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ClubDock replaces the paper accident book. You record what happened from the register or the child’s record, and the child’s parents are emailed the whole report five minutes later. Every entry is shared with the parents.
This log is shared with parents. If you are worried about a child’s safety, tell your safeguarding lead. Do not record a safeguarding concern here. The form says this every time you open it.

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Record an accident or incident

Any member of Staff can record a report.
  1. Open the form in either of two ways:
    • On the register, tap the child’s name, then Record an accident or incident.
    • From the child’s record under Children.
  2. Fill it in:
    • Time: the day and time. It starts at now.
    • What happened: what happened, where, and what led up to it.
    • Injury and Where on the body. Leave them blank if there was none.
    • Bump to the head: turn this on for any knock to the head.
    • What was done: first aid given, who was called, how they are now.
    • Who dealt with it: it starts as you.
    • Who saw it.
  3. Press Save report.
What happened, what was done and who dealt with it are required, and the time cannot be in the future.
The accident form on a phone, with the safeguarding reminder at the top highlighted
You are told the report is saved and when the parents will be emailed.

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The first five minutes

For five minutes after saving, the report is a draft.
  • You, the author, see “You can change this until 16:42, then it goes to the parents”, with Change and Discard.
  • Anyone else, a Manager included, sees the whole report and Sending at 16:42. Nobody but the author can change or discard it.
Discarding removes the report entirely, with nothing left behind. Use this for a report started on the wrong child.

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What parents receive

After five minutes the report is fixed and emailed within about a minute:
  • One email to each parent who can book the child. Separated parents each get their own.
  • It has the whole report, who recorded it, your club’s contact details, and a link to the child’s page in their account.
  • If Bump to the head was on, the email adds what to watch for over the next 24 hours, when to go to A&E or call 999, and NHS 111.
Parents cannot switch these emails off. Under the report you can see each parent and how their latest email did: sent, delivered or bounced.

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When an email does not arrive

If an email bounces, is marked as spam or cannot be sent, the report appears on Today for Managers. It names the child, when it happened, and each parent not reached, with their phone number. Ring them, then press Told by phone. If no parent who can book the child has an email address, the report is still fixed and appears on Today as Nobody could be emailed.

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At collection time

For the rest of the day, signing the child out always opens the sign-out sheet with a reminder that they had an accident or incident today, so you can tell whoever collects them. See Taking a register.

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Add a note

Once a report has been sent, any member of staff can press Add a note, for example “Ava’s mum rang back: the bump has gone down.” The note is dated and signed. The parents are emailed “An update to Ava’s accident report”, with the note and the whole report again. A sent report cannot be changed. Add a note instead.

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Withdraw a report sent in error

Only a Manager can withdraw a report.
Press Withdraw on the report, say why it was sent in error, and press Withdraw report. The report stays on the record and in the parent’s account, struck through, with who withdrew it, when and why. The parents are emailed that it was sent in error, with your reason. If a note was added and the report withdrawn before the note’s email went, only the “sent in error” email is sent.
No one can delete a sent report — not staff, not a Manager, not a parent. Withdrawing is the only way to correct one.

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Download reports

Only a Manager can download reports.
From the child’s record, download one report, or Download all for the child. You are reminded first that the file includes health details about a child and should be kept somewhere secure and deleted when you are done. The PDF has every report as it was sent, with its notes, withdrawals and who was emailed. Drafts are not included. Each download is recorded.

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If your club is read-only

If your ClubDock bill is overdue, recording reports, adding notes and withdrawing all keep working, like the register.

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When a club closes

Reports are kept with the rest of the club’s data for twelve months, then deleted. Download them before then. See Privacy and children’s data.