Accident book

For the helpdesk team

The accident book

Every workplace and every school must keep an accident book under RIDDOR / the Health and Safety (First-Aid) Regulations 1981. Keystone’s surface replaces the paper book with a structured register that’s searchable, scoped per-school, and signed by the recorder.

What’s on an entry

Reference — auto-assigned per workspace.
Display name — the injured party’s name. Free-text rather than FK to allow non-staff (pupils, visitors).
Injured party role — staff, pupil, visitor, contractor.
Occurred at — date and time.
Severity — minor, moderate, major, fatal. Used to flag RIDDOR-reportability suggestions.
Location — free-text.
Description of injury — free-text. A separate field records the body part affected.
Action taken — what was done, by whom.
Reportable under RIDDOR — flag. Tick this when you’ve confirmed the entry meets the legal threshold and file with HSE separately. An optional RIDDOR reference field is revealed once ticked.
Recorder — the logged-in user filing the entry.

Severity and RIDDOR

Severity is a hint, not a determination. Serious injuries can be RIDDOR-reportable (over-7-day absence, fractures, etc.). The system flags potentially reportable entries; it does not file the report for you — you must make that determination and submit via RIDDOR online.

Permissions

Reading the accident book index requires the hs::agent permission. Logging, editing, and reviewing entries requires hs::admin. Reporting an incident via the portal — the portal-side surface — does not require either; any logged-in user can file.

Gotchas

Entries are append-only in spirit. You can edit your own entry to correct a typo, but every change is audited. Don’t try to retrofit history.
Pupils go in the accident book the same as staff. RIDDOR has different rules for pupil incidents (school accident reporting is generally separate); the system doesn’t enforce the distinction.
The default sort is newest-first. Use the date filter for retrospective reviews.