Incidents

Use the Incidents module to report workplace events, capture the details that matter for the incident type, assess severity, and manage investigation and close-out activity in one place.

This module is configured for more than injury reporting alone. The current setup supports incident outcomes such as community complaints, environmental events, equipment damage, injuries, near misses, production events, psychosocial events, security events, vehicle-related events, and violence or abuse.

What you can record

Each incident record can include:

• the Reporting Person
• the Date Reported, Date Occurred, and optional Time Occurred
• the incident Location
• a short Brief Description
• one or more Classification (Outcomes) values
• whether the incident was Work Related
• whether a Third Party was involved
• detailed narrative in Details
• immediate controls, witnesses, and linked records
• actual and potential severity ratings
• regulator reporting details
• investigation dates, team members, event sequence, contributing factors, root causes, recommendations, and cost

The main required fields in the base form are:

• Reporting Person
• Date Reported
• Date Occurred
• Brief Description
• Classification (Outcomes)
• Work Related
• Third Party Involved
• Details
• Actual Incident Severity
• Potential/Worst Case Incident Category

Reporting Person defaults to the current user, and both Date Reported and Date Occurred default to today.

Some specialist sections also introduce their own required fields when they become visible. For example, Linked Injuries is required when the incident is classified as an injury, and the psychosocial and violence-and-abuse sections include their own mandatory questions.

Incident workflow

The active workflow currently uses these statuses:

• Open: the incident is active and can still be updated, investigated, and linked to related records
• Closed: the incident has been closed off and archived from the active workflow

The configured progression is:

1. Create the incident and save it in Open.
2. Add the incident details, classifications, severity, and any investigation information that is required.
3. Use Close Off and Archive to move the incident to Closed.
4. If the record needs more work later, use Re-Open to return it to Open.

The export still contains a Draft step, but new incidents are currently configured to start in Open, so the practical working flow is Open to Closed, with Re-Open available if needed.

Creating an incident

To create a new incident:

1. Open the Incidents module.
2. Create a new record.
3. Confirm the reporting details such as Reporting Person, Date Reported, Date Occurred, and Location.
4. Enter a clear Brief Description and the main incident Details.
5. Select one or more Classification (Outcomes) values so the relevant specialist sections appear.
6. Complete the severity fields in Define Incident.
7. Add any linked injuries, hazards, actions, vehicles, or other supporting details that apply. For injury incidents, use Log New in Injury Reports to create the injury record from inside the incident workflow.
8. Save the record in Open, then continue the investigation and close-out process when appropriate.

Classification-driven sections

One of the key features of this incident form is that the record expands based on the selected incident outcomes.

Depending on the chosen Classification (Outcomes), the form can show extra sections such as:

• Third Party Details when Third Party Involved is set to Yes
• Complaint Details for community complaints
• Environmental Impact Details for environmental incidents
• Equipment Details for equipment-related incidents
• Injury Reports for injury events, with Linked Injuries and a Log New action that opens the internal Injuries form
• Vehicle Details for vehicle incidents
• Violence and Abuse for aggressive or abusive incidents
• Production, Near Miss, Security, and Psychosocial sections for those incident categories

This lets one incident module support a wide range of event types without forcing every record to show every question.

Recording injury details

When Classification (Outcomes) includes Injury, the Injury Reports section becomes available and Linked Injuries becomes mandatory.

Use Log New to create an injury record from within the incident. The linked form sits inside the same incidents module, so injury details can be managed in context rather than through a separate external module.

The internal Injuries form captures information such as:

• Injured Person and optional Date of Birth
• Date of Injury and optional Time of Injury
• Injury Classification such as First Aid, Medical Treatment, Lost Time, or Fatality
• Nature of Injury, Mechanism of Injury, and Body Part Affected
• Brief Description of Injury
• Treatment Provided
• Injury Manager

In practice, this means you can report the main incident, create one or more linked injury records as needed, and keep the incident and injury information connected for investigation, follow-up, and reporting.

Key fields

Reporting and summary

• Reporting Person: who is lodging the incident
• Date Reported: when the incident was reported
• Date Occurred: when the event happened
• Time Occurred: optional time of the event
• Location: where it happened
• Brief Description: the short summary used in lists and notifications
• Details: the main narrative of what occurred

Basic incident classification

• Classification (Outcomes): one or more incident outcome categories that control which specialist sections appear
• Work Related: whether the incident is work related
• Third Party Involved: whether an external person or organisation was involved

When Third Party Involved is set to Yes, the form can capture Third Party Name, address, telephone, and comments.

Severity and reportability

• Actual Incident Severity: the assessed severity of what actually happened
• Potential/Worst Case Incident Category: the potential or worst-case severity if the event had ended differently
• Externally Reportable?: whether the incident needs to be reported outside the organisation
• Body Reported To: who it was reported to
• Date Reported On: when that external report was made

This setup helps separate the real outcome from the possible consequence, which is useful for learning from near misses and lower-consequence events that still had serious potential.

Investigation and cause analysis

The investigation area supports:

• Investigation Start Date
• Investigation Team
• Sequence of Events
• Witness Statements
• Immediate Contributing Factors
• Root Causes
• Recommendations
• Cost

In the current configuration, these investigation sections are shown conditionally based on the selected severity, so not every incident has to follow the same level of investigation.

Linked records

The form can connect an incident to other records through:

• Linked Injuries
• Vehicle Details
• Associated Actions
• Associated Hazards

These link fields support Log New, which makes it easier to create related records while staying in the incident context.

For injuries, this is more than a simple cross-reference. Log New opens the internal Injuries form so the injury record can be created and linked from the same overall incident process.

Managing the investigation

Once the incident has been reported, you can use the module to:

• update the summary and details as facts are confirmed
• capture specialist details for the selected incident type
• assess both actual and worst-case severity
• record whether the incident is externally reportable
• document the investigation sequence, contributing factors, and root causes
• create or link follow-up Associated Actions
• connect related hazards or linked injury records for traceability

This makes the module useful for both immediate event logging and deeper incident review.

Notifications and lists

The current configuration includes notification templates for key events such as new incidents, reassignment-related changes, closing, and reopening. In practice, this means the module can be used to keep the right people informed as the incident progresses.

The incident list is configured to surface key information such as:

• Brief Description
• Date Occurred
• Date Reported
• Classification (Outcomes)

Additional fields such as severity ratings can also be made available in list views, which helps teams monitor incident patterns and review workload.

Tips for better incident records

• Write the Brief Description so the incident is understandable in lists and emails without opening the record.
• Choose every relevant Classification (Outcomes) value so the correct specialist sections appear.
• Use Actual Incident Severity and Potential/Worst Case Incident Category deliberately; they answer different questions.
• Complete external reporting details only when the incident is genuinely reportable.
• Use Log New where available so linked injuries, actions, hazards, or vehicle records are created from the incident context with better traceability.
• Use the investigation sections to capture sequence, causes, and recommendations clearly enough that another reviewer can follow what happened.