Purpose: Incident reports provide a formal record of the violation, ensuring that there is clear documentation of what occurred, who was involved, and the circumstances surrounding the incident.
These reports help in investigating the root causes of the violation, which can be crucial for understanding why the rules were broken and how similar incidents can be prevented in the future.
By documenting incidents, you can implement corrective actions to address the specific behavior and prevent recurrence. This might include additional training, policy changes, or other measures.
Application Roles Required: HRIncident
Follow the steps on how to report log an incident:
Creating an Incident
Log in to Luvelo HR using the mobile app or by visiting app.luvelo.org/hr in your web browser.
From the home screen, click Incidents.
On the Incidents page, click the + icon in the top-right corner to start a new report.
Fill out the incident details. Fields marked with an asterisk are required.
Event Name: A brief, non-sensitive title for the incident.
Date Time: The date and time the incident occurred.
Incident Type: Select the most relevant incident type from the dropdown (e.g., IRCA, First Aid, Close Call).
Department: The department affected by the incident.
Next Update Due On: The date by which the incident is expected to be concluded.
Location: The location where the incident took place.
Equipment or Property: List any equipment or property involved.
Event Details: Provide a summary of what happened.
User Access: Add users who need to be able to access the incident report.
Attachments: Attach any supporting evidence or documents.
Click Save once you have entered all the details.
Linking Related Task
Once the incident is created, a task is automatically generated. You can also link an existing task if further action items or follow-ups are required.
Click the Related Task button.
You will see the task automatically created for the incident. To link another existing task, click Link Existing Task.
Select the task you want to link from the list and click Link Task.
Slack Channel
You can choose to send a notification to a specific Slack channel.
Select the Slack channel.
You will then see the 'Send to Slack' button activated.
Managing Access
You can control who can view the incident.
To manage who can access the report, click Manage Access.
You can grant access by selecting a user group or individual users.
Incident Timeline
You can track the timeline of the incident from the time of occurrence.
Click 'Timeline'
You will then see detailed timeline of the incident.
Incident Person
This section allows you to document all people involved, including witnesses, and record any offenses for people of interest.
To add people involved, click the Incident Person button.
Select the person type (Employee or External).
Select the person's name and click Generate URL.
You will then be taken to the 'Incident Person Detail' screen.
To have the person fill out an incident form, click 'Display URL to Collect Incident Report'.
This will generate a QR Code which can be scanned by a separate device.
If they can't scan the QR code, click Copy Link to Submit Incident Report and share the link with them.
This will give them access to a form which they can fill out and submit.
Once the report is submitted, an eye icon will appear next to the report submission tab. Click this icon to view the details.
If the person is a person of interest, click the Pencil Icon in the Is Person of Interest tab. Select Yes and click Save. If not, select No.
If the person is a person of interest, click + Offence to add the details.
Fill out the Offence Details:
Offence Category - The general classification of the misconduct or rule violation. It helps track patterns in misconduct and ensures consistent penalties for similar issues.
Offence - This is the specific policy or rule that was violated. For example, if the category is "Attendance," the offense might be "Unapproved Absence" or "Tardiness." If the category is "Conduct," the offense could be "Insubordination" or "Violation of Anti-Harassment Policy."
Date of Offence - The exact date the misconduct occurred (or began, if ongoing).
Penalty - This refers to the disciplinary action being taken, which can be either a warning (e.g., "Verbal Warning," "Written Warning," "Final Written Warning") or a monetary penalty, such as a "Fine." The specific penalty will depend on the severity of the offense and your company's disciplinary policy.
Points Value - This field shows the points carried by the applied offence. If an employee accumulates a certain number of points over a set period, it can trigger a more severe warning (e.g., a final written warning) or other disciplinary action.
Fine - The amount being charged for the offense.
Offense Details - This is the most important part of the section. It's a space for a clear, objective narrative of the event. Be specific and factual. Instead of saying "was late," write "Employee was 30 minutes late for their shift on July 14, 2025, without prior notification.
Employee Statement - This is for the employee's perspective. It's a crucial part of a fair disciplinary process, allowing them to explain their side of the story. This field should note what the employee said during the meeting, including any acknowledgment of the offense, mitigating factors, or refusal to sign the warning.
Sanction Type - This is the specific type of disciplinary action being issued, which should align with the "Penalty" listed above. Examples include "Written Warning," "Fine," "Suspension," or "Termination."
Date Expires - This is the expiration date of the warning. Warnings are not permanent. For example, a standard written warning might be active for six months, while a final written warning may be active for twelve months.
Sanction Details - This field details the specific action the employee must take to correct their behavior and the potential consequences if they fail to do so. This can include an improvement plan with measurable goals and deadlines.
Counseling - This is an important step that shows the company is invested in the employee's success. It should include details of any guidance, support, or training offered to help the employee correct their behavior. You can use custom counseling or choose from relevant predefined counseling.
Save as Draft - If you want to save with the intention to edit or complete later.
