EP365 · An app for Microsoft 365

Workplace injury records, statutory reporting and prevention

EP365 Injury log from the shop-floor entry to the report on the labour inspectorate portal

The injury log, statutory reports for the labour inspectorate portal, deadlines, insurance claims and corrective actions — the whole injury agenda under section 105 of the Czech Labour Code and Government Regulation 322/2025 Sb., inside the Microsoft 365 you already have and pay for. No foreign cloud and no extra passwords.

A log nobody can quietly rewrite. Every injury in one place, including the ones with no sick leave. When the year ends you close its volume — a later correction then needs a stated reason and stays visible.

Deadlines you don't have to remember. The fifteen working days run from the moment you learned about the injury. The app tracks who has to be told what — the inspectorate, both insurers and the safety representative.

From the injury straight to the fix. One entry produces the statutory report for the labour inspectorate portal, an insurance claim for the injured employee and an investigation with corrective actions.

Book a 30-minute demo See what it does

Your data stays in your Microsoft 365 Under Czech Regulation 322/2025 Sb. From 3,000 CZK a month

See it in practice

An overview of deadlines and cases, a record of all injuries in the book and injury reporting through a guide that writes to the book after the very first step. Click the demo to enlarge it.

Sound familiar?

This is what safety officers in manufacturing companies tell us. Not because anyone neglects their duties, but because spreadsheets and e-mail were never built to track deadlines — or to prove that nothing was changed after the fact.

“Our injury log lives in a spreadsheet and nobody knows which copy is current.”

The file travels between two computers, minor injuries often never get written down — “nothing really happened” — and at an inspection there is no way to prove that nothing was edited after the fact.

“Every single time I look up again who has to be told, and by when.”

The labour inspectorate, the health insurer, the employer's liability insurer, the employees' safety representative — each with a different deadline and a different condition. And since January 2026 a new regulation applies.

“The report went out and then the sick leave got longer.”

The real length has to be added in the portal, but nobody remembers to do it. Corrective actions from the investigation end the same way — the due date passes and no one knows whether the work was done.

What the Injury log does about it

Five things that calm the agenda down fastest. The full list of features is further down in the details.

From a shop-floor report to a filing on the portal

A supervisor reports the injury from a phone — four questions and a photo of the scene. The safety officer completes the entry and the app works out what follows: whether a statutory report is required, by when it must be filed and who has to be notified. A guided flow then walks through signing in to the labour inspectorate portal and its form step by step — every value is copied with one click.

~~spreadsheets, e-mails and deadlines kept in someone's head~~ one flow from the entry to a filed report

Case · INJ-2026-030

2 Sep · chest struck against a rack

18 days of sick leave → report required

due 23 Sep · 15 working days

Filed 4 Sep · file reference stored

Deadlines that watch themselves

The filing queue shows, case by case, what has already gone out and what is still running — inspectorate, both insurers, safety representative. Proof of sending is stored with each one, so meeting the deadline can be evidenced rather than merely claimed.

~~“when exactly do we have to send this?”~~ a due date and a receipt for every recipient

Investigation and actions with a due date

The facts established with the injured person, witnesses and the safety representative, the root cause, and corrective actions with an owner and a date. The app then makes sure the date is not missed.

Compensation without the paperwork

An injury that gives rise to a claim becomes an insurance case: loss of earnings, pain and suffering, impaired social participation and property damage, plus the list of documents and a covering letter to the insurer.

Serious injury: the first hour

The one place in the whole agenda where a mistake cannot be undone later. The app reminds people that the scene must not be altered until the causes are established, and guides the notification. Supervisors have it on their phones too.

The fastest route: 30 minutes on screen.

No company presentation. We share a screen and click through the whole agenda on sample data — from a report sent from a phone to a filed statutory report and the actions that came out of the investigation.

Pick a demo slot Free and with no commitment · online in Teams

What we cover in 30 minutes

5 min How you keep the log today and what slows you down most

10 min Logging an injury from a phone and from a desk, and what the app derives from it

10 min Deadlines, filing on the portal, the insurance claim and corrective actions

5 min What a rollout would mean for you + an indicative price

For those who want to know more

Everything that matters in one place — features, a comparison with the alternatives, security, pricing and answers to common questions.

An injury log that matches the regulation

The twelve data points Czech Government Regulation 322/2025 Sb. requires, including a description of how the injury happened. Every injury belongs here, including one after which the person was back at work the next day — this is the list an inspector asks to see first.

