Workflow Template

Near Miss Reporting Workflow

Captures near miss reports from anyone in the organisation, notifies the reporter, has the safety officer assess immediate controls and risk rating, escalates high-risk events to an investigator for root cause analysis, and closes the loop with lessons learned shared back to the reporter.

Near misses often go unreported or get logged and forgotten, leaving risks unaddressed until something worse happens. This workflow captures near miss reports through a public form, has the safety officer assess immediate controls and set a risk rating, routes high-risk events to an investigator for root cause analysis, and closes the loop by sharing lessons learned back with the reporter. Safety officers and investigators run the assessment and investigation steps, while reporters take part without needing an account.

Business Outcomes

Helps make sure every near miss report gets a documented risk rating and response
Supports faster escalation of high-risk events to investigation
Keeps reporters informed from submission through to lessons learned
Creates a clear record timeline of controls, root cause and corrective actions
Reduces reliance on manual follow-up to track open near miss reports

Workflow Steps

Steps

1
Create near miss report recordcreate record
Creates the near miss report record from the submitted form data.
2
Set status to Reportedupdate record
Sets the report status to Reported immediately after creation.
3
Email reporter: report receivedsend email
Emails the reporter confirming their near miss report was received along with the reference number.
4
Safety officer: record immediate controls and risk ratingcreate task
Assigns the safety officer a task due in 2 days to record immediate controls and set the risk rating.
5
Save controls and risk rating to recordupdate record
Persists the immediate controls and risk rating captured by the safety officer to the record.
6
Route on risk rating
Routes High-risk reports into an investigation; other ratings proceed straight to lessons learned.
risk_rating: "High"→Set status to Under Investigation
Default→Safety officer: record lessons learned
7
Set status to Under Investigationupdate record
Sets the report status to Under Investigation for High risk-rated reports.
8
Investigator: record root cause and corrective actionscreate task
Assigns an investigator a task due in 7 days to determine the root cause and corrective actions.
9
Save root cause and corrective actions to recordupdate record
Persists the investigator's root cause and corrective actions to the record.
10
Safety officer: record lessons learnedcreate task
Assigns the safety officer a task due in 3 days to record lessons learned from the near miss.
11
Save lessons learned to recordupdate record
Persists the lessons learned text to the record.
12
Set status to Closedupdate record
Sets the report status to Closed now that lessons learned have been documented.
13
Email reporter: thank-you with lessons learnedsend email
Emails the reporter a thank-you message including the lessons learned from their near miss report.

Fields

Show all 14 fields

FormNear Miss Report

Reporter name*· Text
Reporter email*· Email
Date of event*· Date
Location*· Text
Description of what happened*· Long text
People or equipment involved*· Long text
Potential consequence*· Choice
Photos· File upload

TaskSafety officer: record immediate controls and risk rating

Immediate controls implemented· Long text
Risk rating· Choice

TaskInvestigator: record root cause and corrective actions

Root cause· Long text
Corrective actions· Long text

TaskSafety officer: record lessons learned

Lessons learned· Long text

Other fields

Report status· Choice

Reporter name*
Reporter email*
Date of event*
Location*
Description of what happened*
People or equipment involved*

Forms

Near Miss Report

8 fields

Data Views

Near Miss Reports

event_date, location, potential_consequence, risk_rating +1 more

Dashboard Widgets

Near miss reports by status

Recommended integrations

Setup the following integrations to extend workflow capability.

Send email in the workflow
AWS SES

near miss reportingnear miss incidentsafety reportingWHSEHS workflow

Similar Workflows

Workplace Incident Reporting Workflow Hazard Reporting Workflow Root Cause Analysis Workflow

Similar Categories

Risk Management Quality Management Trades & Home Services

FAQs

How do I set up this near miss reporting workflow?

Publish the template in your workspace and it's ready to run immediately, no installation or development project needed. The public request form is already built with fields for reporter details, event description, and photos. You just need to assign a safety officer and investigator to handle the tasks as reports come in.

What do I need before I can start using this workflow?

You need workspace members set up as admins or members so tasks can be assigned to the safety officer and investigator. You'll also want to share the public request form link with your organisation so anyone can submit a near miss report without needing an account.

Who is involved in handling a near miss report?

The reporter submits the initial report through the public form and receives email updates. The safety officer assesses immediate controls and sets the risk rating, and later records lessons learned. An investigator gets involved only when a report is rated high-risk, handling root cause analysis and corrective actions.

What happens when a report is rated high-risk?

The workflow routes high-risk reports into an investigation and sets the status to Under Investigation. An investigator is assigned a task, due in 7 days, to determine the root cause and corrective actions. Once that's recorded, the process moves on to the lessons learned step, the same as any other rating.

What happens to reports that aren't rated high-risk?

Reports with any risk rating other than High skip the investigation step and go straight to the safety officer recording lessons learned. This keeps lower-risk reports moving quickly to closure without unnecessary delay.

Can I change the task deadlines or add extra steps?

Yes. You can describe the change you want in plain English, or edit the steps directly in the workflow editor. Earlier versions of the workflow are kept, so you can review what changed.

What does the reporter see and receive?

The reporter gets an email confirming their report was received along with a reference number. Once the report is closed, they receive a thank-you email that includes the lessons learned from their near miss. They never need an account to submit a report or receive these updates.

Where can I track the status of open near miss reports?

Each report is a record with a reference number, a status, and a timeline of what happened. Table views and dashboards show records by status, so you can see at a glance which reports are Reported, Under Investigation, or Closed.

Does this workflow help with compliance requirements?

The workflow records statuses, the risk rating, controls, root cause, corrective actions, and lessons learned entered by staff, along with a full record timeline. Each business should confirm its own compliance obligations against what's captured here.

Ready to use this workflow?

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