Incident records built for OSHA, not optics.
Every incident is captured in the detail an OSHA or workers'-compensation review actually requires, alongside daily hazard checks and a fully attributed communication history per employee.
detail categories
employee, incident, medical, comp, injury
photos per incident
attached directly to the record
meeting types
Daily and Weekly, named acknowledgements
The safety record starts with verified presence.
Before a hazard check or an incident report ever gets filed, punch-in and punch-out already establish who was on site, where, and when. Full detail on both lives on Verification & Enforcement.
Geofencing — every job site carries a geofence with an adjustable boundary radius. Every punch and break is checked against it, with distance and travel time logged automatically, and out-of-geofence events flagged for review with a justification field.
Live Photo Verification — workers confirm their identity with a live photo before every clock-in and clock-out. Photo capture is required — the punch button stays disabled until it's done.
One incident record, five categories of detail.
An incident record is not a single free-text box. It is organized into the categories a compensation claim or an OSHA inquiry will actually ask for — the same categories a facility-management company files an incident against, per site, per contractor.
Employee Details
Full name, sex, date of birth, job title, date of hire, time on job site and in occupation, home address and home phone.
Incident Details
Job name and code, weather conditions, supervisor, incident date and time, specific work area, worker start time, and who conducted the investigation.
Medical & Investigation
Where the worker was treated, the treating phone number, who took the report, and whether a drug test was performed.
Workers' Compensation
DWC first-report-of-injury form status and the dates it was given to and received from the employee.
Injury Information
Body part affected, nature of the injury, and a free-text incident summary, plus who reported it and when.
Up to five photos per incident.
Each incident record can carry up to five photos, attached directly to the record that will be reviewed later.
Named acknowledgements, not a headcount.
A Field Manager authors each daily or weekly meeting, hazard Q&A and damaged-tools or PPE prompts included, and the record tracks exactly which employees, by name, acknowledged it. This is distinct from the punch-in and punch-out Safety Q&A covered on Verification & Enforcement.
Not every incident is the same shape.
The Incident Reports list carries a job code, job name, employee, date and time, attachment count, and an Incident Type column so records can be filtered by what actually happened, not just when. A maintenance and service dispatcher filtering by Incident Type finds a damaged-equipment report as fast as an injury one.
Near Miss
A close call that didn't result in injury still gets its own incident record, not a footnote on another one.
Equipment
Incidents tied to tools, machinery, or job equipment are typed separately from vehicle or near-miss events.
Vehicle
Vehicle-involved incidents carry their own type, distinct from equipment and near-miss records.
Two categories, one level deeper.
The five categories above are not just headers. The fields underneath them are the same fields a workers'-comp claim or a drug-test policy actually needs answered.
DWC form status, tracked to the date.
The record tracks whether the DWC first-report-of-injury form was completed, the date it was given to the employee, and the date it was received back. A compensation claim doesn't just need the injury on file, it needs the paperwork trail dated.
Drug test performed, yes or no, with an explanation.
Every incident record captures whether a drug test was performed. When it wasn't, the record requires an explanation rather than leaving the field blank, so the reason is on file alongside the result.
A hazard record a crew can't rubber-stamp.
Every Daily or Weekly Safety Meeting is authored by a Field Manager and tied to a specific job and date, with a running count of who acknowledged it. Weekly meetings go further, with instructional copy written to stop the record from being filled out on autopilot.
Daily Safety Meeting
Weekly Safety Meeting
| Attribute | Daily | Weekly |
|---|---|---|
| Keyed to | A single job and date. | A Week Start Date rather than a single day. |
| Author | Field Manager on record. | Same job, same Field Manager as Daily. |
| Hazard Q&A | HAZARDS section, free-text answers including "Any new Hazards?" and "Any damaged tools?", each explicitly attributed as "Answer Submitted by Field Manager." | Its own hazard-identification prompts, in addition to the Daily pattern. |
| PPE / controls | Not a separate section. | Dedicated PPE and controls-mitigation prompts. |
| Incidents section | Not a separate section. | Dedicated INCIDENTS section asking "Did the jobsite have any close calls or incidents?" |
| Acknowledgements | Separate, named Employee Acknowledgements list. | Same named-acknowledgement pattern as Daily. |
Every call and message, logged against the person.
Admins log a call against any employee with an explicit direction choice, notes and a recorded playback, building a full timestamped call history on that person's record. Separately, a dedicated per-employee message thread carries the written conversation. Both directions, admin-initiated and employee-initiated, are attributed and timestamped against the specific person. This is the same carrier-agnostic calling and messaging framework covered in more depth on Sales & Client Growth.
Call Out logs an admin-placed call, with notes, into that employee's Recent call history.
Call In logs a call received from the employee, attributed and timestamped the same way.
