Investigate an incident

Once an incident is logged, an admin (HR admin) takes it through investigation, captures what’s been done to prevent a recurrence, and closes it out. The platform supports each step and keeps an audit trail.

Status flow

An incident moves through four statuses:

1. Open. Just logged, no investigation started.
2. Under investigation. Admin is looking into it.
3. Corrective action. Investigation done, controls being put in place.
4. Closed. Done, with closure notes on file.

Statuses move forward as you complete each step. Only an admin can change status.

Open the incident detail

1. Sidebar then WHS.
2. Click an incident from the list to open the detail page.

You’ll see the full report (everything captured at submit), plus investigation, corrective action, and attachments sections.

Capture root cause and contributing factors

Once you’ve understood what happened:

• Root cause. The underlying reason (e.g. “wet floor was not signposted after a routine clean”).
• Contributing factors. Anything that made the incident more likely (e.g. “training on cleaning protocol was overdue for the team”).
• Click to mark the investigation complete.

The status moves to Corrective action.

Add corrective actions

Corrective actions are the specific things being done to prevent a recurrence. Each action has:

• Description. What’s being done.
• Assigned to. The employee responsible.
• Due date. When it should be done by.
• Status. Open by default; moves to Complete when done.

You can add as many corrective actions as you need. The dashboard flags any that are overdue (past their due date and not yet complete).

Upload attachments

If you have photos, witness statements, medical reports, or any other supporting evidence, upload them as attachments. Attachments are stored securely and are part of the incident record.

Notifiable incidents

If the platform flagged the incident as notifiable on submission (severity Critical/Fatality or type Notifiable Incident), the detail page shows a Regulator Notification Required card. As an admin, you record:

• Regulator. Pick from the relevant Australian state and territory regulators in the dropdown.
• Notification date. When you notified the regulator.
• Reference number. Any reference the regulator gave you.

Once you’ve recorded the notification, the card switches to Regulator Notified so the rest of the team can see it’s been handled.

The platform shows a countdown for these reports. Treat the countdown as a prompt to review the incident with a qualified WHS advisor; the actual notification obligation is set by law, not by the platform.

Close the incident

When investigation is done and corrective actions are in place, close the incident:

1. Click the close action.
2. Add closure notes explaining what was done and why the incident is considered resolved.
3. Confirm.

The incident is locked, with the closure date and your name on file. You can still view it in the closed list, but it stops appearing in “open investigations” stats.