Incident Reporting

This article aims to give an overview of the Incident Reporting module.

This article covers a general overview of the functionality, how to set it up and manage it, general troubleshooting steps, and a link at the end of the article on how the employees can report an Incident during their shift.

Please continue scrolling or click on your desired topic below (or on the Table of Contents on the right):

The Incidents functionality helps you record, track, and report on incidents. Maintaining a comprehensive incident log is crucial for the following:

Keeping your incident reporting in Parim streamlines work for both – employees reporting incidents on shifts and operations managing incident lifecycles.

Incident Reporting is a paid module that can be enabled on the Subscription page.

The incidents module is available for customers on the Professional plan or higher.

The benefits of Incident Reporting for operations gives the ability to report and manage incidents in Parim, while making incident information easily accessible to anyone who needs to know in real-time. Parim's incident management provides:

By centralising incident reporting, the module makes it easier for your team to maintain comprehensive records and proactively address workplace safety.

Once the Incident Reporting module has been enabled and can be used, it needs to be properly set up by a Superadmin. Incident Reporting can be set up on the Incident page under Settings.

On the Incident Settings page, the following steps are available (only visible for Superadmin):

Once the Incident Settings for Incident Reporting have been adjusted to fill the needs of your company, and the Incident Reporting has been enabled in your Parim environment - for other admins and employees - there is a need to cover the basics, of how Incident Reporting works. The Incident Settings will determine how the Incident Reporting looks on the Parim mobile app.

The general Incident Reporting form layout is touched briefly below and shown in an example visually in the next subtopic Reporting an Incident.

Each Incident form starts with five default fields:

Then, any Incident Categories and Custom Fields will follow. When you initially gain access to Incident Reporting, there are some sample Incident Categories and Custom Fields added, which can be freely edited and/or removed.

Disclaimer: Incident Reporting can be added only through the Parim app when a shift is running on the Time Clock tab - a 'Report Incident' will appear. This also means that your environment must allow clocking actions for your employees - the toggle for 'Allow people to clock in' needs to be enabled in the System Settings > Time & Attendance.

While the Incident Reporting functionality is meant for employees to use, the functionality is also available to be added or reported by admins on their own Parim mobile app; and admins can make Incident Reports on behalf of the employee, whose shift is running.

When 'Report incident' is tapped, the reporter will be directed to the next page to fill in the Incident - everything that was added on the Incident Settings page will appear here. In addition, photos of the incident can be taken and/or uploaded through the Gallery (supported file types are .jpeg, .png, and .bmp).

After the Incident is filled in and 'Saved', it will be considered Reported. The employee and/or admin can look over the reported Incident to make any adjustments to report another Incident.

As an admin, you can make adjustments to the employee-reported incidents through your Parim app through the Schedule page, when you select the employee and their active running shift. Reported Incidents can have many different statuses depending on your operations workflow (as shown below) and may already been managed through the Admin Portal by another admin.

While the adjustments can be made to the reported Incident by the admin, the Incident Report cannot be managed in the app, but on the Admin Portal (e.g. change the Status of the Incident). Next, we will cover how to manage the Incident Reports on the Admin Portal.

While Incidents can be reported through the Parim app on a running shift, the Incidents can be tracked and managed real-time on the Admin Portal. Only the admins, who have Permission granted, can manage Incidents.

The same applies to Notifications - ensure that your admins and/or operations will receive them so they can react in time. Notification settings can be adjusted in the System Settings > Notifications.

Note that admins can overwrite their personal notification settings on their personal notification settings on their profile.

When the Permissions are granted and the Notifications are turned on, then the admins are set to review and manage Incidents.

Incidents reported during a shift are visible to all (admins and the employee) who can access the said shift info. The Editing rights are defined in the System Settings -> Role Permissions.

Incoming incidents are displayed on the Incidents > Active page, where the data can also be sorted and filtered, and exported as a .CSV file.

Note that the Incident Settings is missing for other admins.

Once you have loaded or filtered what you need, click on the Incident to view and/or edit its full details. The first thing that can be, and should be, changed is the status of the Incident. Then, any adjustments can be made by editing, and, if needed, the Incident Report can be effortlessly exported as PDF (for storing, forwarding, or printing).

Incident reports have some data linked to them automatically:

New incidents always come through with Reported status. As you follow up on the individual incidents, you can change the incident status between Reported, Received, Escalated, Rejected and Closed depending on the internal operations processes of your company.

Statuses should help better understand and manage incidents through their lifecycle and differentiate which are being worked on or do not require further action.

Things to keep in mind:

The list of details that can be edited or added during the opened Incident page:

There are two types of exports available for incident reports

Use Incident Categories to define the response options the reporter/employee needs to choose from. This is a single-select question, so they can only pick one answer.

You can take the following actions:

Each category (=answer option) must have a name but you can also add a description to make it easier for your employees to identify the correct choice.

Categories appear in alphabetical order in reporting form. Use numbering in category names to achieve your desired order.

There is no limit on how many Custom Fields can be added to the incident report form, and their order can be adjusted and can be defined as a required field that must be filled in.

To reorder existing custom fields, use the display order column arrows. Custom fields will appear in the specified order that they are seen in the Custom Fields table on the Incident Settings page.

To edit or remove a custom field, click to open it.

To add a new custom field, click on ‘Add Field’ and set up the information:

The following topic will cover general troubleshooting steps, should one encounter them. Should you still require further assistance, don't hesitate to let our support know.

Please note that it is best that the following steps are followed by an admin with a Superadmin Role added.

Incident Reporting for employees