This feature is available for users who have enabled Workforce HR.
What's covered in this guide?
Permissions
By default:
Role | What they can do |
Employees | Create incidents at their own locations, and edit incidents they created |
Managers | Create, view and edit incidents at the locations they manage |
Admins | Create, view and edit all incidents, and change incident settings |
To change these, go to Settings > All Settings > Permissions > Customise access & roles, under the HR section.
Create an incident
To create an incident:
Go to HR > Incidents and click + New Incident.
Add a Title, for example “Slipped in kitchen”.
Choose the Employee.
Choose the Location and/or Team.
Enter the Date & Time of the incident.
Choose the Category, for example injury, near miss or illness.
Choose the Supervisor on duty.
Click Create.
Add the incident details
After you create the incident, you’re taken to a page to fill in the details. You can come back and edit each section.
Incident Details
The details you entered when creating the incident. You can change them here.
Incident Summary
Add more about what happened, including:
the injury type
a detailed description of the incident
whether medical attention was given, what kind, and the details
any contributing factors, such as weather or fatigue
whether there’s footage of the incident, and whether a copy has been saved
Injured Body Part
Select every body part that was injured.
Evidence & Attachments
Upload images or documents related to the incident:
Click + Add Attachment.
Choose the attachment type: Incident Evidence, Claim Form, Medical Bill, Medical Certificate, Return to Work Plan, Remittance Note or Other.
Choose whether the employee can see the attachment.
Click Create.
Witnesses
To add a witness:
Click + Add Witness.
Answer Is the witness an employee?
Yes: choose the employee.
No: enter their full name, email and phone number.
Answer Do you want to include a statement from this witness? If yes, enter the statement.
Click Create.
Property/Equipment Damage
If property or equipment was damaged, answer Was there any damage to property or any equipment? and describe the damage.
Return to work restrictions
If the employee has restrictions as part of a return to work plan, for example no heavy lifting, add them to the incident.
Submit an incident
When all the details are filled in, click Submit Incident and confirm.
Incident statuses
Status | What it means |
Not submitted | The incident has been created but not submitted yet |
Submitted | The incident has been submitted |
Review in progress | The incident is being reviewed |
Pending with Insurance | The incident is with your insurer |
Closed | The incident is resolved |
Managers and admins can update the status and add notes as the incident is followed up.
Edit an incident
Go to HR > Incidents.
Click the three dots (⋮) on the incident, then Edit.
To change the options available on incidents, such as injury types, contributing factors or attachment types, see Incident Settings.
Delete an Incident
Go to HR > Incidents.
Click the three dots (⋮) on the incident, then Delete.
📝 Important to note: Incidents can only be deleted while they’re Not submitted. Employees can only delete incidents they created.
Record a past incident
To add a historical incident to a staff member’s records, create it in the usual way under HR > Incidents > + New Incident, and enter the date and time it happened.
FAQs
Can employees report an incident themselves?
Can employees report an incident themselves?
Yes. By default, employees can create incidents at their own locations and edit incidents they’ve created.
Why can’t I delete an incident?
Why can’t I delete an incident?
Incidents can only be deleted while they’re Not submitted. Once an incident is submitted, it’s kept as a record. Employees can only delete incidents they created.
Can the employee see attachments on their incident?
Can the employee see attachments on their incident?
Only if you choose to share the attachment with them when you add it.
Can I add a witness who doesn’t work for us?
Can I add a witness who doesn’t work for us?
Yes. Answer No to Is the witness an employee? and enter their full name, email and phone number.
🚀 What's next?