Reporting and managing incidents
  1. Incident management
  2. Reporting and managing incidents

Report an incident

The Incident register enables you to report incidents, hazards or a near-miss - an important part of maintaining a positive safety culture. After an incident is reported, it moves to the Manage stage for further actions are determined.

Quick steps to report an incident

  1. Go to the Incident register and click the FAB and select Incident
  2. Select the relevant incident type
  3. Complete the Incident details form
  4. Click Submit


The Stage Navigation Bar displays the workflow stages that the incident will follow once added (subject to the decisions made along the way).

Form components

Incident details Describes and categorises the incident and records details relating to time, location, and whether the incident has resulted damage to a business asset.
Person/s involved Where you can add details of person/s involved and record details of any injuries that have occurred.
Related or damaged assets Where you can record details of damage to assets. This component appears if you have selected the option in the details component.
Identified issues and improvements Gives users the option to create items in the Improvement register as they are reporting an incident
Assign Where you can assign who the incident is reported to. 
Attach records Where you can upload or link related records to the reported incident. 

Incident details

This component enables you to describe and categorise the incident.

  • Type - select the type of incident: Incident, Near miss, Hazard.
  • Area - select the broad area that the incident relates to.
  • Category - select the category the event relates to. This will reveal an additional sub-category menu.
  • Sub-category - select the sub-category the event relates to. 
  • Did the incident involve company assets/equipment/vehicles? If yes, a component with fields specific to asset damage will be displayed. 
  • Date and time of incident - enter the date and time the event occurred.
  • Location of incident - select the location where the event occurred.
  • Add additional location information (optional) - tick the box to open a field to add additional information relating to the location of the event. Details of location are important, particularly when the event occurred outside of the standard organisational areas.
  • Assign a severity rating (optional) - Use the toggle to assign a severity rating to your incident (see below for more details)
  • Description of incident - document details of the event. 
    Note: this field is limited to 2000 characters. Use the Attach records to attach further information, eg documents, emails, photographs.
  • Immediate action taken - document details of what action has been taken in response to the event. For example, if the incident report relates to a vehicle incident where there was no injury to person, you might state: 'I arranged for the vehicle to be removed from the staff car pool and secured it from future use. I also advised my manager of the incident.'
  • Additional comments (optional) - if you want to make additional comments, tick this box to open an additional text box field. 

    Severity rating

    A Severity rating is a numerical score that rates the severity of an adverse event. 

    • Assign a severity rating (optional) - this option will also display at the Manage stage
      To assign a severity rating, toggle the Assign a severity rating button and select an option from from the list. 
      Click the help Guide to assess whether you have selected the option that best fits the severity of the adverse event. To understand the difference between the severity levels, select each rating and read the notes in the Guide. This can help to ensure you have chosen the correct rating. 
    • The severity assessment response will display when you select a rating - The severity assessment response provides a guide as to what the organisation's standard response protocols are in managing an event based on the severity level that has been selected. 

    Person/s involved

    To add information regarding the person/s involved in the incident including contact details and any related injuries, click '+Add' in the 'Person/s involved component.

    This will open the Person/s involved page allowing you to record details relating to each person. Once you click OK you can repeat the process to add additional people. 

    • Type of person - a drop-down menu describing the type of person involved i.e. Staff, client, visitor, contractor etc. (mandatory)
    • Name - add the name of the person involved (mandatory)
    • Add contact details of the person involved in the event (optional) - tick this box to open additional fields to record the contact details of the person involved.  
    • Workplace (optional) - Add the persons workplace if applicable.
    • Date of birth (optional) - Add the persons date of birth if applicable.
    • Add injury details - If the person sustained an injury, tick this option and fill out the injury details.  The menus are multi-select.  These menus are managed under Setup lists in Admin. mode.

    • The nature of the incident is intended to identify the type of hurt or harm that occurred.

    • The bodily location of injury/disease is intended to identify the part of the body affected by the injury or disease.

    • The mechanism of incident classification is intended to identify the mechanism or process that best describes the circumstances in which the injury/disease occurred.

    • The Injury classification is a description of the type/s of treatment required for an individual who has been injured. 
    • Click OK to save the injury details and to return to the incident details form.  Repeat to add additional users.

