Incident Intake Form in SMS

Purpose

This article explains how to set up and use the Incident Intake Form in Safety Management Suite (SMS), which allows employees to report incident details via a URL or QR code.

When to Use This Article

• A customer needs to set up the Incident Intake Form for employees to report incidents
• A customer wants to create a QR code for the intake form
• A customer has questions about how the intake form process works for employees or administrators

Steps to Follow

Setting Up the Incident Intake Form

1. Click your initials in the top right corner and select Settings.

2. Click the Incident Intake Form button.

Configure the following options:

• Location Selector: Customize the intake form for a specific location using the dropdown. If no location is selected, the form/URL applies to all locations.
• Incident Intake Form URL: Automatically generated. Click "Copy to Clipboard" to copy. Post to your company intranet or distribute to employees.
• Introductory Message: Text that appears at the top of the Intake Form. Use for emergency information or company-specific workflow instructions.
• Confirmation Message: Appears on the confirmation page after the employee submits.

To allow photos and attachments on the form, turn the toggle on (company-wide setting, cannot be set per location).

Create a QR Code for the Intake Form

1. Copy the Intake Form URL and open it in a new browser (sign out of SMS first so the system doesn't recognize you as logged in).

2. Right-click to open on-screen options and select Create QR Code for this page.

3. Copy and paste the QR Code image or download it as an image.

Incident Intake Form Process for Employees

Employees access the form via URL or QR code. They fill out required and optional fields, click the blue (i) button for field help, and click Save when finished.

Notes:

• If a supervisor email is included, the form is sent to that supervisor. If a supervisor is set in the employee record, the email auto-populates when Employee ID is entered.
• If allowed in settings, employees can add photos or attachments.
• Form fields are not customizable.

When an Employee Submits an Incident Form

The SMS admin(s) and supervisor (if indicated) receive an email with incident details and a button to Add This Incident. Clicking it opens SMS with fields pre-populated from the form. The admin completes remaining fields and saves.

What Not to Do / Common Pitfalls

• Do not forget to sign out of SMS before testing the QR code or URL, as the system may recognize you as logged in.
• The photo/attachment toggle is company-wide and cannot be set per location.
• Form fields cannot be customized.