People Involved form

  • Release version: Xanadu
  • Updated January 30, 2025
  • 2 minutes to read
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    Summary of People Involved form

    The People Involved form in ServiceNow's Health and Safety module enables safety managers and agents to add or modify details about individuals involved in a safety incident or observation assigned to them. This form supports capturing comprehensive information about various types of persons related to the incident, facilitating effective incident management and investigation.

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    Key Features

    • Person Type: Identifies the role of the person involved, including Employee, Visitor, Public, or Contractor (the latter requires the Health and Safety Contractor Management application).
    • Conditional Fields: Based on the selected Person Type, specific fields appear:
      • Employee: Select the employee's name from the organization's roster.
      • Visitor: Select visitor email IDs who have an assigned Health and Safety profile.
      • Contractor: Select contract workers with assigned Health and Safety profiles and appropriate roles.
      • Public: Manually enter name, phone number, and email for individuals not in the system.
    • Association: Defines the person's role in the incident such as Witness, Injured Party (limited to Employees and Visitors), Safety Team member, Collaborator, or other involvement.
    • Contact Details: Auto-populated or manually entered phone number and email depending on the person type, along with the preferred method of contact.

    Practical Use for ServiceNow Customers

    This form allows your safety management team to accurately record and manage all individuals connected to an incident, ensuring clear role identification, contact information, and involvement type. It supports compliance and thorough investigation by distinguishing between internal staff, visitors, contractors, and public persons, and aligns with role-based access such as contractor management and visitor profiles.

    By utilizing this form, you can maintain detailed, structured records of incident participants, facilitating streamlined communication and efficient safety incident resolution.

    Safety managers and agents can use the People involved form to add or modify an involved person in a safety incident or observation assigned to them.

    Table 1. People involved form
    Field Description
    Person type Type of the person involved in the safety incident or observation. If an incident or observation involves more than one person, you must add a record for each.
    • Employee: An employee of the organization where the safety incident or observation happened.
    • Visitor: A person from outside the organization who came to the site as a visitor.
    • Public: A person from public who was present at the site of safety incident or observation.
    • Contractor: A contract worker from a contractor company who came to the site to perform required tasks. This option appears only when the Health and Safety Contractor Management (sn_hs_crm) application is installed on your instance.
    Employee Name of the employee involved.

    This field appears only when Employee is selected from Person type.
    Visitor Email id of the visitor involved.

    This field appears only when Visitor is selected from Person type.

    Note:
    This field only lists visitors who have Health and Safety profile assigned to them. For more information, see Add a Health and Safety visitor.
    Contractor Name of the contract worker involved.

    This field appears only when Contractor is selected from Person type.

    Note:
    This field only lists users who have the [snc_external] role assigned to them and have their Health and Safety profile created. For more information, see Assign Health and Safety profile to a user.
    Association Type of involvement of the person.
    • Witness: A person who was present at the safety incident or observation described.
    • Injured party: A person who got injured in the incident. This option appears only for the Employee and Visitor person type.
    • Safety team: A person from safety team handling the investigation of the incident.
    • Collaborator: A person who's collaborating in any in the investigation of this incident or observation.
    • Involved: A person who's involved in any other way with this incident or observation.
    Name Name of the person involved.

    For a public person, enter the name. This field is available only when the Public option is selected from Person type.

    For a visitor, the name is auto-populated from the visitor profile.
    Phone Phone number of the involved person.

    For a public person, enter the phone number. This field is available only when the Public option is selected.

    For an employee or visitor, the phone number is auto-populated from the user or visitor profile.
    Email Email ID of the involved person.

    For a public person, enter the email ID. This field is available only when the Public option is selected.

    For an employee or visitor, the email ID is auto-populated from the user or visitor profile.
    Preferred contact method Method to contact the involved person such as email or phone number.