# Incident Follow Up

Source: https://docs.astalty.com.au/guide/incidents/incident-follow-up

> Record follow-up actions on a Participant or staff incident to keep everyone safe.

Astalty Premium - This feature is part of the Astalty Premium plan. See What Premium includes.

## Overview

Open an entry in the relevant Incident register to assign follow-up work, record who was involved, set the incident category and severity, add review details, and move the incident through to resolution. The workflow is the same for Participant Incidents and Staff Incidents.

![An incident's Incident Details page with a Reported status, showing the Actions and Edit buttons, the Add button under Who was involved, and the Associations card below.](https://docs.astalty.com.au/assets/report-an-incident.png)

## Incident Menu Permissions

By default, Admins can view and update all Participant and Staff Incidents, and Managers can view and update Participant Incidents but not Staff Incidents. Collaborators can view and update the incident, and so can the assignee if they are an Admin, Manager or Team Member. Listing someone as involved does not let them open the incident. The [Incidents Overview](https://docs.astalty.com.au/guide/incidents/overview#permissions) has the full access rules.

## Menu Options

Select an incident to open its follow-up page. From there you can update the status, view the activity log, record involved people and select **Edit** to update the incident details.

## Status Update

Select **Actions**, then **Update Status**, to change the incident's status.

The first update will update the status of the reported incident to under review.

![The Update Incident Status dialog over an incident, showing the current status as Reported with Under Review selected as the new status, and Cancel and Update to Under Review buttons.](https://docs.astalty.com.au/assets/updat-1.png)

From **Under Review**, update the status to **Resolved** when the review is complete. A Resolved incident can be moved back to **Under Review** if more work is needed.

![The Update Incident Status dialog showing the current status as Under Review with Resolved selected as the new status, and Cancel and Update to Resolved buttons.](https://docs.astalty.com.au/assets/updat2.png)

> **Get nudged when an incident stops moving**
>
> Astalty can alert your team when an incident has been sitting in the same status for a set number of days without progressing. See [Incident Follow Up Notifications](https://docs.astalty.com.au/guide/notifications/incident-follow-up-notifications).

## Activity Log

Select **Actions**, then **Activity Log**, to review the status history.

![An incident's Incident Details page with the Actions menu open, showing Update Status, View Activity Log, Audit Trail and Export as PDF.](https://docs.astalty.com.au/assets/activity-log.png)

## How to add an Involved Person

To assign a person to a reported incident, select **Add** under **Who was involved?**.

![An incident's Incident Details page, with the Who was involved section highlighted, showing Elena Marchetti and the Add button.](https://docs.astalty.com.au/assets/involved.png)

Choose **Team Member** or **Participant**, then select the person who was involved.

### Team Member

Choosing **Team Member** lists the users set up in your Astalty organisation, so you can record which staff were involved.

![The Add Involvee drawer with A Team Member selected under Who was involved in the incident, beside A Participant and Someone else, and a Team Member dropdown for choosing the staff member.](https://docs.astalty.com.au/assets/who-was-involved.png)

### Participant

Choosing **Participant** lists the Participants set up in your Astalty organisation, so you can record which of them were involved.

![The Add Involvee drawer with A Participant selected under Who was involved in the incident, and a Participant dropdown for choosing who was involved.](https://docs.astalty.com.au/assets/who-was-involved-participant.png)

To record follow-up information, click **Edit** to open **Update Incident**.

![An incident's Incident Details page, with an arrow pointing to the Edit button beside Actions.](https://docs.astalty.com.au/assets/editr.png)

## Recording an Incident Follow Up

Select **Edit** to update:

- Assigned To
- Incident Date
- Incident Category/Type
- Severity
- Reportable or Non Reportable Incident
- Follow Up Details
- Details

### Assigned To

Use **Assigned To** to choose the team member responsible for the follow-up.

### Incident Date

The **Incident Date** field lets you correct the date and time an incident occurred, directly from the Update Incident drawer. This is useful when an incident was reported with the wrong date or time. Editing the incident date works the same way for both **Participant** and **Staff** incidents.

