Incident reporting workflow

Purpose

1.1. Automated incident reporting enables visually impaired students and staff to securely and quickly report facility or equipment issues without barriers.
1.2. Ensures instant notification, tracking, escalation, and resolution of incidents relating to school resources, aiding compliance and safety.
1.3. Automates recordkeeping, status updates, escalations, follow-up, and data analysis on all incidents, reducing manual errors and delays.
1.4. Enables two-way communication, escalation logic, and integration with support teams across channels accessible for the visually impaired.

Trigger Conditions

2.1. Submission of incident form via web, app, phone call, or SMS.
2.2. New email with predetermined subject or attachment pattern indicating incident.
2.3. API call from accessibility kiosk or hardware sensor.
2.4. Voice command via smart speaker integration.
2.5. Staff manual entry into facility management software.

Platform variants

3.1. Twilio SMS API
• Feature: Automate SMS reception and keyword detection.
• Configuration: Set webhook for inbound message; trigger flow on “incident” keyword.
3.2. SendGrid Incoming Parse Webhook
• Feature: Automates processing of incident emails with routing logic.
• Configuration: Route "incident@" mailbox to automation webhook.
3.3. Google Forms API
• Feature: Automates new form submissions as incident inputs.
• Configuration: Watch responses; trigger automator on submit.
3.4. Microsoft Power Automate
• Feature: Automate with SharePoint or Excel as incident registers.
• Configuration: Trigger on item created; condition on incident type.
3.5. Salesforce Service Cloud API
• Feature: Automated case creation for every incident report.
• Configuration: REST API endpoint for incidents; autolink to student/staff profile.
3.6. ServiceNow Incidents API
• Feature: Automatedly log, categorize, and route incident tickets.
• Configuration: POST incident to /api/now/table/incident endpoint.
3.7. Slack Incoming Webhooks
• Feature: Automator sends incident alerts to facility channels.
• Configuration: Slack webhook URL for targeted #resource-management channel.
3.8. Zapier Webhooks
• Feature: Chain multisystem incident automations.
• Configuration: Trigger on webhook; use built-in apps for notification and escalation.
3.9. Airtable API
• Feature: Automate the logging of incident details in accessible tables.
• Configuration: POST form data to Airtable incident base.
3.10. Google Sheets API
• Feature: Auto-populate incident spreadsheets for analysis.
• Configuration: Append row on incident event via API call.
3.11. Zendesk Tickets API
• Feature: Automates ticket generation for maintenance follow-up.
• Configuration: POST to /api/v2/tickets endpoint with incident data.
3.12. Trello API
• Feature: Automating card creation for each reported incident.
• Configuration: POST card on Board/Incident List via REST API.
3.13. Monday.com API
• Feature: Auto-update task boards with each incident report.
• Configuration: Create item on Incident group in board via API.
3.14. Zoho Creator API
• Feature: Automate capture and workflow for incident mobile forms.
• Configuration: POST to form endpoint with JSON incident data.
3.15. HubSpot Tickets API
• Feature: Automates incident-to-customer support ticket conversion.
• Configuration: Create ticket via /crm/v3/objects/tickets.
3.16. Asana API
• Feature: Automator moves incident tasks into actionable queues.
• Configuration: POST new task to “Incidents” project.
3.17. Microsoft Teams Bot API
• Feature: Sends incident notifications automatedly to group chats.
• Configuration: Bot posts message upon new incident trigger.
3.18. Freshdesk API
• Feature: Automate ticketing for reported incidents.
• Configuration: POST incident data to /api/v2/tickets endpoint.
3.19. IFTTT Applets
• Feature: Automate SMS, email, or device actions based on triggers.
• Configuration: Trigger applets with webhook and pass incident details.
3.20. PagerDuty Events API
• Feature: Automatedly escalate urgent facility incidents.
• Configuration: Send event to trigger escalation workflow.
3.21. Intercom API
• Feature: Create automated incident conversations for support follow-up.
• Configuration: POST message to user with incident details.
3.22. Samanage API
• Feature: Automate asset and incident life cycle management.
• Configuration: POST incident report to asset tracking endpoint.

Benefits

4.1. Automates incident intake and routing for immediate action and minimum delays.
4.2. Reduces manual errors, lost reports, and escalates unresolved issues automatically.
4.3. Enables accessible and consistent reporting via multiple, automatable channels.
4.4. Maintains secure, compliant, and auditable incident logs and communications.
4.5. Improves resource uptime and satisfaction for visually impaired learners and staff.
4.6. Supports automated follow-up, reminders, and escalations to responsible teams.