Reporting from the floor, on a phone

A QR label at the workplace or machine, or the Report button in the app on a phone. The supervisor fills in four things — who, when, where, what happened — and can attach a photo of the scene. The safety officer gets an e-mail straight away (switched on in Settings) and only completes the entry instead of creating it again. The quick report also asks whether the injured person went to a doctor, and the full report asks about treatment, incapacity for work and the injured person’s health insurer; the manager of the operation where it happened can get an e-mail too.

Statutory report and portal filing

The fifteen parts of the official form with a completeness check, plus a guided filing flow: what is still missing, signing in to the inspectorate portal and its form step by step with values ready to copy. After sending, the app stores the submission number, exactly what was sent and, if you upload it, the certificate of the digital submission; the file reference is added once the inspectorate assigns it.

Deadlines and the filing queue

For every case you see what went to whom and by when. The fifteen working days run from the moment the injury became known, not from the date it happened; “without undue delay” notifications are tracked separately. Proof of sending is stored.

Updating a report already filed

If the sick leave gets longer or the circumstances change, the app compares the report with what was sent to the portal and shows what differs. The update flow then walks through the portal with only the changed values.

Root-cause investigation and corrective actions

The facts established with the injured person, witnesses and the safety representative, the path from the event to the root cause, and actions with an owner and a due date. The investigation protocol, including the lesson for the risk assessment, is printed or saved as PDF; the app also points out similar injuries from the last two years.

Insurance claims and entitlements

Entitlements under sections 271a to 271j of the Czech Labour Code — loss of earnings during and after sick leave, pain and suffering, impaired social participation, reasonable treatment costs and property damage. Each entitlement lists the documents insurers usually ask for, to tick off, plus a check calculation of average earnings including the more favourable previous year and a covering letter for the insurer. You can print the injured person an overview of what they are entitled to and what to document; a claim can also be filed for a recognised occupational disease.

My injury, for the injured employee

The injured employee sees their own case — how it is being handled, what they have received and which documents are still missing for compensation — and can write a statement and send documents, from their phone too. The safety officer grants access with one button; apart from the employee, only the safety officer and HR (plus the SharePoint site owners) can see their statement and documents.

Occupational diseases and near misses

Occupational disease records under section 105(6) with the statutory list (Regulation 290/1995 Sb.), plus near-miss reporting — events that ended well and are free to learn from. Both show their link to injuries that came later.

Year-end lock, printing and reports

After the year ends the safety officer closes its volume; a later correction requires a reason and stays in the case history, which can be printed with the case. The log, the overviews and the case detail can be printed or saved as PDF — with a choice of scope and an option to replace names with personnel numbers. Plus an annual health and safety report, an overview for the insurer and CSV export of the main lists.

Area

EP365 Injury log

Spreadsheet or paper log

Generic H&S software

External safety consultant

Data inside your Microsoft 365

yes, entirely

local files

someone else's cloud

at the supplier

A log that cannot be quietly rewritten

year-end lock and history

depends on the product

outside your control

Reporting from the floor, on a phone

QR label or button

sometimes

a phone call

Deadline tracking under Reg. 322/2025

yes, from when it became known

by hand in a calendar

depends on setup

the supplier tracks it

Guided filing on the inspectorate portal

step by step

files it for you

Corrective actions with owner and date

yes, and tracked

by hand in a table

partly

outside your records

Insurance claim and its evidence

entitlements and document list

rarely

per contract

Stays with you when the co-operation ends

data and history are yours

yes

data in a foreign system

the know-how leaves too

Your data stays with you

The log, the statutory reports, the evidence and the photographs are stored solely inside your Microsoft 365 environment, under your identities and permissions. No export to a foreign cloud, no data leaving the company.

No new passwords

People sign in with their company Microsoft account. When someone leaves, IT handles it in one step — blocking the account removes access to the injury records too.

Health data only for those who need it

Health data is a special category of personal data. The log and personal records are read only by the roles that work with them — the safety officer, supervisors and HR (plus the SharePoint site owners); management sees only a summary without names, earnings evidence is for the safety officer and HR only, and the injured employee sees only their own case. The boundary is enforced by SharePoint permissions, not just the app — anyone without access to a list cannot read it even with a direct link.