![The Update Incident drawer, with an arrow pointing to the Incident Date field showing 25/10/2026 17:00, below the Assigned To and Collaborators fields.](https://docs.astalty.com.au/assets/incident-follow-up-editable-incident-date.png)

> **Changes are recorded**
>
> Any change you make to the incident date is captured in the incident's audit trail, so there's a clear record of what was changed and when. The audit trail is available from the incident's **Actions** menu for accounts with the Audit Trail feature enabled.

### Incident Category or Type

For Participant Incidents, choose whether the incident is **Reportable** or **Non-reportable**. Choosing **Reportable** also shows the **Reportable Type** field and the NDIS reporting fields. Staff Incidents don't show this choice.

### Non Reportable

![The Update Incident drawer with Non-reportable selected, showing the Assigned To, Collaborators, Incident Date, Incident category and Severity fields above the Follow up details editor.](https://docs.astalty.com.au/assets/follow-up-menu-view.png)

Admins can customise non-reportable categories in [Incident Settings](https://app.astalty.com.au/settings/incidents).

![The Update Incident drawer with the Incident category dropdown open, listing categories such as Bullying, Discrimination, Other, Physical Aggression, Sexual Harassment, Theft, Vandalism and Verbal Aggression.](https://docs.astalty.com.au/assets/non-reportable-types.png)

### Reportable

![The Update Incident drawer with Reportable selected and the Reportable Type field shown below the Reportable and Non-reportable options.](https://docs.astalty.com.au/assets/reportable-selected.png)

The reportable incident types match the types used for reporting to the NDIS Quality and Safeguards Commission and cannot be edited.

![The Update Incident drawer with the Reportable Type dropdown open, listing Death, Serious Injury, Abuse or Neglect, Unlawful Sexual or Physical, Sexual Misconduct and Restrictive Practice.](https://docs.astalty.com.au/assets/reportable-types.png)

### Tracking NDIS Reporting Deadlines

When you mark an incident as **Reportable**, Astalty shows the reporting fields and calculates the deadlines for the selected **Reportable Type**.

1. Set **Became Aware At** to when your organisation first became aware of the incident. If you leave it blank, Astalty starts the clock from when the incident was reported in Astalty.
2. After lodging the initial notification with the NDIS Commission, enter its reference in **Reportable ID**. This marks the **24-Hour Notification** as met.
3. After submitting the follow-up report, set **5-Day Report Submitted At**. This marks the **5-Day Report** as met.

The incident page shows each relevant due date with **Due**, **Overdue**, or **Met**. For Death, Serious Injury, Abuse or Neglect, Unlawful Sexual or Physical, and Sexual Misconduct, Astalty tracks both the 24-hour notification and the 5-day report. For Restrictive Practice, it tracks the 5-day report only, and entering a **Reportable ID** marks that deadline as met.

Astalty calculates the 5-day due date by skipping Saturdays and Sundays. It does not adjust this clock for public holidays, so confirm the displayed date against the [NDIS Commission's current reportable incident requirements](https://www.ndiscommission.gov.au/rules-and-standards/reportable-incidents-and-incident-management/reportable-incidents).

> **Astalty tracks the deadline but does not lodge the report**
>
> Complete the required notification or report with the NDIS Commission, then record its reference or submission time in Astalty. The displayed deadline does not certify that your legal obligations have been met. The reporting deadlines notification can warn people before a due time, but it does not send an overdue catch-up notification. See [Incident Deadline Notifications](https://docs.astalty.com.au/guide/notifications/incident-deadline-notifications).

### Severity

The **Severity** dropdown records how serious the incident was. There are four levels, listed from least to most serious:

- **Low**
- **Medium**
- **High**
- **Extreme**

**Extreme** sits above **High**, so the most serious incidents stay distinct instead of being grouped in with everything else marked **High**. It is available on every Astalty account and there is no setting to turn on.

![The Update Incident drawer with Assigned To set to Helena Grimes, Incident Date, and Incident category set to Workplace Incident, above the Severity field reading Extreme with its dropdown open, listing Low, Medium, High and Extreme in order.](https://docs.astalty.com.au/assets/incident-severity-extreme-options-guide.png)

Severity is set here, during review. A newly reported incident has no severity until someone selects one, so the **Severity** column in the register stays blank until then. Once saved, the severity flows through to the register and its **Severity** filter, the [Incidents Export](https://docs.astalty.com.au/guide/exports/incidents-export) and the incident report PDF.

