Administering Incidents & Hazards

How to use the component to record your workplace incidents

Updated over a week ago

Our Incidents & Hazards component allows you to record and track three different types of reports: Incident reports, Near Miss reports, and Hazard IDs. It also allows you to automate notifications sent to chosen recipients when a report is filed.

Creating a Report

To create a report for any of those three options from your Admin dash, click into the Incidents & Hazards component on your Admin dash and click the Add New button in the component's top right corner.

Choose the report type that you would like to submit from the dropdown list. The page will populate with the same options for each, so what you choose to include is in your hands! The choice of report type is intended to allow you to track the different report types after they've been submitted.

The report screen will have the fields displayed below for you to fill and use.

The first fillable field is the Description of Events. Here you can record the events that occurred for the incident or near miss, or a description of the identified hazard. Beneath the description field, you'll see a Date and Time field, and beneath that a set of Location drop-down options. For Location, you can choose:

  • Workhub Location: this will allow you to choose a Location that exists within your Workhub Location component

  • LSD: standing for Legal Subdivisions, LSD allows you to enter coordinates to specify where the reported incident occurred

  • Coordinates: this will allow you to enter a latitude and longitude to specify where the reported incident occurred

  • Address: this will allow you to enter an address for the location where the incident occurred

The next fillable portion of the page is the Photos panel. You can use the plus icon to add any photos that are relevant to the report. The file types accepted for these photo uploads include .jpg, .jpeg, and .png.

Workhub is currently limited to one file per upload and we do not recommend selecting more than one file for upload at a time.
You CAN still upload multiple photos, they just need to be added one by one.
We're very sorry for the inconvenience!

Below the Photos option, you'll see three buttons: Add People, Add Assets, and Add Environments. These options will allow you to include information for any people, items/assets, and any environmental affect related to the report.

Adding People provides several options:

  • Type: allows you to choose whether the person was an Employee, a Contractor, or a member of the public, and add their name

  • Involvement: this dropdown will populate with many options to choose from for how the individual listed was involved in the report. These options will change depending on the type of report you've chosen. Eg. you will not be able to choose Fatality as an involvement for a Hazard ID.

  • Restricted Work: allows you to enter the number of days that individual was on restricted duties at their workplace

  • Lost Time: allows you to enter the number of days that individual was away from their workplace due to the incident reported

  • Injuries: the Injuries option allows you to select from a pop-up the body part(s) that were effected by the incident

  • Reportable?: this toggle allows you to flag this report as having a reportable involvement for the person listed.

You can add as many people as necessary to each report.

Adding Assets provides several options:

  • Choose Asset: this option allows you to select an Asset from your organization's Asset list. You can choose to include Inactive Assets here as well using the Include inactive checkbox.

  • Status: this allows you to choose the status of the Asset involved in the report.

  • Cost: this allows you to enter a monetary value for any damage/loss sustained involving the Asset

  • Reportable?: this toggle allows you to flag this report as having a reportable involvement for the asset listed.

Adding Environment(s) allows you to outline any environmental impacts related to the incident. Options include:

  • Liquid Spill/Leak

  • Fire/Explosion

  • Gas Release/Leak

  • Fuel Mix

You can also use the Reportable toggle if the environmental impact is reportable.

Beneath those options you'll see a bar for Root Causes. This portion of the reporting process is only available to administrators and will not appear for Workers using the component. The Root Cause portion provides a Root Cause Analysis Chart for you as an administrator to use in determining the cause of the incident/near miss/hazard ID. Clicking on the small "i" icon next to Root Causes will provide a pop-up Root Cause Analysis Chart, which is downloadable from the pop-up.

You can then use the Type, Category, Action/Condition/Factor, and Cause dropdown options to identify a cause! You also have a Note field to include any additional information.

On the right side of the page, you'll see several fields and options to fill as an Administrator for tracking/auditing the reports.

The Open/Closed dropdown option at the top of that panel allows you to indicate if this report is for an ongoing investigation or uninvestigated report, or if the report has been closed. Workers will not be able to change this, but Admins will. You can use this option to indicate when a report has been successfully resolved.

