Incidents
Record accidents, near misses and anything else that goes wrong at the club. Everyone in the club can report an incident, by typing or by voice. After you save, an AI check reads the incident. It suggests a severity, says whether it may need reporting to the HSE, and suggests what to do next. It can also raise maintenance jobs and COSHH register entries for you.
Common actions
- 1
Report an incident: Press "+ Report Incident". Fill in Incident Type, Severity, Date, Location and Description. Add the time, people involved, witnesses and a photo if you have them. Press "Report Incident". The incident saves straight away, and the AI check runs in the background.
- 2
Report it by voice: Press "Voice", or "Talk instead" at the top of the form. Say what happened, where, who was involved and how serious it was. Check what the AI has filled in, then press "Save Incident". See the Voice capture article for more.
- 3
Mark it as reportable: Tick "RIDDOR Reportable" if the incident must be reported to the HSE. If the AI check thinks it may be reportable, it ticks the box for you. A reportable incident gets an entry on the RIDDOR log for an admin to complete.
- 4
Move it along: On the incident's row, press "Investigate" to set it to Under Investigation, or "Action Req." when something needs doing. The statuses are Open, Under Investigation, Action Required and Closed.
- 5
Record what you found: Press "View", then "Edit". Fill in Root Cause, Corrective Actions, Actions Completed By and Lessons Learned. Press "Update".
- 6
Close an incident: Press "Close" on the row. Choose when it should next be reviewed: 3 months, 6 months, 1 year or a date you pick. Or tick "No review needed". If the incident has corrective actions or is reportable, say why no review is needed. Press "Close Incident".
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Read the AI check: Press "View". The AI Analysis panel shows a suggested severity, the "RIDDOR Assessment" with its reasons, and recommended actions. Editing an incident does not run the check again. Press "Re-analyse" when you want a fresh one.
- 8
Find an incident: Use the search box, the status chips, the severity list and the type list. The "RIDDOR" chip shows every incident marked reportable.
Jobs and register entries made for you
The AI check can create maintenance jobs for damage it finds, and COSHH register entries for a named product. A message tells you about each one. It skips anything already in the register, and running the check again never makes a second copy.
If the jobs could not be raised, the incident's row says "Jobs not raised, retry". Press it to try again. The incident itself is always saved.
A report draft for the HSE
Admins can press "Generate HSE Report Draft" on an incident that is no longer Open. It writes a draft from the incident's details, ready to copy. It does not send anything: you make the report yourself.
Who can do what
Everyone can report and view every incident. Staff can change, move and close only the incidents they reported. Admins can change any incident, write the report draft and delete.
Delete asks you to confirm. If the incident created maintenance jobs or register entries, you see a list of them first. Those records stay in their own modules.
Your Records Score
An Open incident counts against your score. Under Investigation, Action Required and Closed count as up to date. While your club has no incidents at all, Incidents is left out of the score.
💡 Tip
Record near misses, not just injuries. A habit of reporting near misses is a strong sign of good safety management, and it lets you fix a hazard before someone gets hurt.