🔒 Permissions: Creating and submitting incident records, which is what sends the notification, is set by Access Controls and managed by your Workspace Administrator. If you can't submit a record, ask your Workspace Administrator to check your access. Learn more about roles and access →
🚧 Rolling out: We're switching this on for workspaces gradually, so it may not be available in yours just yet. If you don't see it, it's on the way.
When you log an incident, a team member often needs to know straight away. You don't have to send a separate message: add them in the incident's Notify step and they're emailed directly the moment you submit. This continues from logging an incident by talking to a Mini.
ℹ️ Only team members with the right access can be notified: You can only notify people in your workspace who already have the right level of access to that person's records. Notifying never gives anyone new access or widens who can see the information.
When to use this
A fall or injury a team leader should know about, like Ned's trip in the hallway.
A reportable incident that a manager needs to be told about without delay.
An incident near a shift change where the incoming shift lead should be brought up to speed.
How it works
The incident record includes a Notify step. You add the team member who needs to know, and when you submit the incident, they're emailed directly. Only people in your workspace who already have the right level of access to that person's records can be chosen, so notifying never widens who can see the information. The notification is sent when you submit, never while the record is still a draft.
Step 1: Add the team member in the Notify step
While you're reviewing the incident draft, open the Notify step and choose the team member who needs to know. For Ned's fall, that might be the team leader on shift. Only people in your workspace who have the right level of access to Ned's records appear in the list, and you can add more than one. The incident keeps saving as a draft as you edit, so you can step away and come back to it before you submit.
Step 2: Submit the incident
Check the incident details and the notify list, then click Submit. Submitting records the incident on the timeline and emails the team member you added, all in one step.
⚠️ The notification sends as soon as you submit: The email goes out the moment you submit, and an email can't be unsent. Check the incident details and the notify list before submitting. For a reportable incident, notifying a team member here does not replace your organisation's formal reporting process.
Tips for notifying the right person
Add them as you go. If you're logging the incident by chatting with the Mini, you can mention who to notify in the same conversation.
Someone missing from the list? They may not have the right level of access to that person's records. Your Workspace Administrator can check their access.
Check the details first. The notification carries the incident information, so a quick review means the team member gets the right picture.
ℹ️ Good to know: This is the same Notify step used on any record, so it works the same way for other record types. To let a family contact know instead, you can ask the Mini to draft an email you review and send yourself: see how to notify a family member after logging a record.
Need help?
If a notification didn't send, or you're not sure who was notified, reach out via the Help Desk in the app and we're happy to help.