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The Incidents module is where anyone in your organization reports something that went wrong, or nearly did. A report captures what happened, where and when, who was involved, any equipment, chemicals or biologicals, exposure or injury details, photos, and the follow-up actions. Every report opens a review task for an admin, and the incident stays Needs review until an admin closes it. Follow-up actions show up in the Actions card on their assignee’s Dashboard, and incident trends are charted under Reports.

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Who can do what

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Open Incidents

Incidents is in the EHS group of the left-hand navigation. The list shows a New button, and for admins a Trends button plus three metric tiles above the table. An organization with no reports yet sees No incidents reported with a Report incident button instead of the table.
Incidents list with metric tiles and four incidents

The incidents list as an admin sees it

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Key concepts

  • Incident, Near miss, Good catch: the three types of report. Together with the severity (Severe, Moderate, Minor) the type is optional while reporting, and only admins can set it, either when they report or later during review. In the list the type badge is tinted by severity.
  • Needs review and Reviewed & closed: the two states of an incident. Submitting a report creates a Review & close task for an admin. The incident shows Needs review until an admin closes it, and Reviewed & closed afterwards. Closing requires both a type and a severity.
  • Actions: follow-up tasks attached to the incident, each with a Type of action (Corrective or Preventive), an optional assignee and an optional due date. Only admins add them. They appear in the Actions card on the assignee’s Dashboard, and the list’s Actions to do column counts how many are done.
  • OSHA questions: two Yes/No questions that only admins see, inside the exposure/injury section while reporting or later in Edit exposure/injury occurred: whether the incident resulted in a fatality, amputation, loss of an eye or hospitalization, and whether it resulted in a work-related injury or illness needing treatment beyond first aid, a needlestick or sharps injury, medical removal, hearing loss or tuberculosis. Answering Yes shows This incident must be reported to OSHA or This incident must be recorded for OSHA, marks the incident OSHA reportable or OSHA recordable, and adds a Report incident to OSHA or Record incident for OSHA task, assigned to the closing admin, when the incident is closed.
  • Photos: reference photos attached to the report. PNG, JPEG, GIF and WebP files up to 25 MB each.

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Tasks

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Report an incident

Anyone can report. Submit with whatever you know; the form itself says Details can be added later.
  1. Click New on the Incidents page, or Report incident in the empty state. The Report incident form opens on Let’s start with some basics.
  2. Pick the Incident location and set the Date of occurrence and Estimated time (they default to now). Choose the People involved, and any Witnesses (optional).
  3. Admins also see Type of incident (optional) and Severity of incident (optional) here.
  4. Switch on Equipment involved, Chemicals involved or Biologicals involved when they apply, and describe each one.
  5. Click Next.
Report incident form, step 1

Step 1: the basics

  1. On Next, provide details about the incident, write the Incident summary (one short sentence, required). Add a Description of incident (optional) and Cause of incident (optional).
  2. If someone was exposed or hurt, switch on Exposure/injury occurred and fill in Exposure/injury that occurred, Medical treatment details, Description of immediate medical response and Personnel involved in immediate medical response.
  3. With Exposure/injury occurred switched on, admins also answer the two OSHA questions. Admins can add follow-up actions with Add action.
  4. Optionally click Add photo at the top of the card (not shown on a phone) to Add a reference photo for this incident.
  5. Click Submit for review. A banner confirms Incident reported. Members also see An admin will review and follow up.
Report incident form, step 2

Step 2: details, exposure or injury, photos and actions

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Review and update an incident

Admins only.
  1. Open an incident marked with the red Needs review triangle, or choose Review details from its row menu.
  2. While the incident needs review, the detail page is editable. Each section has an Edit button that opens Edit overview, Edit materials involved, Edit cause of incident or Edit exposure/injury occurred. Set the Type of incident and Severity of incident in the overview if they are missing.
  3. Use Add photo and Add action at the top of the page to attach more photos and assign follow-up work.
  4. In the Actions card, use Mark as done on completed actions, or the edit and delete icons to change them.
Incident detail page in edit mode with the Actions card

An incident that needs review, in edit mode

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Close an incident

Admins only.
  1. In the Actions card, click Close incident.
  2. Confirm with Yes, close incident. If the type or severity is still missing, the dialog shows Missing required information and lists what to fill in first.
  3. Once closed, the incident shows Reviewed & closed and the report becomes read-only; its remaining actions can still be marked as done. If an OSHA question was answered Yes, the matching OSHA task is added to the Actions card, assigned to you.
Close incident dialog showing Missing required information

Closing is blocked until the type and severity are set

Closed incident detail page

A reviewed and closed incident with its OSHA follow-up tasks

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Complete a follow-up action

Actions assigned to you appear in the Actions card on your Dashboard and on the incident page. On the Dashboard choose Mark as done from the action’s menu; on the incident page click Mark as done in the Actions card. Add Notes (optional) and confirm with Yes, mark as done. The incident’s Actions to do count updates as actions are completed.
Admins only.
Click Trends on the Incidents page to open Reports, then select the Incidents tab. It charts Total incidents, Types of incidents, Severity of incidents and Incidents by location for the Last 7 days, Last 30 days, Last 6 months or Last 12 months.

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Reading the list

Incidents are listed by date of occurrence, newest first. For admins, incidents that need review come first.
  • Summary: the one-line summary. A red triangle in front of it (admins only) means the incident needs review.
  • Date: the date of occurrence.
  • Type: the type badge, tinted by severity. A dash means the type or severity has not been set yet.
  • Actions to do: done over total, with a red circle when nothing is done, a half-filled orange circle when some actions are done, and a green check when all are done. A dash means the incident has no actions.
  • Needs review tile: how many incidents are waiting for an admin.
  • Incomplete actions tile: open actions across all incidents, review tasks included, with a past due count.
  • Total in last 30 days tile: incidents in the last 30 days, with the change against the 30 days before.
On a phone the tiles collapse into a Stats card and each incident becomes a card.
Incidents list on a narrow screen

The incidents list on a phone

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Tips and limits

  • The Incident location list only offers areas that have been set up for incident reporting. Ask your administrator if yours is missing.
  • Both the type and the severity must be set before an incident can be closed. The close dialog tells you which is missing.
  • Members can report, but cannot set the type or severity, add actions, answer the OSHA questions, or edit a report afterwards. An admin does that during review.
  • Members only see incidents they reported, were involved in, or witnessed. Admins see everything.
  • A closed incident’s report cannot be edited. Its remaining follow-up actions can still be marked as done, and edited or deleted by an admin.
  • Photos must be PNG, JPEG, GIF or WebP and at most 25 MB each.