A dedicated "Message with [Name]" thread keeps the written conversation with that employee in one place, separate from the call log.
Frontline safety & incident management decision criteria.
Compare Hirebase against disconnected standalone EHS software and manual clipboard paperwork across mission-critical operational and insurance defense requirements.
| Governance Requirement | Hirebase Platform | Standalone EHS Point Apps | Paper Clipboards & Spreadsheets |
|---|---|---|---|
| Verified Presence Foundation | Geofenced boundary check (down to 10m) and on-device face liveness before every shift punch | ~Disconnected standalone safety forms with zero linkage to real shift punch times or GPS location | Self-signed paper sheets easily signed for absent co-workers with zero timestamp verification |
| OSHA Incident Granularity | 5 structured categories: Employee demographics, job/weather context, medical treatment, DWC form status, and injury taxonomy | ~Generic unvalidated forms requiring custom field engineering and manual OSHA 300 cross-mapping | Unstructured handwritten notes missing essential legal fields (weather, treating phone number, supervisor on record) |
| Workers' Comp DWC Tracking | DWC first-report-of-injury status with exact dates given to and received back from the employee | ~Stateless PDF attachment upload with no built-in date-tracking workflow for employee handoffs | Paper forms misplaced in file cabinets, leading to late filing fines and contested insurance claims |
| Post-Incident Drug Test Compliance | Captured yes/no; mandatory typed explanation required when test was not performed | ~Optional blank checkbox often left empty during investigations | Blank spaces on paper forms that invite workers' comp adjuster skepticism during claims review |
| Photo & Forensic Evidence | Up to 5 jobsite photos attached directly to the permanent incident record | ~Separate media repository requiring manual file naming and disjointed cloud folder links | Loose supervisor smartphone photos trapped in personal text messages or email threads |
| Daily & Weekly Safety Meetings | Field-Manager-authored hazard Q&A with named individual employee acknowledgements (not headcounts) | ~Generic boilerplate OSHA videos with anonymous attendance tallies | Illegible clipboard sign-in sheets often pre-signed on Monday for the entire week |
| Software Licensing Model | Unified platform with zero per-seat user fees; all field supervisors and workers included | ~$4–$10 per user/month point-solution fee stacked on top of HR and dispatch systems | Zero software fee, but thousands in workers' comp legal exposure and lost dispute defense |
Defend Against Disputed Claims
Shift-verified presence, mandatory DWC paperwork tracking, and typed drug test rationales provide legal defense against contested workers' compensation claims.
Zero Per-Seat EHS Software Surcharge
Replace third-party safety reporting subscriptions costing $4–$10 per user/month with native, unified incident tracking included across your entire field workforce.
Frequently asked questions about safety and incident management.
Clear operational answers to how Hirebase handles OSHA recordability, DWC form tracking, drug test explanations, and field safety meetings.
How does Hirebase ensure incident records hold up under OSHA and workers' compensation scrutiny?
Hirebase organizes every incident into five mandatory categories: Employee Details (hire date, time in occupation, demographics), Incident Context (job code, weather conditions, supervisor), Medical & Investigation (treating facility, doctor phone, drug test status), Workers' Compensation (DWC first-report-of-injury form dates given and received), and Injury Information (affected body part, injury nature, summary). Every record also supports up to five attached jobsite photos, establishing an unshakeable evidentiary chain.
Why does Hirebase require an explanation when a post-incident drug test is not performed?
Workers' compensation adjusters and legal reviewers routinely challenge incident reports where the drug test field is left blank. Hirebase prevents ambiguity by capturing whether a drug test was administered (Yes or No). If a test was not performed, the supervisor is required to provide an explicit typed explanation directly on the record, eliminating claims that testing was neglected.
How do Daily and Weekly Safety Meetings prevent rubber-stamping on jobsites?
Instead of anonymous headcount tallies or static PDF sign-ins, Hirebase safety meetings require the on-record Field Manager to author the meeting and answer jobsite hazard Q&A (such as 'Any new Hazards?' or 'Any damaged tools?'). Each participating worker is recorded by name with individual digital acknowledgements, creating a verifiable audit trail for safety compliance audits and OSHA inspections.
Can safety incident records be linked to GPS attendance and communication logs?
Yes. Because Hirebase unifies scheduling, geofenced attendance, and safety within a single platform, every incident record is tied to verified shift presence (GNSS distance from job site and facial liveness). In addition, supervisors have access to a per-employee communication log recording incoming/outgoing calls with notes and playback, alongside dedicated messaging threads.
Onboarding
Activation
Field Execution
Monitoring
Completion
Exit
Safety and incident records accumulate throughout Monitoring and carry through into Completion, where the record has to hold up on its own.
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