Getting started with Events

Events is where your organisation records and follows up on the things that matter: incidents, near-misses, observations, complaints, hazards, or anything else you decide to track.

Event types are fully configurable, so you can define the categories that match your organisation.

Note: Some teams refer to this module as 'incident reporting'. In Vatix it's called Events because it supports a broader range of use cases than incidents alone. The Events module was previously called Incidents. You'll find it as 'Events' in the left sidebar of Vatix Workspace.

How Events are set up

Before anyone can report an Event, a user with Object Manager access configures the module: the forms reporters complete, the fields that store your data, the layout that organises the record, and the pipelines that tailor how different types of Events are handled.

For how these pieces fit together, see How Event Forms, fields, layouts and pipelines connect. Learn more about Object Manager in this article.

The stages of an Event

With that setup in place, every Event follows a similar path, from initial report through to follow-up and closure:

1. An Event is reported: A reporter submits a form, from the Vatix app (formerly Protector Mobile app), the Vatix Workspace web app, or a public QR code or web link that doesn't need a Vatix account. Learn more about reporting an Event in this article.

2. The right people get involved: When an Event comes in, the right people need to see it and it needs to go into the right pipeline. If you've set up assignment rules, this happens automatically, but they're optional. You can also add collaborators yourself at any time, not just when the Event is submitted, so you can bring people in as the follow-up develops. Learn more about Event collaborators in this article.

3. The Event is worked through a pipeline: A pipeline tailors how that type of Event is handled, highlighting the fields and guidance that matter at each stage so the people managing it know what to do. Learn more about Event Pipelines in this article.

4. Tasks close the loop: From any Event record, you can raise tasks to assign, manage, and track follow-up actions.

The reporter and the Owner of an Event

Every Event record has a 'Reporter' field and an 'Owner' field, and they do different jobs.

• The reporter is the person who reported the Event. When you submit an Event Form from Vatix Workspace or the Vatix app, you're set as the reporter automatically.
• The Owner is the person responsible for managing the Event. You choose the Owner in the 'Owner' field on the Event record. If your Event Form has a question mapped to the 'Owner' field, the answer to that question sets it instead.

An Account Owner or a Manager with access to the Event can change either field on the 'Details' tab. If the Event is in a pipeline and the field isn't shown at the current stage, click 'Show all fields'.

The reporter and the Owner can both see the Event in their Events list. When someone else makes you the Owner of an Event, you're notified, and if you're an Account Owner or Manager you're also added as a collaborator. You can choose how you're notified under 'Event assigned to me' in your notification preferences.

Reporting on your Events

Your Event data can feed your Analytics dashboards, and Safety Metrics calculates your organisation's key health and safety rates (such as AFR, LTIFR, LTISR, and NMFR) from your Event data and the monthly work hours you enter. Learn more about Event safety metrics in this article.

Who can access Events

• Object Manager access: configures the module, including its forms, fields, layout, and pipelines.
• Account Owners: can view and act on every Event in the organisation, and can be added as collaborators.
• Managers: can be added as collaborators on individual Events, and work on the Events they're added to.
• Users: can report Events and have limited access to the Events they've reported or own. They can't be added as collaborators.

Setting up Events for the first time

If you're configuring Events for the first time, it helps to read How Event Forms, fields, layouts and pipelines connect first, so you understand how the building blocks relate. Then work through the setup in this order:

1. Set up your Event Form and its questions.
2. Create the fields you want on the record in the Field Manager, and arrange them with the Layout Editor.
3. Optionally, map a form question whose answer should populate a field automatically.
4. Tailor a pipeline for the types of Event that need a defined process.
5. Add assignment rules to route Events to the right pipeline and add collaborators.

Note: Your Vatix onboarding contact will guide you through your kick-off and configuration. In case of any questions, contact your Vatix account manager or our support team.