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.
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 hands over the values in one go, so nothing is retyped by hand.
spreadsheets, e-mails and deadlines kept in someone's head one flow from the entry to a filed report
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.
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 code on the machine or the app inside Teams. The supervisor fills in four things — who, when, where, what happened — and attaches a photo. The safety officer is notified within a minute and only completes the entry instead of creating it again.
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, the values handed over in one go and the file reference written back. Without that reference the flow will not finish.
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 raises it and a five-step flow walks through the correction in the portal: what changes, what it affects, the rewrite, the sending, the summary. Sick-leave days are recalculated.
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 is produced into Word from your template.
Insurance claims and entitlements
Entitlements under sections 271a–g 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. The app tracks what is still to be evidenced and prepares the covering letter.
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 and printing
Once a year ends its volume is locked; a later correction requires a reason, stays in the history and is visible in the printed log as well. Every list and detail can be printed — always with a choice of scope and an option to replace names with personnel numbers.
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. A supervisor sees their own workplace, management sees statistics without names, earnings evidence is for HR only. Other people's data is technically out of reach, even with a direct link.
What the app deliberately does not store
Medical reports and sick notes 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. Less sensitive data means less trouble with access.
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. A closed year can only be reopened with a stated reason and the original wording remains — exactly what a spreadsheet cannot evidence.
Monthly licence by company size
The subscription is based on the total number of users in your Microsoft 365. Within a given size you get the full scope of the app, with no surcharges for individual features.
Implementation at the customer
We help you get going: installation, an opening workshop for safety officers and supervisors, setting up company details, notification recipients, workplaces and machines, code lists, document templates and roles. Optionally we migrate the injury log from previous years out of a spreadsheet.
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.
Support rate
Consultancy, environment changes, custom reports or user support beyond the implementation.
Support is charged per each started 15 minutes of work. We always tell you the expected scope up front.
Where are our injury records stored?
Does the app file the report with the labour inspectorate on its own?
What changed on 1 January 2026?
How does this work with insurers?
Can we bring in the log from previous years?
Who sees what?
How quickly can we deploy it?
How do app updates work?
Often added alongside the Injury log
Further reading on the blog
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