Landscapt (CRM)

Injury & Near-Miss Cases

Reporting injuries, illnesses and near misses from the field, following them up in the office, tracking self-paid costs, and feeding the Accident Free Workdays KPI.

What it is, and where to find it

An Injury Case is a record of one reported injury, illness or near miss. It works like Damage Cases: a list with a dashboard on top, a detail panel per case, expenses, files, comments and an audit trail.

Office: Tools → Injury Cases (/tools/injury-cases). This page is hidden from crew accounts.
Field: Job Photos → Field → Injury / Near Miss — a phone-friendly report form anyone with Job Photos access can fill out. Submitting it opens a new case.

Report type	What it means
Injury	Someone was hurt at work. Needs a severity (first aid, medical treatment, lost time, or fatality).
Illness	A work-related illness (e.g. heat illness). Counted the same way as an injury.
Near miss	An event that could have hurt someone but didn't. Tracked, but it has no severity, days away, treatment or claim route, and it never counts as an injury.

Report near misses too. They show where someone almost got hurt, so the hazard can be fixed first. A rise in near misses is usually a sign people are reporting, not that the job got less safe — which is why they never reset the days-since-last-injury counter.

Filing a report from the field

The field form follows the first page of the paper Employee's Report of Injury. It's meant to be filled out as soon as possible after the incident — the paper process asks for it within 48 hours.

Section	What it asks
What are you reporting?	Injury, Illness, or Near miss.
Who and when	Employee name, job title, supervisor, whether they've told their supervisor, date and time.
What happened	Exact location, what they were doing, step-by-step description, equipment/tools, PPE worn, witnesses.
The injury	Nature of injury (the list from the paper investigation form), body parts, whether they saw a doctor (name, phone, date), and whether that body part was injured before. For a near miss: how someone could have been hurt.
Prevention	What could have been done to prevent it.

Only the employee name and a description are required. Start typing the Supervisor field to pick from your employee list — an exact employee name is what lets the supervisor alert find that person's login. The same Job Photos → Field menu also has a Damage Report form that opens a Damage Case.

What the office adds

Opening or editing a case from the Injury Cases page shows the same form plus an Office use section — the things a field report shouldn't have to guess:

Field	Notes
Severity	First aid, Medical treatment (a doctor visit), Lost time, or Fatality. Field submissions default to First aid until the office sets it.
Days away from work	Whole days. Feeds the Days Away stats.
Treatment given	Free text.
Cost handled through	Workers' comp, Self-pay (company), or Not decided yet. See Expenses below.
OSHA recordable	A checkbox the office sets; counted on the Reporting tab.
Cause / Corrective action	The outcome of the supervisor's investigation.

Status	Meaning
Open	Default for every new report.
In Progress	Being investigated or followed up.
Resolved / Closed	Finished. Editing the details, adding or deleting expenses, and deleting the case are blocked until it's reopened. Status and resolution notes always stay editable.

Change status from the badge in the case header. Marking a case Resolved prompts for resolution notes. Case numbers look like IC-2026-001.

The dashboard and list

The top of the Injury Cases page shows:

Days Since Last Injury — calendar days since the most recent injury or illness. Near misses don't count.
Open and Closed — Open includes In Progress; Closed includes Resolved.
Injuries YTD (with how many were recordable), Days Away YTD, and Near Misses YTD.

The list below can be searched (employee, case #, description) and filtered by type and status, and shows type, severity, how the cost is handled, total cost and days away.

Expenses and self-pay

Use the Expenses tab for costs the company pays directly — typically when you choose Self-pay (company) instead of filing a workers' comp claim. Each expense has a date, a type (Medical, Lost wages or Other), an optional provider (a vendor from your shared Vendors list, or a typed clinic name), a description and an amount. The case's Total Cost is the sum of its expenses, and shows in the list and on the Reporting tab.

Cost handled through is a label, not a calculation: choosing Workers' comp doesn't stop you logging expenses, it just records how the case is being handled. A self-pay case opens on the Expenses tab.

Every change to a case — status, details, expenses added, edited or removed — is recorded in the case's Audit Trail tab, alongside the Files and Comments tabs shared with other records.

Supervisor alerts

When a report is filed, Landscapt notifies the people who need to follow up — in the notification bell, by email, and as a push to anyone using the crew app. The alert links straight to the case.

The named supervisor is always alerted, if the name on the report matches an employee who has a login.
The recipient list is alerted too. Admins set it in Settings → Notifications → Injury & Near-Miss Report Recipients; it defaults to all admins and managers. Pick specific people to narrow it.
The person who filed the report is never alerted about their own report.
Anyone can turn the alert off for themselves under Settings → Notifications → Injury / Near Miss Reported, for in-app and email separately.

The email and notification say who, what type, when and where — the details stay behind sign-in. See the Notification Preferences guide for how recipient lists and personal toggles stack.

The Reporting tab

The Reporting tab summarises a year at a time (pick the year at the top): injuries, illnesses and near misses, recordables, days away, total company-paid cost, and how much of it is on self-pay cases. The chart shows each month as stacked incident counts, or switch it to cost.

Accident Free Workdays (KPI)

On the Landscapt KPI scorecard, Accident Free Workdays is calculated from Injury Cases: the Monday–Friday workdays since the most recent injury or illness incident date, as of today. It shows a dash until there's an injury on record. Near misses don't reset it, and deleted cases are ignored. It's a point-in-time number, not a year total.

Working alongside the paper form

The in-app report is the quick intake, not a replacement for the supervisor's full investigation. Keep using your paper Supervisor's Accident Investigation / Incident Investigation Report for the detail that doesn't belong here (date of birth, address, unsafe acts and conditions checklists, investigation team, signatures), and attach the finished PDF to the case's Files tab. Record the outcome in the case's Cause and Corrective action fields so it's searchable and counted.

Who can see it

Injury records are sensitive, so they're limited to your organization's own users — client portal logins can never read them — and the Injury Cases page is hidden from crew accounts. Crew can still file a report from Job Photos → Field. Subscriptions that have lapsed to read-only can view cases but not add or change them.