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.
Incident List
As an administrator, you will have access to the Incident List. This list will contain all the reports submitted by workers and admins alike.
You can use the Column Selector in the top left corner of the screen to enable or disable columns within the page, allowing you to tailor the view of the page to your needs. Column choices include:
ID
Tag
Event Date
Type
Submitted By
Supervisor
Status
People Involved
Assets Involved
Environments Involved
Related Form Submissions
Action Items
You can also filter the incident list by clicking Add Filter 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!
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:
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.
Upload New Form: this allows you to upload a Form submission right from the report! To do so, you'll need to:
click the Upload New Form link
drag and drop or select your submission using the blue box in the centre of the page
select your Form Type from the dropdown menu on the right side of the page, as well as choosing your Submitted By worker.
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, Near Miss report, or Hazard ID is created. This can be a very useful tool for making sure your team is on top of workplace safety!
Only those folks within your organization with Admin View permissions for Incidents & Hazards will be available as possible recipients for these notifications. This is in place to ensure that folks who receive notifications are able to at least review the details of the report as it appears in Workhub.
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 a list of the potential recipients you can choose from.
In the first stage of the pop-up, check the boxes for all the people you want to receive notifications and click Continue.
In the second stage of the pop-up, you can select your desired notification settings for those people.
The settings allow you to choose:
Submission Types: which types of reports will generate notifications for your selected workers
Choices include Incident, Near Miss, and Hazard ID
When Will They Be Notified?: when those particular workers will receive notifications
Choices include Every Submission or When Selected by the Submitter
Locations: which Locations those workers will receive notifications for
Choices include All Locations, Select Locations, and locations outside Workhub
Please note that the settings chose in this pop-up will be applied to all the people you've selected.
If you need to have different settings for each individual or different groups, we recommend going through the pop-up steps for each individual or group you need different settings for.
When you are ready, click the Save button to proceed.
You can add as many or as few of your admins with adequate permissions as you see fit. If you add all the possible admins in your organization to the recipient list, the Add Recipient button on the main list will appear greyed out.
The list will populate with the folks you have selected and will outline the details of their notifications. If you need to make any changes to the settings for any of the people, you can follow their listing along to the right and click on the three dots (menu icon) and select Edit. You can also choose to Delete someone as a possible recipient.
If any workers previously had the needed permissions to receive notifications, had been added a recipient, but no longer have the needed permissions, their name(s) will appear in grey italics. A gold warning triangle will appear next to their name and hovering on their listing will indicate they no longer have the needed permissions.
You will not be able to edit these listings. You can either choose to delete that worker from the list or make changes to the permissions for their Position to allow them Admin View access once again.
Permissions
Setting your permissions for Incidents & Hazards is a cinch!
There is one worker-side permission, My Incidents & Near Misses, allows workers in your account to see (view), submit (insert), update, and delete reports. Check off the appropriate checkbox under both the Default Worker Permission and the Default Admin Permission for the level of permission you want your team to have.
The Administer Incidents & Near Misses permission is for admin access to reports. Users with these permissions will be able to administer reports from the admin dashboard.
Custom permissions allow you to extend different permissions to select positions within your organization. To edit these, click the pencil icon, find your desired Position in the list, and select their particular permissions. Once you've made your changes, click Save Permission to finalize your choices.
Settings
You can edit the settings for Incidents & Hazards in the Settings tab.
In the General settings, you can control what workers can see on their end. Settings for hazards, near misses, and incidents can be set so their visibility is available, limited to their submissions and those of their direct reports, or none at all.
In the Rewards settings, you can set how many points workers will accrue for creating reports as well as setting limits for accruals.
Need Help?
If you run into any trouble or if you have any questions, you can always contact our Support Centre for assistance. You can click the orange question mark Help Chat button in the bottom left corner of your screen for chat support.
You can also email our Support Centre at [email protected].
Finally, if your account is on a paid plan, you can also call in for phone support. The number for our Support Centre is 1-888-668-6403.