Review and close incidents

Use the incident workflow to turn a report into a documented review and follow-up record. The stage and any overdue follow-up date remain visible in the register.

Before you start

Only the owner, admins and site supervisors can review incidents or assign follow-up work. Dispatchers and office staff can see and export the full register, but cannot change its workflow. Only the owner and admins can close an incident.

On an iPhone

Owners, admins and site supervisors can use the ONYX1 incidents widget to see the open-review count, severity counts, overdue count and short safe labels. It never shows a report description or reporter contact details. Tap the read-only widget to open /incidents; the Updated h:mm am/pm time is in New Zealand time. Open ONYX1 when the widget says it is stale.

Move an incident forward

1. Open Incidents and select an incident in Reported.
2. Select Start review. For a near miss that will skip the talk, enter the root cause and skip reason. Otherwise, record the root cause when moving to Corrective actions.
3. 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 only after entering the reason.
4. In the toolbox-talk form, enter the date, who ran it, attendees and what was discussed. A talk can cover several incidents. A sign-in sheet photo is optional and can be attached to the saved talk.
5. Move to Corrective actions. Confirm or save the root cause, then add each action with a control level, responsible person and due date.
6. Mark an action done when it is complete. ONYX1 records who completed it and when. The responsible person receives an in-app notification when assigned and when an action becomes overdue.

Close the incident

1. If no corrective action is needed, enter and save the reason. Otherwise mark every action done.
2. Select Close incident. ONYX1 checks the workflow and the database rejects a close if an action is still open or the none-needed reason is blank.

The available stages are Reported, Under review, Toolbox talk, Corrective actions and Closed. A closed incident cannot be reopened.

Export the register

From the full Incidents register, use Export register. Select optional From and To dates and tick Notifiable only when needed. The PDF follows the company letterhead and includes the register workflow fields; the CSV contains the register data and workflow fields for further checking. Field staff cannot export.

Records of notifiable events are kept for at least 5 years under the Health and Safety at Work Act 2015, section 57.