Article Contents
- Introduction
- Access and Visibility
- Creating an Incident
- Required and Optional Fields
- Incident Tabs Overview
- Deleting Incidents
- Reporting
Introduction
The Incident Register provides a structured way to record, manage, investigate and close incidents across your organisation. It is designed to support more than just safety incidents, and can be used for environmental, quality, information security, client-related and other management system events that require follow-up actions.
This article explains how the Incident Register works, how incidents move through their lifecycle, and how actions and audit history are handled.
Access and Visibility
Access to the Incident Register is deliberately restricted due to the sensitive nature of incident information.
Only the following roles can access the Incident Register:
Global Administrators
IMS Coordinators
Users with either of these roles can:
View the Incident Register
Create, edit and close incidents
Access all incident details, including attachments, investigation notes, affected people and witnesses
Both roles are configured within Settings → User Privileges & Notifications, allowing organisations to control who is responsible for incident management.
Staff who are assigned actions (To-dos) from an incident do not have access to the incident itself. They can only see and manage the To-do they have been assigned, with no visibility of attachments or other incident details.
This separation ensures sensitive incident information remains restricted, while still allowing actions to be delegated and tracked.
Related: Privileges – who can access what in Hiro
This article explains how to assign Global Administrator and IMS Coordinator privileges, and provides a full breakdown of access levels across Hiro.
Creating an Incident
To create a new incident:
Navigate to Management System → Incidents Register.
Select New incident.
Complete the relevant fields across the incident tabs.
Each incident is automatically assigned the next available incident number. The number can be edited if required, which is useful when entering historical incidents or importing data from another system.
Required and Optional Fields
Across Hiro, required fields are shown in bold. All other fields are optional. This applies throughout the Incident Register.
Safety-specific fields, such as PPE usage or drug and alcohol involvement, are optional and can be left blank for incidents where they are not relevant.
Incident Tabs Overview
Details
The Details tab captures the core information about the incident, including:
- Incident number
- Summary
- Incident type
- Date and time
- Location
- Project linkage (optional)
- What happened and any immediate action taken
Incident types
Incident types are grouped to support a wide range of management system use cases, not just safety. These types are used for categorisation and future reporting.
Incident types available are:
-
People & safety
- Injury or illness
- Near miss
- Public safety
- Psychosocial safety
-
Assets & physical damage
- Equipment damage or loss
- Property damage
- Vehicle incident
- Unauthorised access
-
Environment & compliance
- Environmental
- Information security
- Quality
-
Conduct & client-facing
- Complaint
- Negligence
You should select the type that best reflects the primary nature of the incident. While an incident may relate to multiple areas (for example, both safety and quality), choose the single most relevant type that best represents the incident overall.
The selected type does not change which fields are required and does not limit how the incident can be managed.
Project Linkage
An incident can optionally be linked to a project. This linkage is used for reporting and context only.
Linking an incident to a project does not grant project team members access to the incident. Visibility remains restricted to users who have permission to add or edit incidents.
This allows incidents to be associated with project work for analysis and reporting purposes without exposing sensitive incident details to the wider project team.
Affected People
Use this tab to record details of any people affected by the incident. This may include staff, contractors, or members of the public.
You can record:
- Contact details
- How the person was involved
- Whether they were injured
- Injury and treatment details
You can add multiple affected people to a single incident. Select New person to add another record, or Remove person to remove an entry if it is no longer required.
- How the person was involved
- Whether they were injured
- Injury and treatment details
Witnesses
The Witnesses tab allows you to record details of any witnesses associated with the incident, including contact information.
You can add multiple witnesses to a single incident. Select New witness to add another record, or Remove witness to remove an entry.
Equipment & Vehicles
This tab is used to record any equipment or vehicles involved in the incident.
- Internal assets can be selected directly from the Asset Register.
- External equipment or vehicles can also be recorded.
- Damage notes can be captured for each item.
Multiple pieces of equipment or vehicles can be recorded against the same incident. Use New equipment/vehicle to add another record, or Remove equipment to remove an entry.
Attachments
The Attachments tab allows supporting documents to be uploaded, such as photos, reports or correspondence.
Attachments are only visible to users who have access to the Incident Register.
Investigation
The Investigation tab is used to document follow-up analysis, including:
- Who led the investigation
- Investigation date
- Investigation details
- Root cause analysis
- External notifications (for example regulators or insurers)
Actions
Actions raised from an incident are managed using Hiro’s To-dos system.
From this tab you can:
- Create one or more To-dos linked to the incident
- Assign actions to staff
- Set due dates and importance
- Track progress as actions move through their lifecycle
These To-dos behave the same as any other To-do in Hiro and appear in the assignee’s To-dos page.
Closure
An incident cannot be closed while there are any open actions.
Once all actions are completed, the Closure tab allows you to:
- Mark the incident as closed
- Record the closure date
- Enter a closure summary and any additional notes
When an incident is marked as Closed, all other tabs become read-only. This means incident details, people, witnesses, equipment, attachments, investigation information and actions can no longer be edited.
Only the fields within the Closure tab remain editable after closure. This ensures the incident record is preserved as a point-in-time record once it has been formally closed, while still allowing closure notes to be refined if required.
This ensures incidents cannot be closed without required follow-up being completed.
Notes
The Notes tab provides a complete audit trail for the incident.
Every significant change is automatically recorded, including:
- Field updates
- Actions added or removed
- Status and closure changes
- Equipment, people or project changes
Each entry records who made the change and when it occurred. Notes cannot be edited or removed.
Deleting Incidents
Incidents can be removed from the register if required. Removal is intended for exceptional cases, such as accidental creation or duplicate records.
Reporting
Reporting is not included in the initial release of the Incident Register.
A future release will introduce reporting capabilities, including views of open and closed incidents, filtering by type, and action reporting across the business.