What This Guide Covers
This guide shows you how to set up and manage incident type classifications that determine what kinds of incidents can be reported in your organisation.
What Are Incident Types?
Incident types (also called classifications) are categories that define what kind of incident occurred. They determine:
What sections appear in the incident form
What questions users need to answer
How incidents are categorised for reporting
Workflow and notification rules
Common Examples
Near Miss - Something almost happened but didn't result in injury or damage
Property Damage - Damage to equipment, buildings, or materials
Injury/Illness - Someone was hurt or became ill
Environmental Incident - Spill, release, or environmental impact
Vehicle Incident - Involving company or contractor vehicles
Security Incident - Theft, vandalism, or unauthorised access
How to Access Incident Types
Log into ComplyFlow
Navigate to Incident > Admin
Select Incident Type in the submenu
You'll see a list of all incident types configured for your organisation.
Creating a New Incident Type
Follow these steps to create a new incident classification:
1. On the Incident Type list page, select Add.
2. Enter basic information.
a. Name (Required) - enter a clear, descriptive name for this incident type.
Examples:
‘Near Miss’
‘First Aid Injury’
"Lost Time Injury"
‘Property Damage’
‘Environmental Spill’
‘Vehicle Collision’
Tips:
Use names that users will easily understand
Be specific (e.g., ‘Lost Time Injury’ rather than just ‘Injury’)
Use consistent terminology across your organisation
Avoid abbreviations unless universally understood
3. Configure sections. Select which sections should appear for this incident type.
How it works:
Each incident type can have different sections
Sections appear in the order you configure
Only selected sections will show when this incident type is chosen
Example configuration for ‘Vehicle Incident’ | Example configuration for ‘Near Miss' |
✓ Incident Details ✓ Vehicle Information ✓ Driver Information ✓ Witness Information ✓ Root Cause Analysis ✓ Corrective Actions | ✓ Incident Details ✓ Location and Activity ✓ Potential Consequences ✓ Root Cause Analysis ✓ Recommendations |
Tips:
Include all relevant sections Guide 2: Managing Incident Sections
Order sections logically (basic info first, analysis last)
Don't include unnecessary sections (keeps forms focused)
Test the form before rolling out
4. Link Questions. Once the incident type is created, you can assign sections to it.
How It Works
After creating the incident type, go to the incident type settings to select which sections should appear
Each section will display the questions that were previously assigned to it when the questions were created
The order of questions within each section follows the sequence set during question creation. The order of sections themselves can be managed by assigning order numbers (e.g., 5, 10, 15, 20, 25), where lower numbers appear first. Questions will automatically show in their assigned sections; no need to recreate them
Example Flow
a. Create an incident type, e.g., ‘Vehicle Incident’.
b. Assign sections: Incident Details, Witness Information, Root Cause Analysis, etc.
c. Questions that were created and assigned to each section will appear automatically under that section.
d. The display order of questions matches the order you set when creating them.
Tips
Make sure all relevant questions are assigned to the correct sections before linking them to the incident type.
Test the incident form to ensure all questions appear in the correct sections and order.
Questions are typically linked at the section level. If you created questions with specific incident type links (see Guide 3), those relationships will apply automatically.
5. Select Add to create your incident type.
The new incident type will now appear as an option when users report incidents.
Editing an Existing Incident Type
To modify an incident type:
1. Go to Incident > Admin > Incident Type
2. Find the incident type you want to edit
3. Select Actions > Edit
4. Make your changes
5. Select Edit to save.
Warning: Changing an incident type affects:
New incidents reported using this type
Existing incidents may display differently
Users may be confused if names or structures change significantly
Best practice: Test changes on a copy first, or make changes during quiet periods.
Deleting Incident Types
Before You Delete
Warning: Deleting incident types can cause problems:
Existing incidents using this type may break
Historical data may become hard to access
Reports may not work correctly
How to Delete (Not Recommended)
Go to Incident > Admin > Incident Type
Find the incident type
Select Actions > Delete
Confirm deletion
Only delete if:
The type has never been used
It was created by mistake
You've consulted with your administrator
Linking Sections to Incident Types
Understanding the Relationship
Incident types control which sections appear in incident forms:
Example:
"Vehicle Incident" shows: Vehicle Info, Driver Info, Location, Investigation
"First Aid Injury" shows: Injured Person, Injury Details, First Aid Given, Location
"Environmental Spill" shows: Spill Details, Materials Involved, Containment, Cleanup
Best Practices for Section Selection
1. Include essential sections only
Don't overwhelm users with unnecessary sections.
Good: 5-8 relevant sections
Poor: Every section "just in case"
2. Order sections logically
Start with basic information, end with analysis.
Recommended order:
Basic incident details (what, when, where)
People involved (injured, witnesses)
Specific details (equipment, materials, vehicles)
Description and circumstances
Immediate response
Investigation (if applicable)
Root cause analysis
Corrective actions
3. Reuse sections across types
Use the same sections for similar incident types to maintain consistency.
Example:
"Incident Details" section appears in ALL incident types
"Root Cause Analysis" section appears in MOST incident types
"Vehicle Information" section appears only in vehicle-related types
4. Test before deploying
Create a test incident using the new type to verify:
All necessary sections appear
Sections are in the right order
Questions make sense
Nothing is missing
Best Practices for Incident Type Setup
1. Use Clear, Descriptive Names | Good:
Poor:
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2. Don't Create Too Many Types | Problems with too many types:
Sweet spot: 5-12 incident types for most organisations If you need more granularity: Use tags, questions, or sub-categories within broader types |
3. Group Similar Incidents | Instead of:
Use:
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4. Consider Regulatory Requirements | Ensure your incident types align with:
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5. Plan for Reporting | Design incident types to support the reports you need:
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Common Incident Type Structures
Basic Structure (Small Organisation)
Near Miss - Potential incidents
First Aid Injury - Minor injuries requiring first aid
Medical Treatment Injury - Injuries requiring medical attention
Property Damage - Damage to equipment or property
Environmental Incident - Spills, releases, environmental impacts
Medium Complexity (Growing Organisation)
Near Miss
First Aid Injury
Medical Treatment Injury
Lost Time Injury
Property Damage - Minor
Property Damage - Major
Vehicle Incident
Environmental Spill
Security Incident
Hazard Report
Advanced Structure (Large Organisation)
All of the above, plus:
Contractor Incident
Visitor Incident
Public Incident
Fire/Emergency
Equipment Failure
Process Deviation
Quality Incident
Troubleshooting
Problem | Possible causes | Solution |
Incident type doesn't show when reporting |
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Wrong sections appear for incident type |
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Questions missing from incident form |
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Common Questions
Can I change an incident type after incidents have been reported?
Yes, but changes only affect new incidents. Existing incidents keep their original configuration (though the label may update).
How many incident types should I have?
Most organisations work well with 5-12 types. More than 15 can become confusing.
Can I rename an incident type?
Yes, but be aware it will change everywhere including historical reports.
What happens if I delete an incident type?
The incident type disappears from the list of available types.
Users will no longer be able to select it when submitting a new incident.
Can incident types have different approval workflows?
Yes, but this is typically configured at the system level. Check with your administrator.