Accident Reporting Procedure for Hub Managers / Shift Leaders
This is the mandatory procedure for reporting workplace accidents involving riders or hub incidents. Follow it exactly to ensure safety, compliance, and timely handling. Hub Managers and Shift Leaders handle initial on-site response and submission only.
Note: Use the official accident form (preferred method). Email [email protected] only if third parties report to you first.
⚠️ Critical Rules – Follow Always
Do not admit fault or liability – stick to facts only.
Do not promise payment or reimbursement.
Do not share insurance details.
Do not continue handling the case after submission – RCAM takes over fully.
1. Immediate Actions After an Accident
Ensure safety first: Stop all activity, check for injuries, and contact emergency services (112) if needed.
Secure the scene: Prevent further incidents, do not move vehicles unless safety requires it.
Notify your team and isolate the area if necessary.
Act quickly but calmly – safety overrides everything.
2. What Information Must Always Be Collected
Collect objective facts and evidence only. Incomplete documentation causes delays.
Date, time, exact location (GPS coordinates if possible).
Factual description of what happened (no opinions on fault).
Photos: Damage from multiple angles, scene overview, road conditions, any witnesses.
Employee details: Name, rider ID, contact info.
Witness details if available: Name, phone, email, statement.
3. What to Do if a Third Party is Involved
Collect third-party details: Name, phone, email, license plate/vehicle info, insurance details (if they provide).
Complete the European Damage Form with both parties – sign it together.
Take photos of their damage and license plate.
If third party leaves the scene: Note it clearly and report anyway – include all available info.
Do not discuss fault or liability with them.
4. What to Do if the Employee is Injured
Complete the Injury Incident Form immediately – include injury details, treatment received, and medical notes.
Arrange transport to medical care if needed.
Report Long-Term Sickness or Serious Injury: If the employee's injury will prevent them from working for 14 days or more, you must immediately submit the Long-Term Sickness (LTS) form.
Submit Long-Term Sickness Form
Prioritize employee welfare but document facts only.
5. How to Submit the Report
Use the official accident form (preferred and mandatory method):
Submit Accident Report Form
Email [email protected] only for third-party notifications (when employee/manager has not yet reported).
Include all info, photos, and forms (European Damage Form, Injury Incident Form).
Subject: "Accident Report – [Date] – [Rider Name/ID]".
Attach everything – check for completeness before sending.
Submission is your final step – do not follow up yourself.
6. What to Do in Quinyx / Admin Follow-Up
If employee cannot work: Process sick leave in Quinyx immediately.
Update rider status as needed.
No further accident-related admin – RCAM handles claims.
7. What Happens After Submission
The RCAM / Rider Care Accident Management team takes over completely. They handle all communication, claims, third parties, and follow-up.
Material damage under €5,000: Typically handled faster.
Injury cases: Can take several months depending on documentation and complexity.
You have no further involvement unless contacted by RCAM.
8. FAQ
The third party asks for insurance details: Politely decline and say "Our team will follow up." Do not share.
Who handles the case after submission? RCAM team fully – do not contact third parties or employee about the claim.
How long does handling usually take? Material < €5,000: Weeks. Injuries: Months, based on completeness.
🚫 Common Mistakes to Avoid
Forgetting photos or third-party details – causes delays.
Submitting incomplete reports.
Discussing fault or promising compensation.
Continuing to handle after submission (no third-party contact).
Not processing Quinyx sick leave or LTS form.
Mentioning DEKRA or insurance details.
Using email instead of the official form.
✅ If You Remember Only 4 Things
Safety first, facts only, full docs.
Use the accident form – email only for third-party notifications.
Quinyx sick leave + LTS if 14+ days.
Stop after submission – RCAM handles rest.