Incidents
Incidents combines two kinds of K3 (safety) records: Safety incidents and Toolbox/Safety Talk. An incident stores severity, location, injury/damage, root cause, corrective action, witnesses, project, and photos; a Toolbox stores the topic, date, attendee count, project, and photos.
Use Incident for safety events that must be investigated. Use Toolbox for prevention briefings and attendee counts. Changing the type after saving may empty the incident-specific fields, so make sure the type is right before saving, and don't delete a real event just to make the Days Without Incident count look better.
Before you start
Have this ready
- Secure the people and the location first; recording is not a substitute for an emergency response.
- Gather the date, description/topic, project, witnesses, evidence, and attendees if it's a toolbox.
- Agree on the Severe, Moderate, and Minor levels.
- Make sure any external reporting obligations are met outside Vasco where they apply.
Done when
- The record type, date, and description/topic are correct.
- The incident has adequate investigation data and corrective action.
- The toolbox has a reasonable attendee count.
- Real events are kept for audit; corrections use Edit.
Tell Incident and Toolbox apart
| Field | Incidents | Toolbox / Safety Talk |
|---|---|---|
| Description/Topic | What happened | Briefing material |
| Severity | Severe, Moderate, Minor | Not used |
| Locations | Location of the event | Not used as a specific field |
| Injury/damage | Impact on people/assets | Not used |
| Root cause | Main cause after investigation | Not used |
| Corrective action | Fix/prevention | Not used |
| Witnesses | Witness names | Not used |
| Attendee count | Not used | Number of briefing participants |
| Projects & photos | Supported | Supported |
Vasco is not an emergency service
Handle safety, first aid, evacuation, and official reporting obligations first. App records complement—not replace—your company's K3 procedures and applicable law.
Record an event and its follow-up
- 1
Choose Record event
Choose the Incident or Toolbox type before filling in other fields.
Result: The form shows the fields that match the type.To cancel / undo: Choose Cancel to close without saving. - 2
Fill in the date and description/topic
Write factual, concise information, and don't blame anyone without evidence. If the date is empty, the system uses today in WIB.
Result: Events can be sorted and searched with clear context.If something goes wrong: The description/topic is required; blank spaces are rejected. - 3
Complete the incident investigation
Choose the severity, fill in location, injury/damage, root cause, corrective action, and witnesses according to the verified findings.
Result: The incident has an investigation and prevention trail.To cancel / undo: Cancel before Save; after it's saved, use Edit. Don't change it to Toolbox because the incident fields will be emptied. - 4
Record Toolbox attendees
For a Toolbox, enter an attendee count above zero if known. Vasco stores that count together with the topic record.
Result: Toolbox and attendee statistics can be traced.To cancel / undo: Clear it before Save or edit again if the count is wrong. - 5
Link the project and photos
Choose the related project and upload evidence that is safe and consistent with the privacy policy.
Result: The event can be reviewed in the context of the work.To cancel / undo: Clear the photo in the form; a file that was already uploaded may remain in storage even if the dialog is closed. - 6
Review the cards and filters
Use the type/severity filter. Days Without Incident is counted from the last incident, Incidents This Year uses the WIB year, and Toolbox counts briefing records.
Result: K3 trends can be monitored without mixing record types.To cancel / undo: Resetting the filter doesn't change data. - 7
Edit the facts; don't delete history
Fix wrong fields through Edit. Delete only test/duplicate data and read the permanent-delete confirmation.
Result: Real records stay auditable.To cancel / undo: Cancel in the dialog. After Delete, there is no undo.
Types, severity, and statistics
| Value | Meaning | Notes |
|---|---|---|
| Incidents | Safety event | Affects Days Without Incident and the annual count |
| Toolbox | Safety briefing | Not counted as an incident |
| Severe | Highest impact/risk according to policy | Prioritize response and reporting |
| Moderate | Medium impact | Still investigate and follow up |
| Minor | Low impact | Not a reason to delete the record |
| No incidents yet | There are no records of the incident type | Not automatic proof that all events have been reported |
Undo, correct, or delete safely
| Situation | The right action | What still happens |
|---|---|---|
| Form not saved | Choose Cancel | No events recorded |
| Wrong type before Save | Choose the correct type | The form fields adjust |
| Type changed after data exists | Edit only if it's truly wrong and refill the relevant fields | Incident-specific fields can become null when it becomes a Toolbox |
| Wrong record | Edit the facts | The created time still shows the original recording |
| Record deleted | No undo | Days Without Incident statistics may change |
Don't invent an undo
If the screen doesn't offer an undo, edit, or delete button after a transaction is saved, this documentation does not assume the action can be reversed. Note the reference, stop any follow-up actions, then ask for a correction through the main admin or Vasco support.
Troubleshooting
| Symptom | Possible causes | What to do |
|---|---|---|
| Days Without Incident changes drastically | The date or record type was edited/deleted | Audit the last event and correct the facts |
| Attendee count isn't visible | The record isn't a Toolbox or the number is empty/invalid | Edit the type/topic and enter a positive number |
| Investigation fields are missing | The Toolbox type or migration isn't active yet | Choose Incident and ask your Admin to update the database |
| Photo doesn't show | Signed URL expired | Reload the details |
| Record not found | A type/severity filter is active | Reset the filter |
Questions and answers
Is a Toolbox counted as an incident?
No. A Toolbox is a safety briefing and has separate statistics.
What happens if the type is changed to Toolbox?
When saved, the severity and incident-specific investigation fields are emptied. Make sure the change is really correct.
Are Days Without Incident proof of compliance?
Not by themselves. The number depends on how complete and how accurately dated the records in Vasco are.
Can the investigation data be edited?
Yes, through Edit so the latest facts are saved.
When may a record be deleted?
Only test or duplicate data. Real events must be kept and corrected through Edit.