Track incidents, claims and costs

Who can use Incidents

The fleet owner and fleet staff with safety access see and manage all of the fleet's incidents. In the sidebar, click Incidents (staff find it under Safety Tools). Drivers can report incidents from their phone, and they only see the reports they sent. When a driver or staff member reports one, the owner and safety staff get a notification, with a note if injuries were reported.

Report an incident

Fill in what you know now. You can add details, people, photos and the claim later.

1. Click Report incident.
2. Under What happened, pick the Type, then enter the Date, Time and Severity.
3. In Where (address, highway, mile marker), type the place, or tap Use my location on a phone.
4. Fill in Describe what happened and What was done at the scene. Add Photos and documents such as scene photos, damage, plates, and the other driver's licence and insurance.
5. Under Who and what was involved, tick the Drivers, Power units, Trailers, Company vehicles and Secure Trip load involved.
6. Under Other vehicles involved, click Add a vehicle for each vehicle that is not yours. If time is short, the Plate and a photo are enough. Then add what you know: Province / state, Type of vehicle, Colour, Make, Model, Year, their driver's name and phone, Their insurance company, Policy number, Damage to this vehicle and Was this vehicle towed?. Open More: licence, owner, VIN for the rest.
7. Add Photos of this vehicle to each one: the plate, the damage, and their licence and insurance card. Click the bin on a vehicle to take it off the report.
8. Answer the Yes / No questions under Injuries, damage and police. Extra boxes appear for details when you answer Yes.
9. Under Conditions, pick Weather, Road and Light, and note What may have caused it.
10. Click Send report. The incident opens with its own number, like INC-0001.

Work the incident

Open an incident from the list to manage it.

1. Use the Status buttons to move it between Open, Under review and Closed.
2. Click Edit details to correct the report or change who and what was involved.
3. Under Other vehicles involved, each vehicle shows its plate, type, their driver, owner, insurance, damage and photos. Click Edit or add photos to change one, Add a vehicle to add another, or the bin to remove one (its photos stay with the incident).
4. Under Other parties and witnesses, click Add person to record the other driver, passengers, pedestrians or witnesses with their phone, vehicle, plate, insurer and statement. Use In which other vehicle to link a person to one of the other vehicles.
5. Under Insurance claim, enter the Claim status, Claim number, Insurer, Adjuster details, Deductible and dates, then click Save claim.
6. Under Costs, click Add cost for each repair, towing, medical or other cost, with Estimated, Paid, Recovered and Paid by. The totals and Net cost update for you.
7. Under Safety review, set Preventable? and Reportable accident (accident register), explain Why, record the Corrective action (training, coaching, warning) and a Follow up on date, then click Save review. Until the incident is Closed, the follow-up date shows on the Safety Calendar as Incident follow-up. When a driver is linked, you can also click Write up corrective action or Assign training.
8. Upload more files under Photos and documents, and add notes under Notes and history. Every change is listed there with who made it.
9. Click PDF report for a printable copy of the whole incident, including the other vehicles.

Find incidents and export the register

1. On the Incidents page, filter by status, type and year, or search by Driver, unit or place.
2. The cards at the top show Open or in review (every incident not closed yet), the number of incidents this year, With injuries, and the net cost this year.
3. Click Accident register (CSV) to download one row per incident for the year you filtered (or this year). It includes drivers, units, the number of other vehicles and their plates, injuries, police report, preventable, reportable, claim and cost totals.

Share with a partner and good to know

Under Shared with partners, pick your insurance broker or compliance partner and click Share. They can then see that incident, its other vehicles and its PDF report. Click Stop sharing to take it back. If you have no partner yet, click Connect a partner.

Files can be photos, PDFs or Office files up to 20 MB each.

Only the fleet owner can delete an incident, with Delete incident at the bottom of the incident page. It is removed from your records and reports.

Drivers' PDF copies leave out the claim, costs and safety review.