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The incident reporting process: best practices

No matter how safe your work site and how careful your team, you’re going to have incidents. And when an incident occurs, you’ll need to fill out an incident report.

Incident reports are a must-have for any business running a work site. But what, exactly, are incident reports? Why are they important? And what’s the most effective way to report incidents?

Here’s everything you need to know about incident reports.

In this article


An incident report is exactly what it sounds like; it’s a report you need to create anytime there’s an incident at one of your work sites. Something is considered an incident if it involves:

  • The death of an employee, contractor, or civilian at the work site
  • The injury of an employee, contractor, or civilian at the work site that requires medical attention
  • The injury of an employee, contractor, or civilian on the work site that results in an admittance to a hospital
  • A dangerous occurrence that exposes an employee, contractor, or civilian to serious risk or threat, regardless of whether it results in injury
  • Any release of potentially dangerous substances, like a gas leak
  • The injury of an employee, contractor, or civilian at the work site as a result of explosives
  • Any explosives stolen from a work site

If any of these incidents occur at one of your work sites, you’re required to notify your regulator immediately and then create an incident report as a record of the incident.


Incident reports hold significance as they establish a documented account of an occurrence. This documentation enables you to analyze the circumstances surrounding the incident, pinpoint areas that need enhancement, and foster a safer working environment for both your employees and contractors.

Incident reports are crucial for ensuring the utmost safety on your business’s work sites. Moreover, it’s imperative to stay current with reporting not only for safety reasons but also due to legal requirements. Failing to adequately report and document incidents can potentially lead to penalties and fines under the law.


To create an incident report, you’ll need to include all relevant details about the incident in your initial report; this includes the date and location, details about the incident, and all parties involved. As the incident continues to develop, you need to continue to add all relevant information (like any medical treatment received by employees).


A lot of business owners are still doing incident reports the old-fashioned way, but there are better, more efficient ways to manage and report your incidents than writing them down on paper or sending a million emails.

LinkSafe’s incident reporting software allows you to quickly and easily manage your incident reports from one central platform. You can create incident reports, add relevant media (like doctor’s reports), and share it with the rest of your team without the need for excessive emails. And because everything is centralized, there’s no need to worry about losing information; it’s all organized in one place.

Have you been using paper to manage your incident reports? No problem! LinkSafe’s incident reporting software will digitise your current system so that all of your incident reports are current and uploaded onto the platform.


LinkSafe’s incident reporting system is a cutting-edge solution that enables businesses to streamline their safety measures. This digital platform eliminates the need for time-consuming paper-based processes and promotes the efficient identification, reporting, and resolution of incidents. 

One of the key benefits of this online system is its user-friendly nature. Staff can easily upload attachments like documents, media, and other relevant details, keeping all pertinent information in one easy-to-find location. It also enables quick creation of reports, workflows, and audit requests. Designated administrators can instantly view incident reports within a secure database.

The system is designed to be intuitive, offering a simple dashboard for reporting hazards and incidents. The goal is to make safety management efficient and straightforward, providing results worth investing in.

Adapting to a digital environment can be challenging, but LinkSafe’s solution is tailor-made to the needs of your business. It is designed to enable a smooth transition from paper-based processes to an online system.

One of the major advantages is the ability to report incidents and hazards in real-time. The system is compatible with tablets, Macs, or PCs, facilitating instantaneous reporting from any location, and bypassing the need for cumbersome paperwork.

The moment an incident or hazard is reported, the system triggers instant alert notifications. These notifications, sent via SMS and/or email, ensure that all relevant team members are made aware of the issue immediately, allowing them to act swiftly to prevent escalation.

This system offers complete visibility. Each authorised person can easily access and view incident and hazard reports in real time. It also allows for updates to be made and relevant attachments to be added as the situation evolves.

The process

Our incident reporting follows a simple four-step process:

  1. An incident occurs and is swiftly reported through a form of pre-prepared questions, ensuring all necessary information is logged.
  2. Alerts are sent to relevant parties via SMS and/or email.
  3. An assigned user reviews the information and creates a report, adding any necessary attachments.
  4. Once the recommended action has been taken, the report can be closed or forwarded for further investigation.

Moreover, LinkSafe’s platform provides flexibility in terms of data access. It offers different login tiers, so businesses can restrict or grant data access according to their needs. It’s designed to be easy to use, only requiring basic knowledge to log an incident 

Get in touch

Ready to get started? Get in touch with LinkSafe today to find out how we can help simplify the incident reporting process – and make your life easier in the process.