14 Incident Reporting
What is Incident Reporting?
Incident Reporting lets anyone on your site report an injury, near miss, ill health or a positive observation from their phone. They don’t need a login. You get an email straight away, and every report is kept in one list with its status. It sits next to your online inductions, so all your site safety records are in one place.
Rules to know
- Plan: included on every plan, from Lite to Enterprise, and in the free trial. There’s no extra cost.
- Per site: you switch it on once for each site. This also switches on the site’s induction portal, if it’s off.
- Who switches it on: the Account owner and Administration Users.
- Who sees reports: every admin user can open Incident Reporting and change a report’s status.
- Ready-made forms: each site starts with four forms: Injury, Near Miss, Positive Observation and Ill Health.
- Emails: the Account owner gets an email for every new report. So do Administration Users and the admin users of that site, if their Notifications switch is on.
- Reporters: must give their first name, last name and a valid mobile number.
- Status changes: each change is saved in the report’s Log tab. The person who reported it isn’t told.
- The list: shows the last 6 months. Closed reports only show when you pick Closed in the Status list.
What you’ll need
- An Account owner or Administration User login to switch it on.
- At least one site.
Switch it on for a site
- In the left menu, click Sites / Portals, then click your site’s name.
- Click the Incident Reporting tab.
- Click the orange Activate button.
The Access page opens, and your four ready-made forms are added.
Share the reporting link
- On the Access page, click Copy next to the Public Link.
- Send the link to your team, or add it to your site signs.
- For a poster, click Show Print Details and print the page with the QR code.
Change the forms
- Click the Forms button on the left.
- Click a form’s name to change its questions. Changes save as you go.
- To make your own form, click the orange Add new button.
- Type a title, pick the Incident Reporting Type, then click the orange Create button.
Tip
To stop using a form, click its Actions button and choose Archive. Duplicate makes a copy you can change.
Review a report
- In the left menu, click Incident Reporting.
- Use the Type, Site/Location, Form and Status lists to find a report.
- Click the report’s number to open it.
- Pick a new status in the Update status list: Acknowledged, Confirmed, Resolved or Closed.
- Click the Log tab to see every status change.
What people see when they report
They open your link, or scan the QR code on your poster, on their phone.
- They type their first name, last name and mobile number, then tap Proceed.
- Under What would you like to report?, they tap the type of event.
- They answer the questions and add photos, if the form asks for them.
- They see Report submitted when it’s done.
Done! What happens next
- You and your admin users get an email with a link to each new report.
- Reports start as New. Update the status as you deal with them.
- Every change is kept in the report’s Log tab.