    Persons involved tab

    Each person involved in an incident will be listed in the 'Persons involved' tab on the Incidents register.  You can search on a person using Register search and Global search.

    Related or damaged assets

    This component enables you to include details of any related asset damage.

    When the following has been selected, Did the incident involve company assets/equipment/vehicles an additional component on the Incident details form displays, Related or damaged assets

    • Asset/s - select the related asset. 
      Note: this field is multiselect, ie multiple assets can be selected from the list.
    • Free text asset names - if a related asset is not listed as an option in the Asset/s menu, tick this box to open a free text field to record details of the asset. Enter the names of the company's asset/s eg. the vehicle registration number of the vehicle involved in the incident. 
      Note: you can add details here as well as select related assets from the Asset/s menu. 
    • Additional details - enter further details about the assets or the damaged sustained eg. vehicle registration number, authorities notified, and the full extent of damage.
    • Severity of damage - select the severity of the damage to the asset. Typical options are: minor, major, malfunction.
    • Details of damage to other parties - enter details about any other parties involved and the damage incurred by them.

    Identified issues and improvements

    This component gives users the option to create items in the Improvement register (ie. Improvement opportunities or Non-conformances) as they are reporting an incident. The component is also available in all other workflow stages of the incident.    

    To add an Improvement via this component:

    1. Click Add
    2. In the pop-out window, fill out the details by completing all the required fields.  Note:  If you have business rules set up, they will be applied if the rule conditions are met.
    3. Click OK and the added improvement will appear in Identified issues and improvements component.
    4. Once you submit the Incident, the improvement will appear in the Improvements register and be assigned to the relevant person to be managed.


    This component enables you to specify who the incident is reported to and which business area the incident relates to ensure delegations and communication relating to the management of the incident aligns with organisational requirements.

    • Related business area - select the business area that the incident relates to.
    • Related meeting - select the team meeting who is responsible for monitoring this type of incident or the team meeting that would benefit from knowing that this incident has occurred. Important in raising awareness of risks and in improving a safety-minded culture.
    • Report this issue to - select the staff member who is responsible for managing this type of incident. The person selected will be notified immediately of the incident and will be assigned the task to manage the incident.

    Note: In ticking the Assign to me box (only available to those with a certain permission level) you will be assigned the task to manage the incident. In selecting this option, the Submit button will change to Next allowing you to advance directly to the Manage stage of the workflow..

    • Notify other users by email (optional) -  You can use this function to notify relevant personnel that the incident has been added to the QMS, thereby providing them with a link to the incident.  Note: users sent notifications relating to the incident will need to be included in Access control to see the incident.  

    Access control

    The Access control component is where you define which users have access to view the item. You can grant access to a team or individual users, or both.

    All users can access Select this option if you would like all users to be able to view the item.
    Specify who can access Select this option to control which users can view this item.
    Teams  Select the team/s who need to view the item.
    Individual users Select specific users (if they are not included in the selected team/s) who need to view the item.
    Who can view?

    Click this button to see a list of users who can see the item based on your selection. The list will also include those users assigned to the item in the workflow.

    Note: Users with system level permissions to see all items will also be included.

    Important:  If your organisation has implemented the Business Rules Builder feature, some or all of the assign fields may be pre-populated and not editable. These selections will be based on conditional logic that has been pre-coded by your System Administrator. This feature helps to ensure the incident is assigned to the right business area, right meeting, right manager, right viewing permission levels, and the right people have been notified. The Business Rules Builder is designed to make it easier for staff to report.

    Attach records

    This component enables you to upload or link related records, such as correspondence, emails, photographs relating to the incident.

    • Record name - When naming the record ensure the description is meaningful and easily found when searching. For instance, 'Photograph of damaged to vehicle XYZ 123'.
    • File or Link - click on Choose file and navigate to the record on your computer.  If you have links enabled, toggle to change the control to add a URL to the record. The URL must be a in a web (http://) or Microsoft SharePoint format (https://<company>
    • Viewing permissions - only users with permissions to see the item will be able to see attached records.  


    Submit/save the form

    The green Submit button will save the form and progress the item to the next stage of the workflow.

    Select Create a related item if you want to create a separate linked item on another register when you save the form. A link between the two items will be displayed in each item's System event history. This may be useful when you want to suggest an improvement in response to the incident.