Health and Safety – Accident book

The Health And Safety Accident Book allows for the recording of accidents that occur on your work premises. It is accessed via Management > Health and Safety > Accident book.

HR software health and safety accident book

This page gives you a grid of all ‘Open‘ accident reports by default. It includes data about whether there are potential RIDDOR indicators against accident reports, and what Welfare Tags were relevant at the time of the accident.

  • Any open or closed reports that are 2 weeks or older are highlighted in red
  • Welfare Tags shown are the tags which were in effect at the time of the accident, and as such do not follow the colour coding used elsewhere in myhrtoolkit, they are just shown in black

Any accidents that have been reported here can be exported to Excel using the ‘Export‘ button.

The table can show 10, 25 or 50 entries per page using the drop-down menu at the top left.

Open and Closed reports can be viewed in detail by selecting the green option.

Reports can be deleted by selecting the red option.

Note – When deleting a report, you will be required to enter notes as to why it is being deleted.


Reporting an Accident

To report an accident use the ‘report an accident‘ option at the top left of the page.
Clicking this link will trigger the start of a report. You will first need to select who has had an accident.

Report an accident in the myhrtoolkit accident book

Once a user has been selected, their personal and emergency contact details will be displayed, as well as any Welfare Tags they have been assigned.

Confirm whether this is the correct user, or select ‘Search Again.’

HR software confirm reported accident

On confirming the correct user has been found, the Accident Form will show, requiring:

  • Date and Time
  • Location (this shows the locations you’ve added to the system but allows you to type your own)
  • Department
  • Description
  • Images
Note – clicking the Hour or Minute number in the time-picker allows the correct number to be found rather than using the up/down arrows if preferred

Up to 10 images can be uploaded and stored against a report. There are some limitations on the image files:

  • Not more than 5MB each
  • One of the following formats – .jpg, .jpeg, .png or .gif

When ready, click ‘Continue to Next Section‘ and fill in further details such as :

  • RIDDOR Assessment details
  • Treatment
  • Details of any absence?

When ready, confirm that the information entered is correct using the tick box at the bottom of the page.
Once ticked, options appear to:

  • Print the report after submission
  • Cancel – to cancel the report and return to the Accident Book grid
  • Submit – log the report into your system


Viewing Reports

When viewing an open report, there are two options available at the top of the page:

  • Lock Report – closes the report and stops any further edits making it read-only
  • Print Report – this will bring up your web browser’s print function to enable printing

When viewing a closed report, again there are options available:

  • Print Report – as mentioned above
  • View Previous Versions – to view the history of when edits were made to a report


Deleted Reports

Deleted reports by viewed by selecting the red View Deleted Reports.

Deleting health and safety reports on myhrtoolkit

The information shown here is similar to the Live reports grid. The button in the ‘Actions‘ column reveals why a report has been deleted and by whom.

Reports that have been deleted may be exported as required.

Related guides

Health and safety - Creating custom forms

Health and safety - Document library

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