RECORD IT. ADDRESS IT. REVIEW IT.
Incident Management Software for Reporting, Investigation and Corrective Action
Record what happened. Assign the response. Review whether the action worked.
Zebsoft brings incident reports, complaints, non-conformities, investigation records and corrective actions into one connected system. Give your team a clear reporting route and give managers visibility of the work needed to resolve problems.
Keep the original report, supporting files, responsible people and follow-up together, reducing reliance on separate spreadsheets and email chains.
INCIDENT REPORTING
Capture Incidents and Issues Across the Business
Manage different report types through a shared register, including:
- Accidents and near misses.
- Environmental incidents.
- Information security incidents.
- Customer complaints.
- Supplier delivery issues.
- Measurement non-conformities.
- Other event types defined by your organisation.
Record a title, date, location and description of what happened. Attach photographs or documents to give the people reviewing the report useful context.
INVESTIGATION AND RESPONSIBILITY
Make Investigation Responsibility Clear
Identify who received the report, who will investigate it and who it has been submitted to.
Retain investigation summaries, comments, results and the proposed response alongside the original information. This helps people follow the issue without repeatedly asking for updates or searching separate records.
Where further work is needed, assign tasks or raise a connected corrective and preventive action record—CAPA.
FINDINGS AND ROOT CAUSE
Record the Finding and Its Cause
Non-conformity management gives the issue a named owner, severity and due date.
Record what was found, where it occurred and the requirement involved. Capture the root cause, effect and recommended response so the action plan addresses the problem identified.
Findings can be associated with audit criteria and applicable clauses. This helps quality and compliance teams retain the relationship between a failure and the requirement that needs to be met.
CORRECTIVE ACTION SOFTWARE
Turn Corrective Actions into Assigned Work
Create corrective-action tasks against the finding and identify what needs to happen next.
Set the responsible person, priority, scheduled date and reminder. Add descriptions, attachments and dependencies where needed to explain the work and its supporting information.
Keep immediate correction and longer-term corrective action clear: resolving today’s problem and addressing its cause may require different work.
EFFECTIVENESS REVIEW
Review Effectiveness Before Closing Non-Conformities
Completing a task is one stage of resolving a non-conformity. The next is reviewing whether the corrective action achieved its intended result.
Zebsoft’s non-conformity findings require corrective action to be reviewed and marked effective before closure. This gives the responsible reviewer a distinct decision to make before the finding is accepted as resolved.
Observations and opportunities for improvement can follow a simpler closure route, allowing the response to reflect the type of finding.
CONFIGURED ZAP WORKFLOWS
Configure Detailed Incident Processes with ZAP Workflows
For incidents requiring a more detailed response, ZAP Workflows can be configured around your organisation’s process.
Define the stages, questions, responsibilities, supporting evidence and review points needed for each incident type. This allows teams to manage granular investigation and follow-up requirements while keeping the work connected to the incident.
Start with straightforward reporting and corrective actions, then configure more detailed workflows where the business needs them.
MANAGEMENT VISIBILITY
See What Still Needs Attention
Use the reporting register to distinguish new, open and closed reports.
The Findings & CAPA register highlights open findings, overdue work, items awaiting verification and repeat findings. Review severity, owner, due date and verification dates from the register, then open the supporting record.
Search, filter and export information to support review across the business.
HISTORY AND DISCUSSION
Retain the Response History
Keep progress notes and dated history entries against findings. Use the discussion area to retain conversations associated with the issue.
Managers and auditors can follow the recorded response, examine supporting files and understand how the issue progressed towards closure.
CONNECTED COMPLIANCE FUNCTIONS
Connect the Response to Wider Compliance Work
An investigation may identify a need to review a risk assessment, revise an instruction, improve competency or change supplier controls.
Use incident and corrective-action management alongside Zebsoft’s auditing, risk management, document control, employee compliance and supplier compliance functions.
This helps the business carry the learning into the work affected by the issue.
GETTING STARTED
Start with a Problem Your Team Wants to Resolve
Begin with one recurring issue or reporting process where clearer responsibility and follow-up would bring an immediate benefit.
Agree the report types, investigation responsibilities, action owners and closure expectations. Show users why the new process exists, then expand it as the team becomes familiar with the system.
Book a demonstration of incident reporting, investigation, corrective actions and effectiveness review.
See how to get started with Zebsoft.
Assign investigation and follow-up work through task management. Explore ZAP Workflows for configured incident questions, checks and evidence.