Staff record what happened while it is fresh, managers are alerted straight away, and every report moves through a clear review with a timestamped audit timeline. One register for incidents, near misses, hazards and complaints.
When something goes wrong, the details fade fast. A report that is missing the time, the people involved or what was done next is hard to act on, and hard to explain later. Paper forms get lost, emails get buried, and nobody can see at a glance which reports are still open or which may need to go to the NDIS Commission.
A support worker or office user completes the incident form: what happened, who was involved, what was done and the outcome. They can attach photos or documents.
Anyone with review access is notified in NDIS Tools when a report is submitted. Incident types that may be reportable are marked so they get a closer look.
The report moves through Under Review, Escalated or Closed, with review notes along the way. The person who reported it is told when the status changes.
If a report needed notifying, the manager records the date and the Commission reference on the report. NDIS Tools does not submit it for you: that is done in the NDIS Commission Portal.
Log an incident, near miss, hazard or complaint on a phone or computer. Choose the type and severity, and describe what happened in plain facts.
Attach up to 5 files to a report (PDF, JPG, PNG, DOC or DOCX, up to 10 MB each). The form reminds staff not to include images that identify other participants without consent.
Filter by severity, status, participant, date or reportable flag, search by keyword, and export the list to CSV. Counts show what is open, critical and waiting on an NDIS notification.
Move each report through Submitted, Under Review, Escalated and Closed. Moving a report backwards needs a written reason.
Certain incident types are flagged as possibly reportable so a manager can check them. Record when the Commission was notified and the reference number.
Managers are notified in NDIS Tools when a report comes in, and the reporter is notified when its status changes.
Submission, attachments, status changes, review notes and NDIS notifications are logged with who did it and when.
Produce a printable report with the full details, a change log, and signature blocks for the reporter and the reviewer.
The form guides staff through the details a manager needs to act on a report. Required fields are marked, so a report can't be submitted without the essentials.
Staff can record an incident or hazard as it happens, from a phone or computer, instead of trying to remember details hours later.
Required fields and plain-language severity levels mean every report has the same essentials, and the form asks staff to stick to observable facts.
The register shows what is open, what is critical and what is waiting on an NDIS Commission notification, so nothing sits unseen.
A submitted report can't be edited in the app. Status changes, review notes and NDIS notifications are added to its timeline with who made them and when.
Support staff see only the reports they submitted. People with review access see every report in the organisation and manage its status.
Replace scattered paper forms, emails and spreadsheets with a single workflow the whole team follows.
NDIS Tools records, routes and tracks incidents inside your organisation. It does not submit reports to the NDIS Commission, and its reportable flag is a prompt for a manager to check, not a decision. Whether an incident is reportable, and by when, is set by the NDIS Commission's rules.
Every report carries a timestamp, the person who submitted it, and a timeline of what happened to it afterwards.
Yes. The incident form is a web page that works on a phone or a computer. Staff need an NDIS Tools login, and you decide which staff can submit reports.
No. Registered providers notify the NDIS Commission through the NDIS Commission Portal. NDIS Tools lets you record when you did that and the Commission reference, so the report and the notification are tracked together.
It doesn't decide. Certain incident types, such as abuse, neglect and restrictive practices, are flagged as possibly reportable so a manager checks them against the NDIS Commission's rules. The decision stays with your organisation.
No. A submitted report can't be edited in the app. Managers can add review notes and change the status, and each change is recorded in the report's timeline with who made it and when.
The submission, any attachments, each status change with the reason when a report is moved backwards, review notes, and when an NDIS Commission notification was recorded.
Yes. Filter the register and export the list to CSV, or print any single report or save it as a PDF. The CSV is a register summary with the reference, date, type, severity, participant, reporter, status and reportable flag. The full report is in the print or PDF view.
Access is permission-based. Support staff see only the reports they submitted. People with review access see every report for the organisation and can update its status.
Yes. Near misses, environmental hazards and complaints are report types alongside injuries, falls, medication errors and behaviours of concern, so one register covers them all.
Yes. Attach up to 5 files per report, in PDF, JPG, PNG, DOC or DOCX format, up to 10 MB each.
No software can do that. It gives you a consistent, timestamped record and a review workflow, which supports your own incident management policy and procedures.
Whether an incident must be reported to the NDIS Commission, and how quickly, is set by the Commission's rules. Check its current guidance before you rely on anything else, including this page.
Register your interest and we'll walk you through reporting, review and the audit timeline.