The Workflow

A complete guide to how Clozout works

From the moment an incident is reported to its final verified closeout, every step is structured, tracked, and transparent.

1

Report

Any employee submits an incident report

2

Classify

SHERQ Manager reviews and classifies severity

3

Investigate

Investigator conducts root cause analysis

4

NCR & Actions

Corrective actions assigned to owners

5

Verify & Close

Actions verified and incident closed

Each step in detail

Click on any step to expand and see exactly what happens at each stage of the safety management workflow.

1
Report Incident
Any employee can report a safety incident immediately

What gets captured:

  • Date, time, and exact location of the incident
  • Names and details of affected persons
  • Photo and document attachments (up to 50MB)
  • Immediate actions already taken
  • Division and depot assignment

Incident types supported:

FatalDisabling InjuryMedical TreatmentFirst AidNear MissFireVehicle RelatedEnvironmentalProperty DamageOccupational Health
2
Classify Incident
SHERQ Manager reviews and classifies the severity

Classification actions:

  • Assign incident severity level
  • Flag for statutory reporting if required
  • Determine if investigation is required
  • Choose investigation type (Preliminary or Full)
Who does this?
SM
SHERQ Manager
Full system access

Only the SHERQ Manager can classify incidents and initiate the investigation process.

3
Investigate
Conduct thorough investigation to determine root causes

Investigation workflow:

  • Assign lead investigator and committee members
  • Document individual investigation findings
  • Upload evidence, photos, and test results
  • Mark investigation as complete
  • SHERQ Manager approves the investigation
48h
Preliminary Investigation
7 days
Full Investigation
Investigation reports are downloadable as PDF at any stage
4
Raise NCR & Assign Actions
Create Non-Conformance Reports and assign corrective actions

NCR & Action steps:

  • SHERQ Manager creates NCR linked to investigation
  • NCR classified by priority (Low to Critical)
  • Corrective/Preventive actions created and assigned
  • Target completion dates set for each action
  • Email notifications sent to action owners
Action Categories
CorrectiveFix the root cause
PreventiveStop it recurring
Action Types
ImmediateShort-termLong-term
5
Verify & Close
SHERQ Manager verifies all actions and closes the incident

Closeout steps:

  • Action owners submit evidence of completion
  • SHERQ Manager reviews and verifies each action
  • Rejected actions sent back for resubmission
  • NCR closed when all actions are verified
  • PDF closeout report generated
What gets generated:
  • 📄 Incident summary PDF report
  • 📄 Investigation findings PDF
  • 📄 NCR closeout PDF report
  • 📄 Statutory report forms

Who does what in Clozout

Six role-based permission levels ensure the right people have the right access at every stage of the workflow.

Employee

  • Report incidents
  • View own incidents
  • Complete assigned actions

Supervisor

  • All employee capabilities
  • Report on behalf of team
  • View team incidents

Investigator

  • Lead assigned investigations
  • Add investigation findings
  • Upload evidence

HR Manager

  • View all incidents
  • Access statutory reports
  • Manage compensation claims

SHERQ Manager

  • Full system access
  • Classify incidents & create NCRs
  • Verify actions & close incidents

Administrator

  • All SHERQ Manager capabilities
  • Manage users and roles
  • System configuration

Ready to see it in action?

See how Clozout fits your organization's safety workflows with a personalized demo from our team.

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