How the incident module works

The incident module tracks accidents, near-misses, and other events in a single connected record. It links the initial report, the people involved, the investigation evidence, and the follow-up actions so you can show a complete audit trail from submission to closure. Incidents connect to locations, assets, work orders, tasks, forms, and personnel records.

How incidents are reported

Incidents can be reported with or without an account. Authenticated users can enter a description, severity, category, time, location, asset, and photos. Anonymous reports can include optional contact details and must be anchored to a location or asset.

Reporting options include:

• Scanning a QR code on a location or asset

• Using a site-wide incident QR code set up by a site admin

• Reporting directly from the incident module

See Print and share incident reporting QR codes for details on creating site-wide codes and printing location or asset labels.

New incidents can be assigned automatically when a default assignee is configured. See Set default assignees for incidents.

Participants

Each incident can list the people involved. Participants can be internal users or external people. One person can hold multiple roles, and multiple people can share the same role.

Available participant roles are:

• Affected Person

• Witness

• Person of Concern

• Supervisor or Manager

• First Aider or Responder

• Investigator

• Other

Adding participants keeps the record complete and links each person to the incident timeline for audit purposes.

Investigation

Investigation is where you gather evidence of what happened. It is structured into steps that can include information, photos and files, witness statements, severity changes, medical updates, and links to hazardous materials. Only managers and admins can view the investigation timeline.

See Investigate an incident for the full list of step types and how to record them.

Actions

Actions are the follow-up tasks that prove the incident was handled. An action can create a task, raise a service desk issue, submit a form, or send a distribution. Each action is linked back to the incident and tracked to completion. Only managers and admins can view the corrective actions section.

See Manage incident actions for the full list of action types and how to record them.

Comments and followers

Users can add comments to provide updates, ask questions, or document observations. Followers receive notifications when the incident changes.

Anyone who can view an incident can see its comments. Managers see all comments. Members see comments on incidents they are involved in.

Who can see what

What you can see and do depends on your Incident module role.

Members with the Incident module member role can create incidents, view incidents they are involved in, and add comments. They cannot see investigation steps or follow-up actions.

Managers with the Incident module manage role can triage and update incidents, view all incidents, see all comments, and create or edit investigation steps. They also have access to insights and category management.

Admins with the Incident module admin role have full access to all incidents, permissions, and settings.

For the full medical and first-aid incident workflow, see Report a medical or first-aid incident.