Problem It Solves

HR and IT teams often track employee incidents through email threads or spreadsheets, which leads to inconsistent records, missed follow-up steps, and difficulty auditing. Critical details—like who was involved, when it occurred, and required next steps are—can get lost. By embedding a dedicated incident form that logs every entry in a Table and triggers automated workflows, you ensure each employee incident is documented uniformly and acted on promptly.

Process Overview

1. A manager or staff member opens the “Employee Incident Report” form (embedded on the intranet or via a shared link) and fills out fields such as Date, Employee Name, Incident Type (e.g., Access Issue, Policy Breach), Severity, and Description.

2. On submission, the incident is written to an “Employee Incidents” Table with a unique Incident ID and timestamp.

3. Zapier instantly sends a Slack message or email to HR and IT teams with the incident summary and a link to the Table entry.

4. Assigned responders review the Table, update the incident status (New, In Review, Closed), and add notes or attach related documents.

5. If an incident remains “New” beyond a defined SLA (for example, 4 hours), Zapier triggers automated reminders to the assigned HR or IT lead to ensure timely follow-up.

Key Features & Capabilities

• Structured Incident Fields
  Capture essential details (Date, Employee Name, Department, Incident Type, Severity, Description) so each report includes all required context.

• Centralized Table Storage
  Every submission writes to an “Employee Incidents” Table—creating a single source of truth for HR and IT investigations.

• Instant Notifications
  Zapier triggers real-time Slack or email alerts to HR and IT stakeholders, ensuring quick visibility and response.

• Status Tracking & Collaboration
  Use a “Status” column to move incidents through stages (New, In Review, Closed) and add investigation notes or attached documents directly in the Table.

• Automated Escalation Reminders
  If an incident remains “New” past your defined SLA, Zapier automatically sends follow-up reminders to the assigned lead to prevent delays.

• Attachment Support
  Include file-upload fields so reporters can attach screenshots, emails, or documents related to the incident for comprehensive records.

Typical Use Cases

• HR Compliance
  A supervisor logs a policy breach (e.g., harassment complaint) via the form. HR receives an immediate alert, reviews the details, assigns an investigator, and tracks progress until resolution.

• IT Access Issues
  An employee can’t access a secure resource. The form documents the access failure, IT is notified instantly, and can begin troubleshooting, updating the status in the Table until the issue is resolved.

Prerequisites & Client Responsibilities

• Form & Table Schema Approval
  Confirm the “Employee Incidents” Table schema with fields: Incident ID (auto-generated), Date, Employee Name, Department, Incident Type, Severity, Description, Attachment (optional), Status, Assigned Lead, and Timestamp.

• Notification Channel Setup
  Provide Slack channel names or email addresses for HR and IT teams so Zapier can send incident alerts.

• Escalation Criteria
  Define SLA thresholds (e.g., “New” incidents must be acknowledged within 4 hours) so Zapier can trigger escalation reminders.

• Lead Assignment Rules
  Identify which HR or IT staff members should receive notifications based on incident type or severity.

• Team Permissions
  Determine who needs “Viewer” access (to monitor incoming incidents) vs “Editor” access (to update statuses, add notes, or attach documents) within the Table and notification workflows.

Pricing

• One-Time Setup: $330
  (Build and publish the “Employee Incident Report” form, configure the “Employee Incidents” Table, and set up/test Slack/email notification and reminder Zaps.)

• Monthly Support: $75/month
  (Maintain form and Table integrations, adjust notification or escalation rules as needed, and troubleshoot any issues.)