Report an incident

Anyone on the team can report an incident or near miss at any time. Reporting does not require clocking in. The standalone Report an incident form writes directly to the HSWA incident register.

Log an incident

From the standalone form

1. Select Report an incident on the field Home screen or in the menu. The standalone form starts with Job.
2. On the standalone form, optionally choose a visible, active job in Job. Leave Job set to No job or outside a job for a report that is not tied to a job.
3. Where did it happen? is optional when you select a job. Where did it happen? is required when no job is selected.

From a job page

1. On a job page, the job is already selected. Open the job, select the Safety tab, and select + Report incident under Incidents & near misses.
2. Enter Exact location on site (optional), such as a roof area or loading bay.

Complete either form

1. Choose the Type: Near miss, Injury, Illness, Property damage or Other.
2. Choose the Severity: Low, Medium, High or Critical.
3. Optionally set When it happened. Leave it blank to use the time you submit.
4. Describe What happened, and optionally what Action taken was done about it.
5. Optionally add Photos. Select Take photo to use the app camera or Choose from library to attach an existing image. You can select several library photos in one visit.
6. Tick WorkSafe-notifiable event if it is one.
7. Select Log incident. After the incident is created, each photo attempts to upload or queues in the media outbox when the connection is unavailable. A permanent error from a photo uploaded while online leaves Incident logged. in the form and shows a named failure notice with its reason. If a live upload fails, the notice names each failed filename and gives its reason. A photo that is still too large after shrinking needs a smaller copy or can be removed. Retry is shown only for temporary live upload failures. If a queued photo is permanently refused later, ONYX1 saves the refusal details before removing it from the queue and shows the person who took it a notice once. The notice explains the reason and links back to the incident when it still exists.

There's no sign-off and nothing to approve before the report is recorded. Evidence photos use the existing media outbox and can upload without a clock-in.

This queued-photo coverage applies to the incident form's Photos section. Image and signature fields inside a custom site-report form use that form's direct upload handling instead. A failed field file stays in the form with its own error and retry control and is out of scope for the queued-media refusal notice.

Incident site reports

If you submit a site report whose kind is Incident, ONYX1 creates and links the incident-register row when the report is signed and submitted. It maps the report's type, description, immediate actions, first-aid notes, area-made-safe answer, notifiable answer, register reference, job, location, reporter, date and photo references. The operation is idempotent, so submitting the same report again does not create a second register row.

An Incident site-report draft is not added to the register. A submitted report is the filing event. Existing submitted Incident reports can also be added by the controller's one-off backfill command.

The register

The owner, admins, dispatchers, office and site supervisors see the full register under Incidents. A user with the incidents page grant also sees the full register. Each row shows the type, severity, workflow stage, reporter and location, and names the job if there was one. A row is marked Overdue when its follow-up date has passed and it is not closed.

Techs and contractors without the incidents page grant see the incidents they reported themselves. They can open their own details and evidence photos but cannot browse someone else's incident.

Techs and contractors without the incidents page grant cannot export the register. People who can see the full register can select Export register, choose a date range, and optionally tick Notifiable only, then download the WorkSafe-ready PDF or CSV.

Open an incident to see its details, location and any evidence photos. A photo taken with no signal is queued and attempts to upload when you're back online. If the server permanently refuses it, ONYX1 saves the refusal details before removing it from the queue so later uploads can continue, then tells the person who took it why. The notice is shown once and can be dismissed. If the incident still exists, it includes a link to it. The image bytes are not kept after a permanent refusal, so take the photo again or attach a smaller copy when the notice asks you to.

Incident review widget

Owners, admins and site supervisors can add the ONYX1 incidents widget. It shows open incidents that need workflow review, the severity counts, the oldest or most overdue age and a few safe kind and stage labels. It does not show the report description, reporter contact details or other incident narrative. Tap it to open /incidents.

The widget is read-only and shows Updated h:mm am/pm in New Zealand time. If it is stale, open ONYX1 before relying on the count. Dispatchers and office staff can use the full register, but do not receive this workflow-review widget.

Review and close an incident

The workflow moves through Reported, Under review, Toolbox talk, Corrective actions and Closed. Only the owner, admins and site supervisors review an incident and assign its follow-up owner and complete-by date.

1. Open the incident from the register and select Start review.
2. For an injury, illness, property-damage event or other incident, record a toolbox talk. For a near miss, record a talk or select Skip talk after entering the reason. Enter the talk date, person who ran it, staff attendees and discussion. You can attach a sign-in sheet photo after saving the talk. One talk can cover several incidents.
3. Move to Corrective actions and record the root cause. Then add each action with its hierarchy-of-controls level, responsible person and due date. Mark it done when the work is complete.
4. Only the owner or an admin can select Close incident. Every corrective action must be done, or you must save a reason that none is needed.

Dispatchers and office staff can see and export the full register but cannot move its workflow. Anyone else who opens an incident sees only the rows permitted by their role.

If something goes wrong

• Describe what happened. The description is required before you can report an incident.
• Tell us where it happened when no job is selected. Add a location or choose a visible, active job.
• That job isn’t available. The job may be outside your visibility, archived or from another company. Pick a visible, active job or leave the report standalone and add a location.
• Only the owner, admins and site supervisors can review or assign an incident. Closing is limited to the owner and admins, and the register will not close while an action is still open.