Who is this article for?

Administrators who need to view incident data, generate reports, and submit incidents via mobile.

Administrator role is required.

The Incident module provides real-time dashboards, comprehensive reporting tools, and mobile access to help you monitor safety data, track compliance, and enable field reporting across your organization.

This article explains the available options.

1. Dashboards

The in-app dashboards give you a real-time view of your safety data based on the incident forms submitted to your site. To ensure the widgets display the right data, configure your form and incident settings correctly (like campus, department, group, and classification).

Your incident dashboards are designed to be flexible and tailored to your organization's needs.

The dashboard includes three key features for managing and customizing your views:

• Filters - Filters let you narrow down the data shown in your dashboard. You can apply filters by campus, department, incident type, classification, and more—depending on how your forms are configured. This is useful for quickly focusing on specific locations, groups, or trends without altering your full dataset.
• Share - The Share button allows admins to export or generate a link to a static snapshot of the filtered dashboard. This is helpful when you need to send a report to leadership, auditors, or team members who don't have access to the platform or when you want to archive a point-in-time view.
• Configure - Use the Configure button to control the layout and contents of the dashboard. From here, admins can add or remove filters, add or remove widgets, rename the dashboard, clone the dashboard to use as a template, or create a new dashboard from scratch. These settings give you the flexibility to build dashboards that reflect how your team works and make it easier to monitor safety trends, incident response, and organizational performance at a glance.

2. Dashboard widgets

These widgets help you turn raw data from your incident forms into useful visuals. You can mix and match them to get a quick view of activity, trends, and status updates across your organization.

Total Incidents

Displays the total number of incident forms submitted across your site. It gives you a quick snapshot of how many incidents have been logged, regardless of type or status.

OSHA Recordables

Shows how many of your submitted incidents meet OSHA recordable criteria. This widget helps you track compliance and monitor serious workplace events.

Avg Days to Close Incident Tasks

Calculates the average number of days it takes users to complete assigned tasks linked to incident reports. A great tool for identifying delays and improving follow-up efficiency.

Open Incidents

Displays the current count of incidents that are still active—this includes statuses like Open, In Review, or Pending Supervisor Review. Helps you stay on top of unresolved reports.

Incident Types by Month

Charts Recordable versus Non-Recordable incidents over a rolling 12-month period. Use this to track safety trends, seasonal patterns, or changes in reporting behaviour.

Incident Forms by Month

Shows how many forms of each type (such as General Incident, Near Miss, or Vehicle Incident) are being submitted monthly. This helps you understand the volume and types of reports being captured.

Incidents by Campus

Organises incidents based on where they occurred. You can drill down into the location hierarchy for more detail (such as Campus, then Building, then Room).

Note: This widget does not support expanded hierarchies.

Incidents by Organization

Breaks incidents down by the organisation listed on the form—ideal for sites with multiple schools, colleges, or administrative units. Drill-down is supported unless expanded hierarchies are in use.

Incidents by Group

Categorises incidents by work group, department, or project. You can also drill down into any configured subgroups, which is especially helpful for tracking incidents in construction or multi-team environments.

Incidents by Status

Gives you a quick breakdown of how many incidents are still open versus those that have been closed. Great for monitoring progress and spotting backlog issues.

Incident Classification

Sorts incidents by classification—such as severity, type, or category—based on the classification field in your form. This field must be set up as a collection question for the widget to work.

Total Actions by Status

Displays how many corrective or follow-up actions have been created from incidents and shows the percentage that are still open versus closed. A useful metric for measuring task completion and accountability.

These widgets make it easier to translate incident data into insights you can act on—customise your dashboard with the ones that best support your team's safety and compliance goals.

3. Summary reports

The Incident Summary Report helps admins quickly visualise key incident data through a summary table and an Incidents by Month chart. You can group the data by fields like location, department, or incident type—and apply filters to focus on a specific incident form if needed.

When viewing the summary table, each row can be expanded to show more details about the incidents included—making it easy to drill down into the data without leaving the page. This is a great tool for spotting trends and understanding where incidents are happening across your organisation.

4. Exporting form data

If your organisation tracks workplace incidents that meet OSHA recordable criteria, these two export options make it easy to generate OSHA 301 reports based on submitted incident forms.

OSHA 301 Excel

This export provides an editable Excel version of the OSHA 301 form. It's ideal for internal tracking, batch reviews, or uploading data to other reporting systems. Use it when you need a flexible format for filtering or formatting before submission.

