Skip to content
KeystoneOps KeystoneOps Docs

Incidents register

For the helpdesk team

Incidents register

Section titled “Incidents register”

Incidents register showing RIDDOR auto-flag heuristic and investigation status

The incidents register holds everything reportable: accidents that caused injury, near-misses that didn’t, dangerous occurrences (RIDDOR Sched. 2), and other H&S events. It sits alongside the accident book — accidents go in both; near-misses and dangerous occurrences only here.

What’s on an incident

Section titled “What’s on an incident”
  • Reference — auto-assigned.
  • Category — accident / near miss / dangerous occurrence / hazardous release / security / fire / environmental / behavioural / other.
  • Occurred at — date and time.
  • Severity — low / moderate / high / critical. Drives the RIDDOR-suggestion heuristic.
  • Location description — free-text.
  • Description — narrative of what happened. Aim for at least one paragraph.
  • Immediate action taken — what was done at the time.
  • Reporter — the user who filed. Filled from the portal or by the H&S lead.
  • School — which school. Inherited from the reporter’s default school unless overridden.
  • Affected party — display name and role (staff, pupil, visitor, contractor, or no-one).
  • Hospital attendance — flag. If set, the RIDDOR heuristic is more likely to suggest a specified-injury category.
  • Days off work — how many days the affected person missed. Seven or more triggers the over-7-day RIDDOR heuristic.
  • Attachments — photos, statements, witness diagrams. Added after the incident is logged.
  • RIDDOR auto-flag — the system evaluates severity, category, hospital attendance, and days off work to suggest a RIDDOR category (e.g. specified injury, over-7-day). Suggestion only — review carefully before deciding.
  • Reportable under RIDDOR — the operator’s final determination. Tick when you’ve confirmed it meets the legal threshold. Accepts a RIDDOR reference once you’ve filed with HSE.
  • Follow-up governance action — once an incident is closed, you can spawn one or more tracked follow-up actions (review controls, update RA, retrain team) directly from the incident.

RIDDOR export

Section titled “RIDDOR export”

The incidents register offers two export formats: Export PDF and Export XLSX. Both are scoped to a calendar year by default (current year) and contain all RIDDOR-relevant fields. The XLSX is pre-formatted to help populate the HSE’s RIDDOR online form; the PDF is a printable register for file.

Neither export submits to HSE for you — they are data-prep artefacts, not an integration.

Portal-side reporting

Section titled “Portal-side reporting”

Any logged-in staff member can file an incident from /me/report-incident without needing the hs::agent permission. That’s intentional — the H&S lead’s job is to triage, not to gate-keep what gets logged. See portal incident reporting.

Gotchas

Section titled “Gotchas”
  • The auto-RIDDOR suggestion is a heuristic — over-7-day absence and specified injury types are the legal triggers. Always read the HSE guidance for borderline cases.
  • A near-miss should be filed even though no one was hurt. The whole point is the chance to fix the underlying hazard before it does cause injury.
  • The hs::admin permission is required to log, edit, close, or delete incidents. hs::agent (read-only) is sufficient to view the register.
Section titled “Related”