> **Extreme is not added to incident report forms you have already built**
>
> The **Severity of Incident** question on an incident report form is a different field from the **Severity** dropdown above, and it is not updated for you.
>
> Incident report forms created from an Astalty template now include **Extreme**, listed in severity order. Forms your organisation has already built keep the three options they were created with - **Low**, **Medium** and **High** - so **Extreme** will not appear on them until you add it yourself. Open the form in the [Form Builder](https://docs.astalty.com.au/guide/forms/manage-forms/form-builder), select the **Severity of Incident** field, and add **Extreme** as an option.
>
> Adding it keeps the form consistent with the four levels your reviewers use, but it does not change the incident's severity. What a reporter selects on the form is stored as their answer on the submission; the severity used by the register, filters and exports is always the one chosen during review.

### Follow Up Details and Further Details

When Action Items are not enabled, use **Follow up details** to record the review and actions taken. Use **Details** to correct or add to the incident description.

![The Update Incident drawer scrolled to the Follow up details and Details editors, with follow-up notes about the pharmacy delivery and the incident description in Details, above the Close and Update Incident buttons.](https://docs.astalty.com.au/assets/follow-up-details.png)

> **Track follow-up work as Action Items**
>
> When Action Items are enabled, **Follow up details** is replaced by the **Action Items** card. Record what needs to happen, who is responsible, and when it is due. See [Action Items](https://docs.astalty.com.au/guide/action-items). Text already recorded in **Follow up details** stays on the incident and remains visible - you can no longer edit it from here.

## Completing the Follow Up

Click **Update Incident** to save the changes.

## Exporting an Incident Report (PDF)

The Incident Report can be exported as a PDF to create a complete, shareable record of the incident.

> **Exporting multiple incidents at once**
>
> To bulk export incidents as a CSV or PDF - for example, a complete set for an audit - use the [Incidents Export](https://docs.astalty.com.au/guide/exports/incidents-export) on the Exports page.

The PDF includes the **Incident Details**. Review the export options before downloading if you also need the action plan or attachments.

### Information Included in the PDF Export

The exported document contains:

**Incident Summary**

- Type
- Status
- Incident Date
- Category
- Site (for providers with Scheduling turned on)
- Severity
- Completed Date

**Reporting Information**

- Reported By
- Reported At
- NDIS Reportable details (Reportable Type and Reportable ID)
- Assignee

**Incident Details**

- All information entered by Astalty users

**Follow-Up Details**

- Actions taken
- Updates recorded
- Review information

**Action Plan**

- Each action's title, description and outcome (once closed)
- Assignee, due date and status, with an **Overdue** marker for overdue actions
- Only included when [Action Items](https://docs.astalty.com.au/guide/action-items) is enabled and the incident has at least one action item; otherwise the section is left out

![The Action Plan section of an incident report PDF, listing each action's title, assignee, due date and status](https://docs.astalty.com.au/assets/incident-report-pdf-action-plan.png)

**Who Was Involved**

- Individuals selected as involved in the incident

Including follow-up actions, reviews, and outcomes in the export ensures that stakeholders receive a complete and accurate record of the incident.

## How to Export an Incident Report

1. Navigate to the **Incidents Register**.
2. Select the relevant incident.
3. Click **Actions** and select **Export as PDF**.
4. In the **Export Incident Report** dialog, choose your export options, then click **Export**:
   - **Exclude staff surnames** - abbreviates staff names to a first name and last initial throughout the report.
   - **Include attachments** - lists files attached to the incident in the report and downloads them together as a ZIP.
   - **Include action plan** - on by default. Lists the incident's action items in the report. Only shown when [Action Items](https://docs.astalty.com.au/guide/action-items) is enabled.

![An incident's Incident Details page with the Actions button highlighted and an arrow pointing to Export as PDF, below Update Status, View Activity Log and Audit Trail in the menu.](https://docs.astalty.com.au/assets/export-incidents-1.png)

The PDF will download to your device's **Downloads** folder. You can then open and print or securely share the document as required.

![The exported Incident Report PDF for INC-2026-90003, with the Incident Summary, Reporting Information, Details, Follow Up Details and Who Was Involved sections highlighted above the submitted incident form.](https://docs.astalty.com.au/assets/export-incidents-2.png)