Administrative and Compliance AutomationPurpose
1.2. Ensure incident data is captured, logged, and traceable for compliance and insurance.
1.3. Escalate unresolved or high-severity incidents to supervisory staff or external authorities within defined timelines.
1.4. Automate compliance documentation, tracking deadlines and reminders for follow-up actions.
1.5. Provide transparent audit trails and analytics for administrative review and continuous improvement.
Trigger Conditions
2.2. Detection of keywords (e.g., injury, altercation) during class or event logs.
2.3. Notification from first aid station or safety officer through connected devices.
2.4. Manual flagging by instructor or admin through dashboard interface.
2.5. Scheduled compliance checks revealing overdue or incomplete reports.
Platform Variants
3.1. Microsoft Power Automate
• Feature/Setting: ‘Automated Flows’ for triggering on SharePoint form submission; use ‘Send Email’ connector for alert.
• Sample: Configure trigger as “When item created” in SharePoint; action as “Send approval email.”
3.2. Zapier
• Feature/Setting: Webhook trigger; ‘Gmail: Send Email’ and ‘Slack: Send Channel Message’ actions.
• Sample: Triggered by webhook from incident form, then branch emails and channel alerts.
3.3. Google Forms + Apps Script
• Feature/Setting: On form submit event; script sends email and writes to Google Sheets log.
• Sample: Installable trigger “onFormSubmit,” script uses MailApp.sendEmail.
3.4. Twilio
• Feature/Setting: API ‘Messages: Send SMS’ for direct escalation to emergency numbers.
• Sample: Use REST API POST /2010-04-01/Accounts/{AccountSid}/Messages.json
3.5. SendGrid
• Feature/Setting: ‘Mail Send’ API for incident escalation and copy to compliance officer.
• Sample: POST to /v3/mail/send with dynamic template.
3.6. Slack
• Feature/Setting: Incoming Webhooks; alert relevant channel or DM supervisors.
• Sample: POST incident summary to #incidents channel via webhook URL.
3.7. Microsoft Teams
• Feature/Setting: ‘Incoming Webhook’ connector sends form detail cards to staff group.
• Sample: Configure webhook in Teams; post adaptive card JSON on trigger.
3.8. Discord
• Feature/Setting: Bot sends DM or posts in designated incident channel.
• Sample: Use bot token to post {incidentID, status} on submit.
3.9. Trello
• Feature/Setting: ‘Create Card’ via API for incident tracking and assignment.
• Sample: POST to /1/cards for critical incident with labels.
3.10. Jira
• Feature/Setting: REST API ‘Create Issue’ in a compliance project.
• Sample: POST to /rest/api/2/issue with custom fields populated.
3.11. Asana
• Feature/Setting: API ‘Create Task’ and custom “Escalation” tag.
• Sample: POST to /tasks with workspace, assignee, and due dates.
3.12. Notion
• Feature/Setting: Add database entry via API with properties for incident category.
• Sample: PATCH to /v1/pages/{page_id}/properties for escalate field.
3.13. Salesforce
• Feature/Setting: ‘Create Case’ via REST API for incident cases.
• Sample: POST to /services/data/vXX.X/sobjects/Case/
3.14. Monday.com
• Feature/Setting: ‘Create Item’ through API; assign to compliance officer on escalation.
• Sample: Mutation via GraphQL API set with incident parameters.
3.15. Airtable
• Feature/Setting: ‘Create Record’ in incidents table; automation for escalation status change.
• Sample: POST to /v0/{baseId}/{tableName} with incident payload.
3.16. Zendesk
• Feature/Setting: Tickets created via API for each incident and auto-tagged.
• Sample: POST to /api/v2/tickets.json with incident details.
3.17. ServiceNow
• Feature/Setting: ‘Create Incident’ via REST API; update workflows automatically.
• Sample: POST to /api/now/table/incident with priority mapping.
3.18. Pipedrive
• Feature/Setting: ‘Add Deal’ API for tracking follow-up actions.
• Sample: POST to /v1/deals
3.19. Mailgun
• Feature/Setting: ‘Send Message’ for formal email escalation to board.
• Sample: POST to /v3/{domain}/messages with subject “Aikido Incident Escalation”.
3.20. DocuSign
• Feature/Setting: API to send incident report PDFs for digital signature and archive.
• Sample: POST to /v2.1/accounts/{accountId}/envelopes
Benefits
4.2. Reduces compliance risk by automating audit trails and escalation reminders.
4.3. Enhances safety and visibility for club management and governing bodies.
4.4. Saves administrative time; enables focus on safety and continuous improvement.
4.5. Simplifies multi-channel communication and guarantees critical incident traceability.