Incident Reporting — Captured In Real Time, Managed To Resolution.
When an incident happens on site, the details matter most in the first few minutes — not days later when a paper form finally reaches the office. Cloud SWMS lets workers capture incidents in real time from their phone, with photos and location attached on the spot. Each report is graded by severity, the right people are notified immediately, and corrective actions are assigned with owners and due dates and tracked through to resolution. Every step is timestamped and filed automatically, so you always have a complete, defensible record ready for any regulator.
Capture incidents and near misses the moment they happen
When something goes wrong on site — an injury, a piece of plant damaged, a near miss that could have been serious — how quickly and completely you record it matters. Australian WHS law requires you to keep records of incidents, and the most serious “notifiable” incidents must be reported to the regulator immediately and the scene preserved. Handled on a paper form back in the site office, reports are slow, detail is lost, and near misses often never get written down at all.
Cloud SWMS lets any worker report an incident or near miss from their phone the moment it happens — with photos, a description and the exact location captured on the spot. The right people are notified instantly, an investigation can be opened with corrective actions assigned and tracked to completion, and everything is linked to the site and the people involved.
The result is faster response, richer records and fewer repeat incidents. Because near misses are just as easy to log as injuries, you start to see the patterns before they become serious, and you hold a complete, timestamped incident history that is ready for any investigation, insurer or regulator.
The Old Way vs The Cloud SWMS Way
Paper forms & delayed reports
- Incidents scrawled on a form that reaches the office days later
- No photos or location, so the detail is gone by the time it’s reviewed
- Corrective actions raised and then forgotten with no follow-up
- No clear record when a regulator asks what happened and when
Captured in real time
- Workers log incidents from their phone the moment they happen
- Photos and location are captured on the spot, while it’s fresh
- Corrective actions are assigned and tracked through to resolution
- A complete, timestamped record is ready for any regulator
Everything you need to manage incidents end to end
Mobile capture
Report an incident in minutes from any phone, right where and when it happens on site.
Photo & location
Attach photos and pinpoint where it happened, so nothing important is lost or forgotten.
Action tracking
Assign corrective actions with owners and due dates, and follow each one to completion.
Severity classification
Grade incidents by severity so the serious ones get attention and escalation first.
Notifications & escalation
The right people are alerted immediately, so critical incidents never sit unseen.
Reporting & export
Produce a full incident report with actions and outcomes for any site or date range.
From report to resolved in four steps
Log the incident
A worker records what happened from their phone, with photos and location attached.
Classify & notify
The incident is graded by severity and the right people are alerted straight away.
Assign actions
Corrective actions are raised with owners and due dates, then tracked to completion.
Resolve & record
Once actions are closed out, a full timestamped record is filed and ready to export.
Incident reporting FAQs
What counts as an incident I should report?
Any unplanned event that caused or could have caused harm — an injury or illness, damage to plant or property, a dangerous occurrence, or a near miss where no one was hurt but easily could have been. Recording near misses is just as valuable as recording injuries, because they reveal risks before they cause harm.
What is a notifiable incident in Australia?
Under the model WHS Act, a notifiable incident is the death of a person, a serious injury or illness, or a dangerous incident. These must be reported to the relevant WHS regulator immediately and the site preserved. Cloud SWMS captures the detail you need at the moment it happens, so nothing is missed when you make that report.
Can workers report from their phone on site?
Yes. Any worker can raise an incident or near miss from their own phone the instant it happens, attaching photos, a description and the exact location. There is no need to wait until they are back at the office, so nothing is forgotten and no detail is lost.
Can I capture near misses as well as injuries?
Absolutely, and it is encouraged. Near misses are logged with the same quick flow as injuries, so your team actually records them. Over time that gives you the trend data to spot recurring hazards and act on them before they cause a serious incident.
How are corrective actions tracked?
When an incident is investigated you can assign corrective actions to specific people with due dates, and track each one through to completion. That closes the loop on every incident and gives you a clear record that the right follow-up actually happened.
Are incident records kept for audits and investigations?
Every incident, photo, investigation and corrective action is stored automatically against the right site and date. When an insurer, investigator or regulator needs the full history, you export a complete, timestamped record in a single click.
How Much Risk Is Hiding In Your Paperwork?
Book a demonstration and discover how Cloud SWMS can automate compliance, reduce administration and improve workforce visibility.