Problem It Solves

Many organizations rely on spreadsheets or emails to report workplace incidents, leading to inconsistent data, delayed alerts, and difficulty tracking resolution. Without a standardized process, critical safety or security events can go unnoticed or lack necessary details. By embedding a dedicated form that captures all required information and instantly notifies relevant managers, you ensure every incident is documented uniformly and addressed promptly.

Process Overview

1. An employee accesses the “Workplace Incident Report” form (embedded on the intranet or shared link) and fills out fields like Date, Location, Incident Type, Severity, and Description.

2. On submission, Zapier writes those details into a “Workplace Incidents” Table with a unique Incident ID and timestamp.

3. Zapier immediately sends a Slack message or email to designated managers with the incident summary and a link to the Table entry.

4. Managers review the incident in the Table, update its status (New, Investigating, Resolved), and add notes or attachments as needed.

5. If an incident remains “New” or “Investigating” past a defined timeframe (e.g., 2 hours), Zapier triggers automated reminders to ensure timely follow-up.

Key Features & Capabilities

• Structured Incident Fields
  Capture essential details (Date, Location, Incident Type: Safety/Security, Severity, Description, Reporter Name) so no information is missed.

• Centralized Table Storage
  All submissions are written to a “Workplace Incidents” Table, creating a single source of truth for audit-ready records.

• Instant Notifications
  Upon each report, Zapier sends real-time alerts via Slack or email to managers, ensuring rapid awareness and response.

• Status Tracking & Notes
  Use a “Status” column to move incidents through stages (New, Investigating, Resolved) and add investigation notes or attachments directly in the Table.

• Automated Escalation Reminders
  If a high-severity incident stays “New” or “Investigating” for longer than your defined SLA, Zapier automatically pings the assigned manager to prompt action.

• Attachment Support
  Include a file-upload field so employees can attach photos or documents to support each incident entry for thorough investigation.

Typical Use Cases

• Manufacturing Facility
  When a worker notices a safety hazard (e.g., a wet floor or malfunctioning machinery), they report it via the form. The safety manager receives an immediate Slack alert and can view the incident details, assign someone to address it, and track resolution—all in one place.

• Corporate Office
  An employee reports a security breach (e.g., unauthorized access attempt) through the form. The security team gets an email with the incident summary and a link to the record, allowing them to begin the investigation promptly and update the status in the Table as findings emerge.

Prerequisites & Client Responsibilities

• Form & Table Schema Confirmation
  Approve the “Workplace Incidents” Table schema with columns: Incident ID (auto-generated), Date, Time, Location, Incident Type, Severity, Description, Reporter Name, Attachment (optional), Status, Assigned Manager, and Timestamp.

• Notification Channel Setup
  Provide the Slack channel name or email addresses for the managers who should receive incident alerts.

• Attachment Storage (Optional)
  If file uploads are needed, confirm that attachments will be stored in the Table’s built-in file storage.

• SLA & Reminder Criteria
  Define how long an incident can remain “New” or “Investigating” before an automated escalation reminder is sent (e.g., 2 hours for Critical severity).

• Manager Assignment
  Identify which staff members or groups should be assigned to each incident type or severity level.

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

Pricing

• One-Time Setup: $330
  (Build and publish the customizable incident form, configure the “Workplace Incidents” Table, and set up and 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.)