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Check-out reporting: incidents and coach notes

Who this is for: coaches file incident reports and notes; team admins review incidents Applies to: Android · iOS · Web

What this page covers

Two of the three check-out tools: incident reports and coach notes.

  • An incident report (sometimes abbreviated IAI) records something that happened to an athlete's body or safety during practice — a crash, a close call, an injury. It goes to the team admin's review queue because it matters for the athlete and for the team's records.
  • A coach note is a free-form, private progress note about an athlete. Notes have no review queue and no formal lifecycle — they're just the coaching staff's shared memory.

Incident reports

What a report records

When you file an incident report you record:

  • Severity — one of three tiers:
  • Minor — noted (something worth recording, no time lost).
  • Time lost — the athlete had to sit out part or all of practice. Only older reports still carry this severity — it can't be chosen on a new report.
  • Emergency care — the athlete needed medical/emergency attention.
  • Body areas — which parts of the body were involved (you can select more than one).
  • Description — what happened. Emergency-care reports — and legacy time-lost reports being edited — require a written description.
  • Emergency care sought details (and time lost details on older reports).
  • When it occurred.

Who can file

  • Any coach may file an incident report for athletes in the groups they coach — there is no license-level requirement. Team admins can file too, for anyone on the team.
  • The written description is required for emergency care (and for legacy time lost reports you're editing), not for a minor — noted incident.

Filing a report

  1. Start the Incident report form — you're prompted at athlete check-out, or open it from the athlete's actions/reporting menu.
  2. Confirm the athlete and when the incident happened.
  3. Choose the severity.
  4. Select the body areas involved.
  5. Write the description (required for emergency care).
  6. Add the emergency-care details if applicable, and whether a parent was notified at the scene.
  7. Submit.

Incident form with the severity tier cards and body-area chips The incident form: the severity tiers and the body-area chips.

Description and context fields on the incident form What was witnessed, plus the when-and-where context fields below it.

What you should see: the report is saved as logged and goes onto the team admin's review queue. The admin is notified — with the notification weighted by severity, so an emergency-care report gets urgent attention.

Editing or cancelling an open report

While a report is still open (not yet decided), the submitting coach — or a team admin — can:

  • Edit it — correct the body areas or add detail. The severity and the incident time are locked once the report is filed.
  • Cancel it, if it turns out nothing happened.

Editing a legacy Time lost report: the description is required Editing a legacy Time lost report: the severity is read-only, and saving still requires a description.

What happens to the report after the admin decides

When the admin resolves the report — Completes it, or Cancels it — the report's free-text narrative is removed — the description and any admin notes are purged so only metadata remains: the date, severity, body areas, and the athlete it concerned. (Cancelling a report purges the narrative the same way.) That metadata stays for the team's incident records; the personal narrative doesn't linger. The athlete's report log shows only a deliberately plain line — "incident resolved" with the date — with no severity or story attached.

Privacy: incident reports are never shown to parents and never appear where a parent can see. When an athlete needs real medical attention, the coach contacts the parent by phone at the scene — the app is not how that news travels.

Coach notes

A coach note is a short, timestamped, private note on an athlete's record — for example "felt strong on the climbs today" or "still favouring the left wrist — watch it."

  1. Open the athlete's note area (from their member page or the reporting menu).
  2. Write the note and save. It's stamped with your name and the time automatically.
  3. To reply to an existing note and keep a conversation together, reply to it — replies thread under the original.

The coach notes feed on an athlete's page The notes feed: a note with a threaded reply underneath.

The coach note composer Writing a note: the composer, open for a new observation or reply.

Notes are visible to coaches and team admins only — never to athletes, parents, or other roles.

Editing and deleting: the author can edit their own note's text later, or delete it (which removes any threaded replies too). No one else — including a team admin — can rewrite another coach's note.

What you should see: the note appears in the athlete's note feed, newest first, with the author's name. Notes update live for other coaches viewing the same athlete.

Notes and limits

  • Incident reports are not license-gated: any coach can file them (for athletes in the groups they coach). What a coach can read is narrower: in My Reports you see only the incidents you filed yourself, without any admin notes. The full incident queue — including incidents filed by other coaches — is visible to team admins only. If you can't find an incident you expected to see, another coach may have filed it; ask your team admin.
  • A report's severity and incident time are set when you file it; an emergency care report — or a legacy time lost one you're editing — must include a description, and the incident time can't be in the future. On an open report you can correct the body areas and the description, but not the severity.
  • Coach notes are not the same as incident reports — a note never triggers the admin queue or any notification.