How to create a Hazards & Incidents template

Go to Hazards & Incidents, click Create Template, fill in the name, severity levels, and locations, then add your stages and the steps within each one. Each stage is completed by a different person or team, so you control who captures the initial incident details, who investigates, and who closes the report out. At least one template must be set up and assigned to a location before anyone can lodge a report.

Step 1: Create the template

1. Go to Hazards & Incidents in the left sidebar.

2. Click Create Template.

3. Fill in the template details:

• Name: a clear label for the type of incident, such as "Employee Injury" or "Food Safety Incident."

• Description: a brief note so your team knows when to use this template.

• Naming guideline: a format for how staff should title their reports. For example: Name of person, Location, Brief description. A consistent naming convention makes filtering reports much easier later.

• Severity levels: select the severity options relevant to this type of incident.

• Tags: add any tags that help with categorisation.

• Locations: assign the template to the venues where it should be available.

4. Click Save.

Create a separate template for each type of incident: Employee Injury, Customer Injury, Food Safety, and so on. Each type captures different information and involves different people.

Step 2: Add stages

Stages break the incident workflow into phases. Each stage is completed by a different person or team. A typical setup looks like this:

The Summary stage is included automatically on every template. You still need to assign it to the right area of work.

To add a stage:

1. Open your saved template and click Create New Stage.

2. Give it a name, for example "Initial Report" or "Investigation."

3. Assign it to an Area of Work. This controls who can see and complete this stage. Stage 1 might be all staff; Stage 2 might be managers only.

4. Set up Notifications to alert the right people when this stage is reached. This is how a manager knows an incident has been lodged.

5. Click Save Stage and repeat for each stage in your workflow.

Step 3: Add steps within each stage

Steps are the individual questions or fields staff complete within a stage. Think of them as the form fields for that phase of the investigation.

1. Open a stage and click Add Step.

2. Give the step a name, for example "Name of employee involved" or "Description of what happened."

3. Choose a Response type: short text, file upload, links to other platform records, or other available types depending on what you need to capture.

4. Toggle Required on if the step must be completed before the stage can be submitted.

5. Repeat for all steps in this stage, then move to the next stage.

Example steps for each stage: