Add a Near Miss Record to an Incident

When you create an incident in Procore, you can add one or more near miss records to capture important safety details. In the construction industry, properly documenting near misses helps to correct potential problems and can help to reduce injury accidents in the future. Examples of a Near Miss include tripping over extension cords, minor falls that do not result in injury, and more.

• Required User Permissions:

  • To add a record:

    • 'Standard' level permissions or higher on the project’s Incidents tool.

  • To add a contact in the 'Person Affected' field. See What is a 'contact' in Procore and which project tools support the concept? and consider these permissions:

    • 'Standard' level permissions or higher on the project's Incidents tool.

    • 'Read Only' or 'Standard' level permissions on the project's Directory tool with the 'Create Contacts' granular permission enabled on your permission template.

      • Users who have been granted the 'Create Contacts' granular permission can:

        • Add a new contact when the person does NOT already exist in the Company or Project Directory.

        • View existing contacts as a drop-down selection for all projects in the company's Procore account.

      • Users who have NOT been granted the 'Create Contacts' granular permission do NOT have sufficient permission to add contacts. However, they do have sufficient permission to view contacts added by others on the project and to select an existing contact when adding a record.

• Additional Information:

  • Custom options can be created for certain fields in a record. See Add Custom Options for Incident Fields.
    Note: These field options for incidents are managed in the Company level Admin tool and can only be created by users with 'Admin' permissions on the Company Admin tool.

• Create an Incident

1. Navigate to the project's Incidents tool.

2. Click the Incidents tab.

3. Click View next to the incident you want to add a near miss record to.

4. Scroll to 'Incident Records'.

5. Click Add Record and select Near Miss in the drop-down menu.

6. Add the following information, as applicable, in the 'New Near Miss Record' side panel:

   • Company Affected. Select the company of the person that was involved from the near miss. See Add a Company to the Project Directory.

   • Person Affected. Enter the name of the person involved in the near miss. Notes:

     • If the person's name exists in the Project Directory, a match will appear as you type. See Add a User Account to the Project Directory.

     • If the person's name does NOT exist in the Project Directory, add them:

       1. Type the person's name and click Create Person.

       2. Enter their information.

       3. Click Create to create a contact. See What is a 'contact' in Procore and which project tools support the concept?

   • Work Activity. Select the activity the person was doing when the near miss occurred.

   • Equipment. Select the equipment involved.
     

     • Select Existing Equipment

       1. Click the Equipment or Equipment Name drop-down menu select the equipment.

     • Create New Equipment Record
       Note: Use this to track equipment you own or are renting longterm. These records are also added to the company's Equipment tool.

       1. Click the Equipment or Equipment Name drop-down menu and search for the equipment.

       2. If it has yet to be created, select Create Equipment.

       3. Click Add to Register.

       4. Enter the equipment information. Show/Hide Fields

          • Equipment Photo

            1. Click the image.

            2. Select a file from your computer.

            3. Click Open to upload the photo.

          • Specification Information

            • Category. The equipment category.

            • Type. The equipment type.

            • Make. The equipment make.

            • Model. The equipment model.

            • Serial Number. The serial number.

            • Year. The year the equipment was built.

          • General Information

            • Equipment ID. The equipment ID.

            • Equipment Name. The name of the equipment.

            • Rate per hour. The cost of the equipment per hour.

            • Status. The status of the equipment.

            • Ownership. Whether the equipment is owned, rented, or subcontracted. If not owned, the following fields are available:

              • Vendor Name. The name of the equipment vendor.

              • Rental Start Date. The start date for the equipment rental.

              • Rental End Date. The start date for the equipment rental.

            • Assignee. The equipment's assignee.
              Note: Assignees must be listed as a user in the Company Directory.

            • Onsite. Indicates if the equipment is at the project site.

            • Groups. The group for the equipment.
              Note: This is configured in the Resource Planning tool.

            • Notes. Notes about the equipment

          • Additional Information

            • Any additional information about the equipment.

          • Attachments

            1. Click Attach File and select the file from your computer.
               OR
               Drag and drop one or more files into the 'Drag and Drop' box.

       5. Click Create.

     • Create Unmanaged Project-Only Equipment
       Note: Use this to track temporary equipment, such as a rented generator. These records are not added to the company's Equipment tool.

       1. Click the Equipment or Equipment Name drop-down menu and search for the equipment.

       2. If it has yet to be created, select Create Equipment.

       3. Enter the equipment ID.

       4. Click Create to add it to the item and the 'Project-Only Equipment' tab in the project's Equipment tool.

   • Source of Harm. Select the source of harm that affected the person (e.g., Chemical, Explosion, Vehicle, and so on).

   • Description. Enter any additional information relevant to the near miss record.

7. Click Create.