Incidents

Report anything that happens on site — a near miss, an injury, or anything else worth recording — then let management investigate it, add corrective actions, and close it out with a full audit trail.

Who can use it — Reporting and management are separate permissions:

• "Create incidents" lets you report one. Anyone with this can open the form, save it as a draft, and submit it.
• "View incidents" lets you see the tenant's full incident list. Without it (and without manage rights), you only ever see incidents you personally reported — the list, the badge count, and every other incident are invisible to you.
• "Manage incidents" is the investigation tier — begin an investigation, fill in the investigation fields, close the incident, raise a linked defect or workers comp claim, and see the Witnesses, Plant involved, and Corrective actions tabs on a record.
• "Reopen incidents" is a separate permission again — you can manage an incident's investigation without necessarily being allowed to reopen a closed one.

See Roles & Permissions for how these are granted.

Where to find it — Safety & Compliance → Incidents in the sidebar. The nav badge shows how many incidents you can see are currently Reported or Investigating (i.e. still open) — a self-view reporter's badge only counts their own.

Before you start — report as soon as practical after the event. You'll need the date and time, where it happened, and a description at minimum — the system won't let you submit without them. If the person involved is one of your employees, look them up by name in the form instead of typing their details in by hand; it pulls their contact and DOB details across automatically.

How to use it

1. Click Report incident on the list. This opens a new record with status Draft — nothing is numbered or visible to management yet.
2. Reporter — set the Worker type: Employee, Contractor, or Other.
3. Worker Involved:
   • If the worker type is Employee, pick them from the Employee dropdown. Their name, phone, date of birth, and address snapshot fill in automatically from their employee profile.
   • For Contractor or Other, type the Name and other details manually.
   • Optional fields here: phone, sex, address, occupation, experience in the job, shift start time, and work arrangement (casual/full-time/part-time/other).
4. Incident Details:
   • Date & time of incident — defaults to now; can't be set more than a day in the future.
   • Project / job and an optional Location (a specific project location, or leave it as project-wide) plus a free-text Exact location.
   • What happened? — the description.
   • Outcome — Near Miss, Injury, or Other.
   • Injury sustained? — toggle this on and an Injury summary field appears; it's required if you flip the toggle.
5. Witnesses (optional) — add a name, phone, and statement for anyone who saw it. You can add more later too (see below).
6. Photos (optional) — up to 20 images, 10 MB each, taken straight from the camera on mobile.
7. Click Save draft to save your progress without submitting — you (and anyone with manage rights) can keep editing a draft freely.
8. When it's ready, click Submit Report. This assigns an incident number (INC-2026-0001 style, per tenant per year), notifies management, and locks the intake fields — the report becomes read-only from your side. You can't submit until date & time, location, description, worker type, outcome, the worker's identity, and (if applicable) the injury summary are all filled in; the system tells you exactly what's missing if you try early.

Status workflow

An incident moves through four statuses, always in this order (with one exception):

• Draft — being written. Only the reporter (and anyone with manage rights) can see or edit it.
• Reported — submitted, numbered, and visible to management. A manager clicks Begin Investigation, optionally reassigning the Lead investigator (defaults to themselves), which opens the incident for investigation.
• Investigating — the Investigation section unlocks: task being performed, persons involved, immediate actions taken, root cause analysis, contributing factors (tags), preventative actions, management notes, and investigation files/photos. This is the only status where these fields can be edited.
• Closed — a manager clicks Close Incident, which requires a Close-out summary and a root cause analysis already recorded; if any corrective action is still incomplete, closing also requires a waiver reason explaining why it's being closed anyway. Closing records who closed it and when.

Reopening — a closed incident can be sent back to Investigating via Reopen Incident, gated by its own "reopen incidents" permission. A reason is required and kept on the record under Reopen history, along with who reopened it and when.

Witnesses, plant involved & corrective actions

Once an incident exists, three extra tabs appear for anyone with manage rights:

• Witnesses — the same list you can add to during intake, but editable here even after the report is locked.
• Plant involved — link a registered asset or note an external/unregistered plant name, with involvement notes. From here you can click Report Defect against an asset (only available while the incident is Investigating) to raise an asset defect — description, priority (Low/Medium/Critical), who it's assigned to, and a photo — pre-filled from the incident details and linked back to it. A "Defect raised" icon shows once one exists. Follow it up in Service Hub.
• Corrective actions — title, description, who it's assigned to, a due date, and completion notes once done. The Done column reflects whether it has a completion date. Any action left incomplete blocks closing the incident unless a waiver reason is given.

Workers compensation claims

If Injury sustained is on, the worker type is Employee, and no claim is linked yet, a manager sees Create Workers Comp Claim (only if your workspace has workers compensation enabled and you can manage both incidents and claims). It prefills the employee, injury date, and injury summary from the incident — you enter a Claim number (required, unique per tenant), and optionally an insurer and injury type. Once created, the button is replaced with View Workers Comp Claim, which opens the claim record. See Workers Compensation.

Connected pages

• Workers Compensation — the claim an injury incident can create and link to.
• Projects — the job an incident is logged against.
• Service Hub — where defects raised from an incident are followed up.
• Company Policies — your workspace's incident reporting and safety policies.

Tips & common mistakes

• Can't submit? The notification lists exactly what's missing — usually the outcome, worker identity, or an injury summary you forgot after toggling injury on.
• Draft not visible to your supervisor? That's expected — nobody but you (and managers) can see a draft. Submit it to notify management.
• Investigation fields greyed out? They're only editable while the incident is in Investigating status — a Reported incident needs Begin Investigation first, and a Closed one needs Reopen Incident.
• Can't close? You need a root cause analysis recorded and a close-out summary; if a corrective action is still open, add a waiver reason or complete it first.
• No "Report Defect" button on an asset? It only appears while the incident is Investigating — it disappears again once closed.
• No workers comp button? Check that injury is marked, the worker type is Employee, and that a claim isn't already linked — plus that workers compensation is enabled for your workspace.