Workflow Template
Hazard Reporting Workflow
Captures workplace hazard reports, triages them for likelihood/consequence/risk rating, assigns corrective action tasks scaled to risk, verifies control effectiveness with a rework loop, and closes out the hazard with a notification to the reporter.
Someone spots a trip hazard or a damaged guard rail and needs a quick way to flag it without chasing people down or filling in a clunky form. This workflow takes that report from the moment it's submitted, has a safety officer rate the likelihood and consequence, routes corrective action to the right person on a timeframe that matches the risk, and checks the fix actually worked before closing the loop with the reporter. Day-to-day, the team gets a clear record of every hazard's status, who's responsible for what, and a built-in rework loop if a control turns out not to be effective.
Business Outcomes
- Faster acknowledgement of hazard reports without manual chasing
- Corrective action timeframes automatically scaled to risk rating
- Clearer visibility of open hazards and their status across the workspace
- Fewer hazards closed without a verification check on control effectiveness
- Reporters kept informed automatically from report to close-out
Workflow Steps
Steps
- 1Create hazard report recordcreate record
Registers the submitted hazard report as a record.
- 2Set status to Reportedupdate record
Marks the hazard status as Reported on the record.
- 3Email acknowledgement to reportersend email
Sends the reporter an acknowledgement email with their reference number.
- 4Safety officer risk assessmentcreate task
Safety officer assesses likelihood, consequence, risk rating and required corrective actions within 2 days.
- 5Save assessment and set status to Actions Underwayupdate record
Persists the risk assessment to the record and updates the hazard status.
- 6Route corrective action task by risk rating
Routes to an urgent or standard corrective action task depending on the risk rating.
risk_rating: "High"→Corrective action task (urgent - High/Extreme)risk_rating: "Extreme"→Corrective action task (urgent - High/Extreme)risk_rating: "Low"→Corrective action task (standard - Low/Medium)risk_rating: "Medium"→Corrective action task (standard - Low/Medium)Default→Corrective action task (standard - Low/Medium) - 7Corrective action task (urgent - High/Extreme)create task
Action owner implements corrective actions within 2 days for High or Extreme risk hazards and records actions taken and control photos.
- 8Corrective action task (standard - Low/Medium)create task
Action owner implements corrective actions within 14 days for Low or Medium risk hazards and records actions taken and control photos.
- 9Save actions takenupdate record
Persists the action owner's actions taken and control photos to the record.
- 10Safety officer verifies controlscreate task
Safety officer verifies whether the implemented controls are effective and records notes.
- 11Save verification resultupdate record
Persists the verification result and notes to the record.
- 12Route on control verification result
Routes to closure if controls are effective, or back to the action owner for further action if not.
verification_result: "Effective"→Set status to Closedverification_result: "Not effective"→Send back for further corrective actionDefault→Send back for further corrective action - 13Send back for further corrective actionrestart from step
Closes this iteration and restarts corrective action from the risk-routing step for further work, up to 3 times.
- 14Set status to Closedupdate record
Marks the hazard status as Closed on the record.
- 15Email reporter that hazard is closedsend email
Notifies the reporter that the hazard has been controlled and the report is closed.
Fields
Show all 17 fieldsShow fewer fields
FormWorkplace Hazard Report
- Reporter Name*· Text
- Reporter Email*· Email
- Location*· Text
- Hazard Category*· Choice
- Hazard Description*· Long text
- Immediate Controls Already In Place· Long text
- Photos of the Hazard· File upload
TaskSafety officer risk assessment
- Likelihood*· Choice
- Consequence*· Choice
- Risk Rating*· Choice
- Corrective Actions Required*· Long text
- Target Completion Date*· Date
TaskCorrective action task (urgent - High/Extreme)
- Actions Taken*· Long text
- Photos of Controls In Place· File upload
TaskSafety officer verifies controls
- Control Verification Result*· Choice
- Verification Notes· Long text
Other fields
- Hazard Status*· Choice
- Reporter Name*
- Reporter Email*
- Location*
- Hazard Category*
- Hazard Description*
- Immediate Controls Already In Place
Forms
Workplace Hazard Report
7 fields
Data Views
Hazard Reports
location, hazard_category, risk_rating, target_completion_date +1 more
Dashboard Widgets
Recommended integrations
Setup the following integrations to extend workflow capability.
Send email in the workflow
AWS SES
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FAQs
Do I need any technical setup to start using this workflow?
No, the template is ready to use as soon as your workspace publishes it — there's no installation or development project involved. Your team can start capturing hazard reports through the public request form right away.
Can my team change the risk rating categories or timeframes?
Yes, you can describe the change you want in plain English or edit the steps directly in the workflow editor, for example adjusting the 2-day and 14-day corrective action windows. Earlier versions of the workflow are kept, so you can review what changed.
Who is involved in assessing and actioning a hazard?
A safety officer carries out the initial risk assessment, rating likelihood, consequence and overall risk, then an action owner is assigned the corrective action task matched to that risk level. The safety officer later verifies whether the controls put in place were effective, and both roles are workspace members with tasks assigned to them.
What happens if the risk rating comes back High or Extreme?
The workflow routes the corrective action to an urgent task with a 2-day timeframe for implementing controls, rather than the standard 14-day window used for Low or Medium risk. The action owner records the actions taken and control photos directly on that task.
What happens if the safety officer finds the controls aren't effective?
The workflow routes the hazard back to the action owner for further corrective action, restarting from the risk-based routing step, and this can happen up to 3 times. Each verification result and the notes behind it are saved to the record so there's a clear history of what was tried.
Does the reporter need to create an account to submit or track a hazard?
No, reporters submit through the public request form and receive their reference number by email, with no account needed at any point. They're notified again automatically once the hazard is closed.
Is this suitable for workplaces with a high volume of hazard reports?
Yes, each report becomes its own record with a reference number, status and timeline, so table views and dashboards can show hazards by status across the whole workspace. This makes it easier to see at a glance which hazards are still open, in progress, or awaiting verification.
What information gets saved on the hazard record versus staying with a task?
Anything entered on a task the workflow waits for — like the risk assessment, actions taken, and verification result — is saved to the record and visible in its timeline. Each business should confirm this level of record-keeping meets its own workplace safety obligations.
Can we send hazard notifications by SMS instead of just email?
Email and SMS are both built into the platform, and a workspace can connect its own AWS SNS or Twilio account to send SMS messages. You'd add or adjust the notification steps in the workflow editor to suit how your team wants to be reached.
Ready to use this workflow?
Create a free account and customise this workflow for your business.