Managing Safety Reports

Incident reports are managed by Team Owners and Admins.

When a report is submitted, the people chosen in Incident Report Settings get an email. The report then appears on the Incident Reports page with the status Open until it's been dealt with and closed.

Viewing a report

On the Incident Reports page, click a report to open it. You'll see everything that was submitted: reporter information, when and where, what happened, injuries, damage, witnesses and uploads.

An open incident report with Edit Management Notes, Edit Incident Report and Copy Incident Link highlighted

The buttons at the top are:

Edit Management Notes: record what's been done and update the status (see below).
Edit Incident Report: correct the submitted details (Team Owner only).
Copy Incident Link: copy a link to this report to share with your team.

Requesting more information

At the bottom of the report, use Request Additional Information to ask a witness, the injured person or anyone else for more detail.

The Request Additional Information form

Enter their Name and Email.
Check the Email Message, and change it if you like.
Click Send Request.

They'll get an email with a secure link. Anything they submit is added to the report.

Management notes, RIDDOR and closing a report

Click Edit Management Notes.

The Manage Incident Report page with Management Notes, RIDDOR and status, and Save & Finish numbered

Management Notes: record your investigation, the actions taken and any follow-up. You can also upload documents or photos.
Is the incident RIDDOR reportable? Choose Yes or No.
Incident report status: choose Closed when everything is complete, or leave it Open.
Click Save & Finish. You'll see "Incident report management updated successfully".

Closed reports move to Show archived incidents (also under Team Tools → Incident Report Archive). You can reopen a report by setting its status back to Open.

Exporting a report as a PDF

Click the download icon on a report in the list, then click Create Export. You'll see "Your incident report has been exported". When it's ready, click the file name to download the PDF to share with your client, insurer or anyone else who needs it.

The Incident Report Exports page with Create Export highlighted

Analysing incidents

On the Incident Reports page, click Analyse Incidents to see your team's reports over time, by type (safety concern, incident, accident), by client and by project.

The Incident Report Analyse page with Data Export Options and the date range numbered

Data Export Options: download the data (see below).
Choose your date range: pick 3, 6, 12, 24 or 36 months, or set your own start and end dates, then click Search. Use Left and Right to move through the chart.

Under Data Export Options you can choose:

Export CSV of all incident reports and Export PDF of current report data

Export CSV of all incident reports: a spreadsheet of every report.
Export PDF of current report data: a PDF summary of the charts and figures for the date range you've chosen. It's useful for management meetings or client reviews.