The Incident Report Software Built for the Front Line
Reduce manual data entry when completing incident reports. Sitemate’s Incident Report Software uses AI in its Dashpivot platform to automatically structure incident reports by capturing details from photos, voice recordings, and digital witness statements, eliminating the need to manually transcribe them from memory.
Trusted by companies, projects and teams of all sizes
Why Incident Report management Is Harder than It Should Be
Relying on memory to write critical details
Supervisors generally rely on memory when transcribing details after spending hours investigating the incident, resulting in the loss of vital information.
Fewer witnesses and lack of evidence
By the time the incident report is started, witnesses may have left the incident zone, and critical evidence like environmental conditions or equipment position is lost.
Rushed reports to meet deadlines
Safety officers need a substantial amount of time to manually complete a single compliant report, but they often have to rush it to meet tight regulatory timeframes.
Incomplete documentation
Manual reporting is subject to human error, which causes missing details, wrong timestamps, and documentation that is noncompliant with regulatory requirements.
A Smarter Incident Report App
Automatic and complete documentation
Sitemate’s AI assistant Storm is integrated into the software to immediately structure a compliant incident report with complete details using the photos captured by the worker investigating the incident.
Less manual data entry
The Incident Report App has a voice recording feature that allows users to record incident details vocally. Storm examines the recording and populates the fields of the report based on it, removing the need for manual data entry.
Collects witness statements digitally
Workers investigating the incident can use the software to immediately record witness statements digitally while the people involved in the incident are still on site. These digitally recorded statements include signatures and timestamps to ensure validity.
Incomplete documentation
The Incident Report Software is capable of auto-populating required fields in the report, which include GPS coordinates, weather data, and timestamps, making a regulatory-compliant report in minutes.
Understanding Incident Report Software
What is Incident Report Software?
Sitemate's Incident Report Software is a modern tool that streamlines the process of gathering and documenting information about specific workplace incidents. Powered by its Dashpivot platform, it integrates an AI assistant called Storm to record details such as who was involved, what happened, when and where it occurred, what caused it, and any other relevant information. This documentation assists businesses in identifying hazards that must be addressed to prevent similar incidents in the future.
What should effective Incident Report Software have?
- Captures accurate location of the incident with timestamps
- Uses modern tools, like AI, for data collection
- Supports the collection of compliant witness statements
- Has integrated photo documentation
- Records environmental and weather conditions
- Tracks actions taken and personnel involved in the incident
Staying compliant with regulatory requirements
Creating incident reports, particularly in high-risk industries such as construction, must adhere to specific regulatory standards. The requirements include completing the appropriate data fields and documentation, as well as submitting the report within the reporting time frame. The Incident Report Software ensures that users meet these requirements while also maintaining consistent compliance and structured audit trails.
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Scene capture and data collection
Workers investigating the incident can use their mobile phones to capture photos of the scene and record incident details via voice recording. Accurate location and weather conditions can also be captured automatically, ensuring a complete record of the exact incident environment.
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Population of fields
Storm extracts data from photos and voice recordings, and automatically fills the fields on the report based on the data collected.
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Transcription of witness statements
Digital witness statements are easily collected on-site and are structured into regulatory format. Workers can easily describe the events that occurred during the incident in their own language, then reports are produced in the workspace’s working language for review.
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Review and submission
The worker investigating the incident needs to review details, verify accuracy and personnel involvement, add root cause analysis and corrective actions, and submit the report to management and regulatory bodies.
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See How Sitemate Has Already Helped Companies Like Yours
"Our process now is so much quicker, easier, and more efficient. It's improved tenfold."
- Shane Russo, Site Manager
500+ employees
Zero paperwork
6 regions
Site data unified across 6 regions
Incident analysis and reporting
Flowsite can transform data from every incident report into an automated dashboard, which streamlines tracking incident rates, response time, and compliance metrics.
Comparison: Paper Incident Report vs Digital Incident Report
Most project teams already know paper and spreadsheets aren't cutting it. Here's what changes when you move your method statements to a digital system.
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Paper |
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|---|---|---|
| Incident capture | Uses digital forms that can instantly capture location and weather | Manual and slow handwritten reports |
| Witness statements | Structured and regulatory-compliant witness statements with e-signatures | Handwritten statements where legibility is subjective |
| Evidence | Can capture photos, which are linked directly to incident reports | Manual filing and matching of separate photos taken from the field |
| Audit trail | Automatically provides a history of all changes and updates made | Needs a separate paper form to manually record changes and updates |
| Assignment and actions | Provides automatic task assignment with project tracking | Requires manual coordination, which has a weak follow-through system |
| Trend | Provides a dashboard that allows automatic identification of patterns and hotspots | Manual creation of scattered reports |
| Compliance reporting | Automatic compliance reporting with complete regulatory-required fields | Manual compilation, which has a high-risk of incomplete information |
| Search, review, and retrieval | Instant search through the cloud storage | Manual filing and retrieval, which consumes a substantial amount of time |
Frequently asked questions about the Incident Report Software
What types of incidents can be reported in the Incident Report Software?
The Incident Report Software can be used to report incidents that caused harm to people, property, and the environment. This includes illnesses, near-misses, environmental contamination, and property damage.
Can the Incident Report Software improve response time?
Yes, the Incident Report Software can automatically notify relevant supervisors and safety personnel once an incident is reported, which enables immediate action and faster investigations.
Is the Incident Report Software suitable for different industries?
Yes, the Incident Report Software can accommodate different incidents from different industries, such as construction, manufacturing, mining, and transportation.
How secure is the Incident Report Software?
Sitemate’s Incident Report Software makes use of secure cloud storage where access controls are regulated to ensure that sensitive information is accessible only to the personnel who have access to the cloud.
Can workers use Dashpivot without internet connectivity?
Yes, the Incident Report Software can work even if offline. Data collected will be stored on the mobile device and sync automatically when connectivity returns.
How quickly should an incident be reported?
Incidents should be reported immediately after they occur. Immediate reporting ensures that the exact situation is captured, which helps provide relevant data to deliver an accurate solution.
Can multiple people contribute to the same incident report?
Yes, multiple team members can add photos, voice notes, and witness statements to the same incident report. All contributions are timestamped and attributed, creating a comprehensive record while the safety officer maintains control over the final report submission.
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