What the app deliberately does not store

The app does not ask for sick notes or medical reports on the diagnosis — they stay where they are today, with payroll. The records hold only what the regulation asks for: the length of the sick leave, the type of injury from the code list and whether there was a hospital stay. The exception is documents for compensation sent in by the injured employee (receipts or a pain-and-suffering assessment, for example) — visible only to the safety officer and HR (plus the SharePoint site owners).

A single external dependency

The only thing running on our side is a licence validity check (nothing more than an environment ID and an expiry date). No injuries, names or health data travel that way.

Verifiable history and a locked year

Every entry shows who created and changed it, and when. An entry in a closed year can only be corrected with a stated reason, which goes into the history, and the original wording remains in the version history — exactly what a spreadsheet cannot evidence.

Licence

Monthly licence by company size

Up to 25 M365 users

CZK 3,000 / month

26–70 M365 users

CZK 5,000 / month

71–150 M365 users

CZK 7,000 / month

More than 150 M365 users

Individual

The subscription is based on the total number of internal users in your Microsoft 365. Within a given size you get the full scope of the app, with no surcharges for individual features.

I'm interested in a licence

Deployment

Implementation at the customer

CZK 8,800–17,600 one-off

We help you get going: installation, an opening workshop for safety officers and supervisors, setting up company details, notification recipients, workplaces and machines including QR labels, code lists, printing and roles. Optionally we migrate the injury log from previous years out of a spreadsheet.

What drives the price

The final price depends on the number of sites, the scope of the initial configuration and how many past years are migrated. We send an exact quote after a short call.

Extended support

Support rate

CZK 2,200 / hour

Consultancy, environment changes, custom reports or user support beyond the implementation.

How we calculate support

Support is charged per each started 15 minutes of work. We always tell you the expected scope up front.

Prices exclude VAT

Where are our injury records stored?

Solely inside your Microsoft 365 environment, within your SharePoint. The app has no database and no server of its own — no data leaves your company. The only outbound communication is a licence validity check (environment ID and expiry date).

Does the app file the report with the labour inspectorate on its own?

No, and that is deliberate. The portal of the Czech State Labour Inspection Office has no machine interface and a specific person signs in with their own electronic identity. The app therefore guides the process: it shows what is still missing, opens the portal and walks through its form step by step — every value is copied with one click. After sending it records the submission number, exactly what was sent and the uploaded certificate of the digital submission; the file reference is added once the inspectorate assigns it. The filing queue records when the report was filed and by whom — and that is the evidence an inspection asks for.

What changed on 1 January 2026?

Government Regulation 201/2010 Sb. was replaced by Regulation 322/2025 Sb. The injury log has different content — hours worked are gone and the type of injury now falls into four categories. The report must be sent within fifteen working days of the moment the employer learned about the injury, and a signed report is kept for ten years. Injuries that happened before the end of 2025 still follow the previous regulation — the app determines the legal regime for each entry by the date of the injury.

How does this work with insurers?

From an injury that gives rise to a claim the app offers a pre-filled case for the employer's statutory liability insurance. It keeps the list of entitlements and of the documents the insurer requires, tracks what is still to be evidenced, and prepares the covering letter. A copy of the report with an attachment can be e-mailed to the recipients straight from the app, from your own mailbox; data boxes and insurers' portals remain with a person.

Can we bring in the log from previous years?

Yes. Injuries from earlier years are uploaded from a spreadsheet or CSV. The app recognises the columns by name, shows a preview — what it will create, update and skip, and why — and writes only after you confirm; the legal regime is determined for each entry by the injury date. Years that are not worth migrating can stay in the archive — the app then shows that they are not there, and why.

Who sees what?

Roles are assigned to people or groups from Microsoft 365. The safety officer runs the whole agenda, a supervisor reports injuries and reads the log, HR handles compensation and sees earnings evidence, management sees only a summary without names, and the injured employee sees only their own case. What a role cannot see is not reachable by a direct link either — the boundary is enforced by SharePoint permissions, not merely hidden in the interface.

How quickly can we deploy it?

The app grew out of a specific request from manufacturing and we are launching it with the first customer — the scope is finished and clickable, so we agree the rollout date around your brief. The installation itself into your Microsoft 365 is a matter of hours: you add the app to your environment and the first load creates everything it needs. Code lists, notification recipients and workplaces we set up together at the opening workshop.

How do app updates work?

You upload the package to your App Catalog just once. New versions are then activated by your admin right inside the app — in Settings, on the Version management card — including rolling back to an earlier version. No repeated package deployments: we ship improvements continuously and you choose when to switch.