The Hazard/Near Miss/Incident Tag option is a space to enter a tag that you can use filters in the main report list to find again. That field will be named differently depending on which report type you've created, but they will all populate the Tag column in the main report list.

Reporter allows you to identify who created the report. If another individual has created the report, their name will be listed there.

Lead Investigator can be used to identify who within your organization is investigating the report.

Finally, Admin Notes allows you to add any important information to the report for administrative purposes.

Administering Reports

As an administrator, you will have access to the Incident List. This list will contain all the reports submitted by workers and admins alike.

Each listing will give basic information about the report. The columns for People, Assets, Environments, Forms, and Action Items will display numeric information due to size constraints on the page, but rest assured those details will be contained in each report. The Open column will contain a blue dot if your report is still open but will appear as a grey dot if the report has been closed.

You can filter the incident list by clicking the filter menu (the triangle at the top right corner of your list) to find specific incidents/near misses/hazard IDs. The filter options are numerous, so you can use any of those in combination to find the specific reports you need!

So many filter options!

Linking a Form Submission to a Report

If you click into any of the existing reports in the list, you'll be able to make changes or add information to the reports. All of the previously outlined options will be available to you, and you'll also have the option to link a Form Submission to the report.

You can do this two ways:

  1. Link Existing Form: this allows you to select from pre-existing Form Submissions to connect to this report. The form needs to have already been uploaded.

  2. Upload New Form: this allows you to upload a Form submission right from the report! To do so, you'll need to:

    1. click the Upload New Form link

    2. drag and drop or select your submission using the blue box in the centre of the page

    3. select your Form Type from the dropdown menu on the right side of the page, as well as choosing your Submitted By worker.

    4. click Save Changes in the top right corner of the page.

If you would like to utilize the second path, it is highly recommended that you have created a Form Type in Other Forms to house any incident-related items before relying on this method. That way you have a reliable place to upload your Forms and don't have to hunt around for the most likely place to house an important document.

Incident Chart

Along the top of the page you'll see several tabs for administering the component. The Incident Chart tab will display a bar chart containing information for your incidents/near misses/hazard IDs over time. You can see:

  • the number of incidents

  • the number of outcomes

  • the total lost time

  • the total amount of restricted work

  • any associated costs

  • incident frequency

You'll also see a Download button in the top right corner of the page. The PDF downloadable incident list will provide a snapshot of your Incident list as it appears on your dashboard. It will not include detailed information for each of the reports. However, the CSV download will include much more detailed information for your reports. If you need specific details (eg. people's names) rather than numbers (eg. just the number of people involved), the CSV will be the better choice for download.

The PDF downloads for each individual report, located by clicking into a specific report and clicking the download button in the top right corner, will include the details of the report including people's names, any Assets involved, any environments included, and any Action Items assigned.

Possible Recipients

In the Possible Recipients tab, you can select the members of your organization who will receive email notifications when an Incident report is created. This can be a very useful tool for making sure your team is on top of workplace safety.

When you add a recipient, you can choose the Locations they will receive notifications for, and how often they are notified. To add a new recipient, click Add Recipients on that screen. A pop-up will appear with the potential recipients you can choose from. Please not that recipients need to have administrative permissions for the Incidents & Hazards component.

Check the boxes for all the people you want to receive notifications and click Add. After doing so, they'll appear in your list with the Location they are listed as in the Locations column.

You can add other Locations for those folks to receive notifications from by clicking the Pencil icon next to their Location. You'll see a pop-up with all the possible Locations you can choose from.

Be sure to check off all the Locations you want that individual to receive notifications from and about, and click Add. After doing so, their listing in the Locations column will then provide a numeric display of the number of Locations they are recipients for.

You can also use the Notify via Email dropdown to select when that individual will receive notifications. If you choose Always, they will receive a notification each time someone at their listed Locations submits an Incident report. If you choose When Selected, your Workers will be able to choose them as an optional recipient when submitting the report.

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