Submit Your First Safety Report

Step 1: Navigate to the new report form

Make sure you are in the Safety module. Check the module switcher at the top of the sidebar — it should show “Safety.” If it shows “Operations,” click the switcher and select Safety Management System.

In the sidebar, click Reports.

On the Reports page, click the New Report button in the upper-right area of the page.

You are now on the safety report submission form.

Step 2: Choose the report type

The first thing the form asks for is the report type. Select the type that best describes what you are reporting — options include Hazard, Incident, Near Miss, Audit Finding, and Suggestion.

Click the type that applies to your report. You should see it highlighted.

Step 3: Select a category

Choose the category that best fits the nature of the event or hazard (for example, Flight Operations, Ground Operations, Maintenance, Weather, or Human Factors).

You should see the category badge appear on the form after you select one.

Your safety team can reclassify the category later during review.

Step 4: Fill in the title and description

Title: Enter a clear, concise title that summarizes the event or hazard (10—200 characters). For example: “Bird strike on departure from KTEB Runway 24”.

Description: Provide a detailed account of what happened. Include the who, what, when, where, and how (50—10,000 characters). Cover conditions, actions taken, the outcome, and any contributing factors.

You should see the rich text editor toolbar above the description field — use it to add bold, italic, or bullet lists as needed.

Step 5: Set the date and location

Date of occurrence: Select the date and time when the event happened (or when you observed the hazard). This defaults to today, but you can change it to a past date.

Location: Optionally enter a location. This can be an airport identifier (e.g., KJFK), a city name, or a description of the location (e.g., “Hangar 3, north ramp”).

Step 6: Add aircraft and flight details (optional)

If the report is related to a specific aircraft or flight, fill in:

Aircraft tail number: The registration number of the aircraft involved (e.g., N12345).

Flight number: The flight number, if applicable.

These fields are optional, but filling them in helps your safety team link the report to operational data.

Step 7: Assess the initial risk

Select one severity level (1—5) and one likelihood level (A—E). You should see the resulting risk score highlighted on the 5x5 matrix.

Use your best judgment — your safety team may adjust the rating during their review.

Step 8: Choose your reporting identity

At the bottom of the form, select how you want to be identified: Standard (name attached), Confidential (identity encrypted, visible only to authorized safety managers), or Anonymous (no identifying information stored).

Step 9: Review and submit

Before submitting, scroll through the form and review your entries:

Is the type correct?

Is the title clear and specific?

Does the description include enough detail?

Is the date accurate?

Is the risk assessment reasonable?

When you are satisfied, click the Submit Report button.

Step 10: Get your tracking number

After submission, you should see a confirmation screen with your report number (e.g., RPT-2026-00042), a QR code for quick access, and a confirmation that an email notification has been sent.

Save your report number. You can track the status of your report at any time by navigating to Reports > Track Report in the sidebar.