4. Start field work
Incidents
Learn how to report incidents, track them in the incident log, and (for administrators) set up incident types.
Last updated: August 2026
What you'll need
- A LambdaAssetCheck account with permission to report or view incidents (signed-in reporting) - At least one incident type configured for your organisation (admins create these) - To report from an incident type QR: a signed-in account - To report from an asset or site poster QR without an account: at least one incident type with Guests can report enabled, and a working email address (not anonymous)
Incidents vs flags
LambdaAssetCheck keeps these separate on purpose:
| Incidents | Flags (audit flags) | |
|---|---|---|
| What they are | Unplanned events someone reports (injury, spill, near miss, hazard) | Findings raised from an inspection answer that failed or triggered a flag |
| Where you work them | Incidents → Report Incident and Incident Log | Work → Flags |
| How they are classified | Incident type (e.g. Near Miss, Safety) | Audit type from the inspection template (e.g. Safety Audit) plus severity |
| Typical user | Anyone who witnesses or reports an event | Inspectors, reviewers, and people closing audit findings |
Simple rule: Did it come from completing an inspection question? → It is probably a flag. Did someone report an event directly? → It is an incident.
For flags, see Compliance and flags.
Report an incident
1. Go to Incidents → Report Incident (or select + Report Incident from the Incident Log). 2. Choose the incident type that best matches what happened — Near Miss, Injury, Hazard, and so on. If nothing appears, ask your administrator to create incident types. 3. Complete the form and submit. The fields you see come from the incident type's template, and typically include the site, the asset, a description, and photos.
The report then appears in the Incident Log.
The steps are the same on a phone — the app is one responsive app, so the menu and the form adapt to the screen rather than being a separate product.
To report by scanning a posted code, see QR codes for incident types — incident-type codes need sign-in; asset and site posters can allow guests when Guests can report is on.
Incident log
Step 1: Open Incident Log
- Click Incidents → Incident Log
- Or go to /incidents
Step 2: Browse and filter
- View all incident reports your role can access - Filter by status, type, site, or date as available in your view - Open a report to see details, assignment, review status, and closure information
Step 3: Close an incident (when permitted)
Closing usually requires root cause and resolution details so leadership and auditors have a complete record. Your role must allow review or closure actions.
Incident types (administrators)
Incident types are the labels people pick when reporting (not a separate “category” list).
Where to manage them
- Templates → Template Configurations → Incident Types tab
- Or go directly to /admin/incident-types (Owner / Admin)
What you can configure
| Setting | Purpose |
|---|---|
| Name, description, color | How the type appears when reporting |
| Visibility | Who is allowed to report this type |
| Access | Who can view and edit reports of this type |
| Notifications | Who gets emailed when this type is reported |
| QR code | A printable code that opens this incident type and prompts sign-in |
| Guests can report (asset/site QR without login) | When on, people who scan an asset or site poster (not the incident-type QR) can choose this type after entering an email. Site managers should review guest reports carefully. |
Template builder
- For INCIDENT templates, you select an existing incident type — you do not create new types in the builder - If the dropdown is empty, create types in Incident Types first
QR codes for incident types
There are two QR paths. They are not the same.
Incident type QR (sign-in required)
Administrators can generate a QR code per incident type and post it at a site, on equipment, or in a safety bulletin.
1. Go to Incident Types and open a type 2. Generate the QR code 3. Print and post it where the hazard is
Scanning shows the incident type and the date, then prompts the person to sign in. After signing in they go to Incidents → Report Incident. This path does not accept guests.
Asset and site poster QR (signed-in or guest)
Printed asset (/scan/…) and site (/scan-site/…) codes can also start an incident report:
- Signed-in users in the same organisation continue in the normal report flow (the asset or site is already in context). - People without an account are asked for an email, then can choose only incident types that have Guests can report switched on. If the email belongs to an active user in your organisation, they are asked to sign in instead of continuing as a guest.
Guest reporting is not anonymous: the email is stored with the report. If no incident type has guests enabled, a guest scan cannot submit.
If you need contractors or visitors to report without accounts, turn on Guests can report (asset/site QR without login) on the relevant incident types. If you only want organisation users to report, leave that switch off and use incident-type QRs (sign-in) or give people accounts.
See also QR codes for QR workflows in general.
Frequently asked questions
What is an incident type?
An incident type classifies what kind of event was reported (e.g. Injury, Spill, Near Miss). Users choose one when they start a report.
Are incident types the same as “issue categories”?
No. LambdaAssetCheck uses incident types, not a separate issue-category system. One list, one place to manage it: Incident Types.
Where do I see incident reports?
Incidents → Incident Log (/incidents). The Incident Types admin page only manages the list of types, not individual reports.
Can incidents create flags?
Incidents and flags are different records. An inspection answer can raise a flag; a person reporting an event creates an incident. Both may lead to tasks or work orders depending on your templates and process.
Who can create incident types?
Typically Owner and Admin. Other roles use the types admins define.
Can someone report without an account?
From an incident type QR, no — that always asks them to sign in.
From an asset or site poster QR, yes, but only if an administrator has enabled Guests can report on that incident type. They must enter an email; reports are not anonymous.
Are guest reports anonymous?
No. Guest reports require an email address, which is stored on the report.
Related articles
- Compliance and flags — Findings from inspections - Start, edit, and complete inspections - QR code inspections and reporting - Work management
Need help? Use Support → Report an issue in the app to raise a ticket, or email support@lambdaassetcheck.com.
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