience: riding schools, coaches, clubs and venues
Overview
When someone has a fall, a kick, a bite or a near miss, or a horse is hurt, record it in Horsify straight away, on a phone at the arena if you like. The office then reviews it, follows it up and closes it, with everything in one place for your insurer.
Record the minor ones too. They show what to fix before someone is hurt, and they're what an insurer or an inspector asks for.
Who uses this
- Coaches and staff report incidents from the appointment book, from My day, or from the Incidents page. Anyone who is an active coach of the school, or a staff member with Clients and progress or Bookings access at View or more, can send a report.
- The office (admins, and staff with Clients and progress access at Manage) reads the register, reviews reports and closes them. The school's active coaches can read the register too, add notes, photos and actions, and record that the family was told, but they can't close a report.
- Parents and visitors can report from your website, but only if an admin switches that on (it's off to start with).
Reports hold health information, often about a child, so only these people can read them. See Staff Access.
Where to find it
- Riding schools: organiser menu, Clients, then the Incidents tab.
- Clubs and venues that hire out facilities but don't run lessons: organiser menu, Incidents.
- Incident reports appear once your organisation runs lessons or hires out facilities on Horsify.
- From a lesson: open the lesson on the appointment book and tap Incident, or tap Report an incident on the lesson in My day. The report opens with the lesson, its riders, the horse, the coach and the arena already filled in.
Reporting an incident (five short steps)
Press Report an incident. You can move between steps freely; the last step lists anything still missing.
- What happened. If you see Say it in your own words first, tap the microphone or type what happened as you'd tell it, then press Fill in the report from this. Horsify fills in a draft of the form, and each answer it filled is outlined in gold, so check every one. Then add the Day it happened and Time, what was going on (It happened while), Where, and What kind of incident. Describe it under What happened: stick to what was seen and heard, in order. Add Who saw it, and anything Done straight away to stop it happening again.
- Who. Choose who The person involved is a (for example Rider or client, Helper or volunteer or Visitor or spectator). For a rider, pick them from the lesson or Find the client (start typing their name). Otherwise, or if they aren't a client, type their name, age and a phone or email (a parent's, for a child). For a horse, property or near miss, choose Nobody (a horse, property or near miss).
- Injury. Tap Where were they hurt? on the body map and describe the Nature of the injury, even a minor scrape or bruise. For a fall, a kick, a knock from a horse or a head or neck injury you're asked Could it be a concussion?: if you tick Suspected concussion, the client's card shows Not cleared to ride until the office records a doctor's clearance. Record the Treatment given and any Medical care, answer Were they wearing a riding helmet? when it's asked, and choose How serious was it? (No injury, Minor, Moderate, Serious or Critical).
- Horse and follow-up. Choose the Horse involved and tick The horse was hurt if it was. Tick anything under What played a part?. Does the regulator need to know? asks a few questions and, if the answers suggest a notifiable incident, names your state's work health and safety regulator (for example Workplace Health and Safety Queensland) with how to notify them. This is a prompt, not legal advice.
- Check and send. Read the summary, press Change beside anything that's wrong, and press Send the report. If the person is a child, you're reminded to tell their parent or guardian today and record that you did.
Your admins, staff with Manage access to Clients and progress, and the coach named on the report (but not you) get a notice in Horsify. A serious or critical report, a suspected concussion, one that looks notifiable or one from your website form also sends them a push notification and an email. The notice and email show the kind of incident, the place and how serious it was, with a link to the report, but no names or injury details.
After sending, if you can read the register, you can Add a photo of the scene, the tack or the injury. Photos are kept privately with the report, and the location your phone saves in a photo is removed.
Reviewing and closing a report (the office)
The Incidents page is your register. It shows your figures (New, In review, Open actions, Not cleared to ride, Regulator not told and Last 30 days), The last twelve months by month, and Horses to watch (horses in two or more reports in the last 90 days). Filter the list or search by name, horse or place.
Open a report and press Start review. On the report you can:
- under The review, record What we found (the cause as best you can tell, and what changes so it doesn't happen again) and tick What contributed, then press Save the review
- under Follow-up actions, Add an action for each thing that needs doing (with who and when it's due), or press Suggest actions for ideas, and tick each one when it's done
- under Who has been told, record that you told The family, the regulator and The insurer (with a claim number if there is one). A child's parent or guardian should be told the same day.
- Record the doctor's clearance after a suspected concussion
- Link to a client for a report that came from your website
- Add a note, add photos, and see Related reports (within a year, sharing the person, horse or place) and the full History
- press PDF to download a copy, for example for your insurer
Press Close report when you're done. A report only closes once every action is done or removed, any concussion clearance is recorded and, if it looks notifiable, you've recorded when the regulator was told. Reports are never deleted. Reopen a closed report to change it.
Letting people report from your website
Your club website has an incident report page at /incident-report. Staff and coaches who sign in can always report there.
To let a parent, a visitor or a junior helper with no login report too, an admin opens Incidents, presses Website form, ticks Let anyone report an incident from our website and presses Save. Their reports arrive marked From the website, for you to check and link to the client, and the people who read your reports are emailed about each one. Someone reporting this way gives their name and a phone or email, and ticks This report is true and correct to the best of my knowledge.
Troubleshooting
| Problem | What to do |
|---|---|
| I can't see the Incidents page | You need Manage access to Clients and progress, or to be an admin or one of the school's active coaches. Ask your admin. See Staff Access. |
| I can't see Say it in your own words first | It only appears when the AI draft is available. Fill in the form yourself; nothing else changes. |
| A photo won't upload | Photos in HEIC format (some iPhones) can't be read yet. Send it as a JPEG or PNG. A photo can be up to 15 MB, and a report holds up to 12 photos. |
| The report won't close | The page tells you what's missing: an open action, the doctor's clearance, or when the regulator was told. |
| I need to change a closed report | Press Reopen, make the change, then close it again. |
| A rider still shows Not cleared to ride | Record the doctor's clearance on the report. The alert clears itself. |
Related
- My Day: Your Lessons and Checking Riders In
- Client Management
- Riding School Management
- Facilities and Facility Hire
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Staff Access\n\n---\n\nSource:
wiki/features/INCIDENT_REPORTS.md\nLast synced: 2026-11-05 19:19:59 UTC