Incident/accident reporting workflow

Purpose

1.1. Automate standardized, real-time incident/accident reporting throughout airport shuttle operations.
1.2. Ensure accurate, timestamped report capture, escalation, duty-of-care assignment, and regulation-compliant recordkeeping.
1.3. Facilitate immediate stakeholder alerts, support documentation, evidence collection (photo/video/GPS), and analytics for trend analysis and risk management.

Trigger Conditions

2.1. Driver or staff submits accident/incident via mobile/web form or app.
2.2. Detection by onboard telematics of impact or erratic vehicle data.
2.3. Passenger or 3rd party report via hotline, SMS, or designated portal.
2.4. Scheduled safety audits or checks indicating issues.
2.5. Integration with security/camera systems auto-reporting incidents.

Platform Variants

3.1. Twilio
• SMS/Messaging API: Configure for intake of incident reports by SMS (auto-reply confirmation, forwarding).
3.2. SendGrid
• Email API: Auto-send incident notification and status updates to management and insurance.
3.3. Google Forms
• Form Submissions API: Intake structured incident reports; enable file uploads (photos, documents).
3.4. Microsoft Forms
• Response Collection API: Capture incident data for workflow initiation.
3.5. Slack
• Incoming Webhooks: Post real-time incident summaries to #operations or #incident channels.
3.6. Microsoft Teams
• Connector: Post adaptive cards or alerts to designated channels for incident tracking.
3.7. Zapier
• Zap Triggers: Monitor form/mailbox/telemetry for new incidents, start multi-step processes.
3.8. Airtable
• API Endpoint: Log structured incident data, assign cases, attach documentation.
3.9. Trello
• Card Creation API: Add new cards for each incident with checklists for follow-up steps.
3.10. Jira Service Management
• Issue Create API: Open and update incident tickets with automated incident linking to fleet units.
3.11. Salesforce Service Cloud
• Case Management API: Auto-create support cases, escalate by severity, notify responsible users.
3.12. Zendesk
• Ticket Create API: Register new incident tickets, auto-route for investigation and closure.
3.13. DocuSign
• Envelope API: Route incident-specific legal/insurance forms for rapid e-signature.
3.14. Dropbox
• File Upload API: Store evidence files (photos, dashcam video, driver PDFs) under incident IDs.
3.15. Box
• Upload & Sharing API: Centralize and manage incident file storage, set permissions.
3.16. Google Drive
• Drive API: Organize folders/files per incident, share links in reports and notifications.
3.17. Power Automate
• Flow Builder: Orchestrate multi-system workflows—form input, message, doc storage, notification.
3.18. ServiceNow
• Incident API: Auto-log incidents, escalate via rules, track resolution status.
3.19. Monday.com
• Item Creation API: Register incidents as items, tag team, and monitor resolution steps.
3.20. Freshservice
• Ticket API: Trigger helpdesk ticket creation for rapid fleet operations response.
3.21. Google Maps
• Geocoding API: Convert GPS/event locations into readable addresses for reports.
3.22. HubSpot
• Ticketing API: Register incident/accident reports as support tickets for full response lifecycle.
3.23. Notion
• Database API: Log and track incident status with content-rich notes and task lists.
3.24. Asana
• Task Generation API: Assign incident-related tasks to safety/compliance teams.

Benefits

4.1. Fast, unified intake and documentation reduce response times and human error.
4.2. Automatic stakeholder notification ensures legal and operational obligations met.
4.3. Improved data integrity, attachments, and location accuracy via integration.
4.4. Streamlined follow-up and closure for internal audits, insurance claims, and compliance tracking.
4.5. Analytics and trend dashboards spotlight preventable risks and training opportunities.