User Manual
Learn how to use IRMSystem effectively for incident reporting and management
1 Getting Started
- Login: Use your registered email and password to sign in. Contact your administrator if you don't have credentials.
- Dashboard: After login, you'll see your dashboard with incident statistics, recent incidents, and quick actions.
- Navigation: Use the sidebar (desktop) or bottom navigation (mobile) to move between sections.
Note: Your role (Staff, Supervisor, HOD, Admin) determines what you can see and do in the system.
2 Reporting an Incident
- Click the "Report Incident" button from the dashboard or sidebar.
- Fill in the Title - be specific and descriptive (e.g., "Water leakage in Terminal 1 lobby").
- Select the appropriate Category (Safety, Maintenance, IT, Security, etc.).
- Choose your Department - this determines who handles the incident.
- Set the Severity (Low, Medium, High, Critical) based on impact.
- Set the Priority to indicate urgency.
- Provide a detailed Description - include what happened, when, where, and who is affected.
- Add Tags (comma-separated) to help categorize the incident.
- Upload Photos, Videos, or Documents as evidence (max 20MB each).
- Check "Report Anonymously" if you want to hide your identity.
Tip: Good photos and clear descriptions help resolve incidents faster. Include exact location details.
3 Understanding Incident Status
| Status | Meaning |
|---|---|
| Open | Incident has been reported and is waiting to be acknowledged |
| Acknowledged | A supervisor or HOD has seen the incident and it's being reviewed |
| In Progress | Someone is actively working on resolving the incident |
| Escalated | The incident has been escalated to a higher authority for resolution |
| Resolved | The issue has been fixed and resolution notes have been added |
| Closed | The incident has been verified and permanently closed |
| Rejected | The incident was reviewed and determined to be invalid or duplicate |
4 Tracking Your Incidents
- Go to Incidents from the sidebar to see all incidents.
- Use filters to find incidents by status, severity, department, or date.
- Click on any incident to view its full details, timeline, and comments.
- The Timeline shows every action taken on the incident.
- Check SLA Due time to know when the incident must be resolved.
Tip: Incidents marked as Overdue have crossed their SLA deadline and need immediate attention.
5 Comments & Collaboration
- Open any incident and scroll to the Comments section.
- Type your comment and click "Post Comment" or press Ctrl+Enter.
- All users involved in the incident can see and reply to comments.
- Use comments to provide updates, ask questions, or share additional information.
6 For Supervisors & Department Heads
- Assigning: Click "Assign" on an incident to delegate it to a team member.
- Escalating: If an incident needs higher authority, click "Escalate" to send it up the chain.
- Resolving: After fixing the issue, click "Resolve" and add detailed resolution notes.
- Closing: Verify the resolution and click "Close" to finalize the incident.
- Reports: Access the KPI Dashboard to monitor department performance.
7 Notifications
- You'll receive email notifications when incidents are assigned to you, escalated, or resolved.
- The bell icon in the top bar shows unread notifications count.
- Click the bell to see recent notifications, or go to the Notifications page to view all.
- You can manage notification preferences in Settings.
Need Further Help?
- Contact your department head or system administrator for account-related issues.
- For technical issues, reach out to the IT support team.
