How Accident Book Works

Accident Book replaces a paper accident book with a simple online system. Anyone can report an accident or near miss by scanning a QR code, and your managers review, follow up and keep a complete record for every site. Here is how it works from start to finish.

1. Set up your account

Create an account with your email address and a password.
Start your subscription. Choose how many sites you need and enter your payment details through Stripe. Every subscription starts with a 7-day free trial. See what Accident Book costs.
Add your sites. Each site (a shop, a care home, a warehouse, a school) gets its own unique QR code and a printable QR poster.
Invite your team. Invite people by email as admins, who can see and manage everything, or site managers, who see the sites you assign to them.

2. Report an incident

Put the QR poster where people work. When something happens, anyone, whether staff, contractors or visitors, scans the code with their phone camera. The report form opens in the phone's browser: there is no app to install and no login needed.

The form asks:

When it happened, and whether anyone was hurt. Choosing “No, it was a near miss” skips the injury questions.
Who was affected: their name, whether they are an employee, contractor, visitor or pupil, and their role.
What happened and exactly where.
The type of injury and the body part affected, and any first aid given.
Witness names and statements, for as many witnesses as needed.
Up to 10 photos, each up to 5 MB.
The reporter’s name, with an optional email address.

The site is filled in automatically from the QR code. Signed-in team members can also record an incident from the dashboard using New Incident.

3. Get alerted

Each new incident gets a reference number, such as INC26-0006, and is marked as needing review. An email alert goes to the site’s manager and to team members who have incident alerts turned on in their notification settings. If nobody reviews it within your escalation time, a reminder follows. See configuring email notifications.

4. Review and follow up

Review the report and set its severity: near miss, minor, moderate or serious.
Edit details if anything needs correcting.
Log actions and notes, such as investigation findings or changes made, in the incident’s action log.
Close the incident when it is dealt with.

5. Check RIDDOR

Run the RIDDOR assessment on any incident. It asks a short set of yes/no questions based on the RIDDOR 2013 regulations and tells you whether the incident is likely to be reportable to the HSE. Incidents that are likely to be reportable, or need watching, go into the RIDDOR queue with a due date, and team members with RIDDOR alerts turned on get an email.

Accident Book does not submit reports to the HSE for you. You make the report on the HSE website, then record the HSE reference against the incident. See filing RIDDOR with the HSE.

6. Export your records

CSV export of your incidents, which opens in Excel or Google Sheets.
PDF of a single incident, for insurers or your own files.
RIDDOR inspector pack, a PDF of a RIDDOR assessment for inspectors.

Who can see what

Person	Access
Anyone with the QR code	Can submit a report for that site. Cannot see any reports.
Site manager	Sees and manages incidents for the sites assigned to them.
Admin	Sees and manages every site, incident, user and setting, including billing.