Purpose
1. Automated incident and injury report submissions centralize data, reduce manual errors, speed up response times, and ensure compliance for rugby game and event operations.
2. Automating the notification process rapidly escalates incidents to managers, medical staff, and governing bodies, supporting faster interventions and transparent communication.
3. The end-to-end automation optimizes club operations, ensures data integrity, enhances safety, and enables real-time tracking, reporting, and auditing.
Trigger Conditions
1. Automated trigger on digital form submission by referees, staff, or medical teams after incidents or injuries during rugby matches/events.
2. Automator can configure triggers based on time of day, event status (e.g., final whistle), or upon receiving injury flag updates from match management apps.
3. Trigger activates when specific keywords like “injury”, “concussion”, or “incident” are detected in game event logs or text messages.
Platform Variants
1. Microsoft Power Automate
• Feature/Setting: Use “When a Microsoft Forms response is submitted” trigger; automate flow for incident report routing.
2. Google Forms + Google Apps Script
• Feature/Setting: Use “onFormSubmit” trigger; automate incident report email and database entry.
3. Zapier
• Feature/Setting: Trigger by new Typeform/Jotform entry; automate Slack/Teams/Email notifications and Airtable record creation.
4. Twilio SMS API
• Feature/Setting: Automate notifications via SMS by configuring “SendMessage” API for real-time alerts to staff.
5. SendGrid
• Feature/Setting: Use “SendEmail” API to automate incident report emailing to medical and admin teams.
6. Slack
• Feature/Setting: Automate sending channel messages using “chat.postMessage” API to #incident-reports channel.
7. Microsoft Teams
• Feature/Setting: Automate actionable message posts using “Incoming Webhook” for injury notifications.
8. Airtable
• Feature/Setting: Use “Create Record” automation; every new report populates the incident log.
9. Asana
• Feature/Setting: Automate task creation on “Projects” with incident details for compliance tracking.
10. Trello
• Feature/Setting: Automate card creation in “Game Incidents” board for every submitted report.
11. Salesforce
• Feature/Setting: Automate creation of “Case” object on incident report; trigger workflows for follow-up.
12. ServiceNow
• Feature/Setting: Automate “Incident” record creation and route via ITSM workflows.
13. Monday.com
• Feature/Setting: Automate item creation and board update for incident reports.
14. Jira
• Feature/Setting: Automate creation of “Issue” with custom type “Injury Incident”; assign to safety officer.
15. DocuSign
• Feature/Setting: Automate document routing for signatures using “Envelope” creation API for formal incident acknowledgment.
16. Notion
• Feature/Setting: Automate new page/database entry for every submission for centralized documentation.
17. HubSpot
• Feature/Setting: Automate ticket creation on the support pipeline for every reported incident.
18. Mailgun
• Feature/Setting: Configure automated transactional email notifications via the “Messages” API.
19. Dropbox
• Feature/Setting: Automate file upload of injury reports to a shared “Incident Reports” folder.
20. Google Drive
• Feature/Setting: Automate document creation and folder organization for each incident report.
21. Smartsheet
• Feature/Setting: Automate row creation in incidents sheet with all submitted form data for reporting.
22. Intercom
• Feature/Setting: Automate sending messages to staff accounts using “Conversations” API for urgent notifications.
Benefits
1. Automating incident and injury reconciles manual workflows, reduces days to submission, and improves auditability.
2. Ensures automated escalation and instant notifications for medical emergencies or critical injury cases.
3. Automated recording minimizes compliance risks and automates regulatory reporting.
4. Achieves faster stakeholder coordination, automates evidence collation, and facilitates proactive decision-making.
5. Automation improves operational transparency, builds trust in incident handling, and automates future process refinements based on analysis.
Game and Event Operations