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Custom fields let you capture additional structured information when recording incidents. For example:
  • A Physical category might require a field for “Type of restraint”
  • You might want a “Witness present” yes/no field for all incidents involving a specific student group
  • A “Referral outcome” dropdown for incidents involving pupil premium students
Custom fields are configured separately from categories. You create a custom field configuration that contains one or more fields, then set criteria to control when those fields appear on the incident form.
You need the DSL or Owner role to manage custom fields.

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How custom fields work

Each custom field configuration has:
  • A name — to identify the configuration (e.g. “Physical Incident Fields”)
  • One or more field definitions — the actual fields that appear on the form (e.g. “Type of restraint”, “Witness present”)
  • Criteria — conditions that determine when the fields appear (categories, student groups, SEN status, pupil premium)
When a staff member creates or edits an incident, the system checks which custom field configurations match based on the selected categories and the student’s properties. All matching fields appear automatically on the form.

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Criteria matching

  • No criteria means the fields appear on every incident of that type (student or staff)
  • Criteria within the same type are combined with OR logic — e.g. if you select categories “Physical” and “Emotional”, the fields appear for either category
  • Criteria across different types are combined with AND logic — e.g. if you select category “Physical” and student group “Year 7”, the fields only appear when both match
Staff incident custom fields only support category criteria. Student property criteria (student groups, SEN status, pupil premium) are only available for student incident fields.

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Setting up custom fields

Go to Settings > Custom Fields to view and manage your custom field configurations.
Settings Custom Fields page listing configurations with the Create Custom Field button

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Creating a custom field configuration

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Editing and disabling

Click the edit button on any configuration to change its fields or criteria. When editing, you can also toggle the Enabled switch to disable the configuration — disabled configurations stop appearing on new incidents but existing incident data is preserved.

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Renaming fields and options

When you rename a field or one of its dropdown options, the new name applies everywhere — including on incidents recorded before the change. An incident recorded last term under “Ground hold” will show “Ground restraint” as soon as you rename that option. This keeps your records consistent, so you are never left comparing old and new names for the same thing in reports.
If you want a genuinely different option rather than a corrected name, add a new option instead of renaming the existing one. Renaming rewrites the label on every past record that used it.

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Deleting and archiving

Click the delete button to remove a configuration. What happens next depends on whether the fields have been used:
  • Never used — the configuration is deleted permanently.
  • Used on at least one incident — the configuration is archived instead. It stops appearing on new incidents, but every incident that already has values keeps them, and those values stay visible and reportable.
Before deleting, the configuration screen shows how many incidents use each field and each dropdown option, so you can see what would be affected. Archived configurations can be restored at any time, which makes their fields available on new incidents again.
Archiving is the safe choice when a field is no longer relevant going forward but you still need the history. Removing a single field from a configuration behaves the same way — it is archived if it has been used, deleted if it has not.

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Reporting on custom fields

Custom fields are not just a record — you can report on them. On the Insights page you can group incidents by any dropdown, multi-select, or yes/no custom field. For example, group by “Hold Type” to see how many incidents involved each kind of physical intervention. Select any bar or segment to drill through to the matching incidents. You can also ask the AI assistant questions that use custom fields directly, such as “how many restraints used a ground hold this term?” or “what was the average duration recorded?” for number fields.
Free-text custom fields cannot be grouped or totalled, because every value is different. Use dropdowns or yes/no fields for anything you want to count or compare.

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Custom fields and AI analysis

Custom field values are automatically included when AI analyses an incident. This means the AI can take into account structured data like restraint type, referral outcome, or any other custom field when generating summaries, recommendations, and action plans.

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Custom fields in parent notifications

When configuring a workflow with an Email Parents action, you can choose which custom field values to include in the parent notification email. This allows you to share relevant structured information with parents while keeping sensitive fields private.

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Viewing custom field values

When viewing an incident in detail, any custom field values recorded for that incident appear below the description. They are displayed as simple name-value pairs.