Manage safety records

Open Safety from the main navigation. From there, choose the record type you need:

• SRA to create and review an assessment before or during tree-care work.
• Accident & Incident Register to report, review, and investigate incidents.
• SQIF when you need to create a safety quality improvement form from a relevant safety record.

You need write access to create or edit records. If you only have view access, you can still open and review available records, but the create and edit actions are not available.

Key concepts

Site risk assessment

A site risk assessment records the job context and the risks identified for the work. It can include:

• The job, date, time, location, and work being carried out.
• Manager comments and the team involved.
• An emergency plan, including an aerial rescue plan, the nearest defibrillator, the nearest medical centre, and the assembly point.
• Job hazards and additional risks, with an initial risk, residual risk, who the risk applies to, and controls.
• Tree assessment checks, including root plate lifting or damage, overhead dangers, tree-climbing route or anchor hazards, and whether the team methodology was discussed.
• General operating procedures and referenced safety documents.
• Employees, subcontractors, and visitors, including responsibilities and signatures.

Risk levels are Extreme, High, Medium, and Low. For every named hazard, both the initial and residual risk must be completed when you submit the assessment.

Accident or incident record

An accident record includes the reporter, manager, date, incident type, work type, location, injury information, description, and follow-up preferences. Medical treatment can be recorded as None, 1st Aid, A&E, or Hospitalisation.

The register uses three statuses: Open, Under Investigation, and Closed. Use the status to show where the incident is in its review lifecycle.

Investigation

An investigation is linked to an accident or incident. It records the investigation team, date, what happened immediately, factors leading to the event, underlying cause, treatment details, medical documentation, a timeline, corrective actions, and sign-off. An investigation must contain at least one team member and at least one timeline entry before it can be saved successfully.

How to create and review a safety risk assessment

1. In Safety, open the SRA list.
2. Select New SRA.
3. Choose the job and enter the date, time, location, and work details. When a job has a recent booking with a site address, the app can use that address to help fill the location fields; check the result before saving.
4. Complete the Emergency plan. Add rescue and emergency-location information that the crew can use at the site.
5. In Risk Assessment & Special Precautions, review the hazards supplied for the job and add any additional risks. For each named risk, select an initial risk and a residual risk, identify who it applies to, and describe the controls.
6. Complete the Tree assessment checklist. Record the number of trees assessed and the number of hazardous trees when applicable. If the work involves no climbing or felling, use the relevant option; the checklist is treated as not applicable when that option is on.
7. Add any relevant items under General Operating Procedures, then record employees, subcontractors, and visitors in the Attendee register. Add responsibilities and collect signatures where required by your procedure.
8. Save the assessment.
9. Open the saved assessment and review the job, emergency plan, risk ratings, controls, tree checks, procedures, and attendee information. Select Edit to correct or maintain it, or Download PDF when you need a printable copy.

How to record an accident

1. Open Accident & Incident Register and select Report Incident.
2. In Incident Details, select the reporter and manager, enter the date and time, and set the status. New records start as Open.
3. Select at least one incident type. Add the direct type of work if known.
4. Enter the address where the incident occurred. If you link a job, the app may fill the site address from the latest booking; verify it and keep any corrections you make.
5. In Injury Details, select the treatment level and affected body part or parts. Record whether treatment was required using the available treatment choice.
6. Add a factual written description in Description. Include what happened, where it happened, who was involved, and any immediate facts known at the time.
7. Complete Follow-up, including whether the incident should suggest an SQIF.
8. Save the record and open it from the register to check the details. You can add photographs to support the record, select Edit to update it, or select Download PDF to share or retain a copy.

How to investigate an accident

1. Open the incident from Accident & Incident Register.
2. Select Start Investigation. If an investigation already exists, the action is shown as Open Investigation.
3. Enter the Date of Investigation and select at least one person in List Investigation Team. Include the injured person, manager, and other relevant people at the site where appropriate.
4. Record what happened immediately, factors leading to the event, and the underlying cause. Confirm whether the event was loaded into the accident register, whether medical treatment was required, and whether a medical form or medical certificate is available. If treatment was obtained, add the details of where it was obtained.
5. Add the event timeline. Select a time period such as Night before, Before work, Morning, Mid day, Early afternoon, Evening, or Night, then describe what happened. At least one timeline entry is required.
6. Add corrective actions. Each action needs a description and due date; assign it to someone where appropriate, mark whether it was added to an SQIF, and set its status to Incomplete or Complete.
7. Add sign-off entries with the staff member, signature, and signing date.
8. Save the investigation. You return to the incident record, where the investigation details are shown with the incident.

How to update a safety record

• For an SRA, open the record and select Edit. Review the risk ratings and controls whenever the work method, crew, site, weather, tree condition, or emergency arrangements change.
• For an accident or incident, open the record and select Edit. Correct factual details, add missing injury or treatment information, update the description, and maintain the status.
• For an investigation, select Open Investigation from the incident record and update the team, timeline, underlying cause, corrective actions, and sign-off information.
• If an inspection or asset inspection is the source of the concern, use Create SQIF from that record where available, then keep the resulting safety improvement record connected to the original work.
• After updating, reopen the detail view and confirm that the saved values, status, dates, and linked information are correct. Use Download PDF if you need an updated copy.

Tips & things to know

• Complete the assessment before the crew starts work, and review it again when site conditions or the work plan changes.
• A named SRA hazard cannot be submitted without both an initial risk and a residual risk. Describe the controls that reduce the residual risk rather than leaving the control information implicit.
• A draft SRA can be saved without completing every risk rating, but complete all named hazard ratings before submitting the finished assessment.
• New accident records default to Open. Use Under Investigation while the investigation is active and Closed when your organisation has finished its review.
• Record facts promptly. Use the description for what was observed and the investigation for analysis, contributing factors, underlying cause, and corrective actions.
• A job link can help fill the site address, but automatic filling is only a convenience. Always check the address against the actual incident or work location.
• The investigation timeline preserves older saved time values when an existing record is edited. Do not remove a legacy entry unless you are sure it is no longer needed.
• Keep medical information, signatures, photographs, and corrective actions up to date so the record remains useful for review and reporting.
• Use Download PDF after your final review when a record must be printed or retained outside the app.

FAQ

Troubleshooting