OSHA 301 PDF

This generates a ready-to-print PDF version of the OSHA 301 form, automatically filled out using the data from your submitted incidents. It's best used when you need a finalised, standardised report for recordkeeping or audits.

Tip: Make sure your incident form is configured to include the required OSHA fields—otherwise, some data may be missing from these exports.

5. Exporting data from Data Manager

These export options help you stay compliant with OSHA reporting requirements and provide flexible ways to analyse all your submitted incident data.

OSHA 300

Generates a log of all OSHA recordable incidents in your system. This includes details like the type of injury or illness, the affected employee, and the number of days away or restricted. It's your working list for annual reporting.

OSHA 300 Privacy Cases

A version of the OSHA 300 report that hides personally identifiable information for sensitive cases—perfect for when you need to post or share the log publicly while staying compliant with privacy requirements.

OSHA 300A

This is the annual summary form required by OSHA. It provides a high-level view of total incidents, days away, job transfers or restrictions, and overall counts for the year. Ideal for year-end reporting and posting in the workplace.

Export All Incident Data

This full export includes every question and answer from all submitted incident forms based on the Export selection made under Edit Incidents, then Display, regardless of OSHA recordability. It's great for deeper analysis, audits, or archiving—especially if you want to work with your data in Excel or business intelligence tools.

Important: To make sure your OSHA exports are complete and accurate, ensure your incident form is configured correctly with required OSHA fields, classifications, and status tracking.

6. Using the mobile app

The SafetyStratus Mobile App is available for download on both Android and iOS devices through the Google Play Store and Apple App Store. The app provides quick and convenient access for users to interact with the Incident Module while in the field or on the go.

Through the mobile app, users can submit new incidents and view open and closed incidents. When submitting new incidents, users can capture incident details in real-time from a mobile device, including attaching photos or files as supporting documentation. This helps ensure timely and accurate reporting. Users can also access incidents they've submitted or have been granted access to, making it easier to follow up, add comments, or reference historical information when needed.

Important: The SafetyStratus mobile app requires an internet connection—either through cellular data or Wi-Fi—to access incident data, submit forms, or perform related actions. Offline access is not currently supported for the Incident Module.

For best results, encourage field users to connect to Wi-Fi before launching the app in areas with limited cellular service, ensure the mobile device's operating system is up to date, and make sure users have the appropriate access roles assigned to see and interact with the incident forms they need.

Admins should also verify that forms and incident types are properly configured and published for mobile use. Only active incident types and published forms will be available on the app interface.

7. Following best practices

Build your form before setting the incident type

Always complete and test your form (including subforms, field settings, and permissions) before linking it to a new incident type. This ensures all data points are available for export, filters, and dashboards.

Use access roles and form field permissions together

Combine Access Roles with the Defines Access Role Permission setting on form questions to fine-tune who can view and manage incidents based on their role or department.

Enable anonymous reporting for wider coverage

Turn on the Anonymous Incident Reporting Link for capturing reports from users without login access (like students, contractors, or visitors). Great for safety culture and near miss tracking.

Use clear labels and descriptive prefixes

Keep your incident type names and prefixes clear and descriptive. This improves user selection and helps with filtering and reporting later.

Optimise dashboards with key fields

Make sure your form has properly configured fields for Campus, Organisation, Department, Group, and Incident Classification so that your dashboard widgets populate correctly.

Use Form Question to Define Access Role Permission carefully

If your form uses dynamic dropdowns to control access, make sure the Access Role Permission question is configured correctly and is using a supported data table.

Leverage notifications for better communication

Configure form notifications to alert users via email or SMS when an incident is submitted, completed, or locked. Use user tags or roster roles to target the right audience automatically.

Use the export settings strategically

Tag high-value form questions as Exportable and Displayable to include them in data reports and dashboard filters. Customise labels for clarity in exports without changing the form.

Test mobile functionality

Ensure incident forms render well on mobile by avoiding overly long field names or complex conditional logic. Submit a few test incidents from the app before going live.

Use Allow Copy Completed for recurring incidents

Turn on Allow Copy Completed for any form frequently reused, such as equipment damage logs or monthly incident reports. This saves time and keeps formatting consistent.

Avoid using text fields for trend data

If you plan to report or analyse the data later, avoid free-text fields. Use dropdowns or collection questions for fields like Incident Type, Root Cause, or Injury Type.

Use the summary report for a quick pulse check

Admins can use the Incident Summary Report to get a table and chart view of submission trends by month, type, and grouping—all without running a full export.