Incident Intake Form

Setting up the Incident Intake Form

Locate your initials in the top right corner and click the arrow to reveal additional options. Select Settings.

Click the Incident Intake Form button.

• Location Selector: If you would like to customize the intake form for a specific location, select a location from the dropdown on the right. Otherwise, if a location isn't selected, the Intake form/URL will apply to all.

• Incident Intake Form URL: The Incident Intake Form URL is automatically generated. This link could be posted to your company's intranet or distributed to employees as desired. Click the "Copy to Clipboard" button to copy the URL.
• Introductory Message: This text will appear at the top of the Intake Form. Use this to inform employees of anything including emergency-related information, or information on workflow specific to the company.
• Confirmation Message: This message will appear on the confirmation page after the employee submits the form.

To allow photos and attachments to be added to the incident form, turn the toggle on. (This is a company-wide setting and can not be set per location.)

Create a QR Code for the Intake Form

For quicker access throughout your company, signage/posters, etc., a scannable QR Code can be created so that employees can scan the code with their device's camera and automatically be brought to the Incident Intake Form. Copy the URL for the Intake form and open the link in a new browser. (You may need to sign out of SMS first so the system doesn't recognize you as already being logged into the site.)

Right-click your mouse/cursor to open on-screen options and select Create QR Code for this page.

The Code will generate. Now, you can either copy and paste the QR Code image to your desired location. Or, you can Download it as an image to your device to access at a later time.

Incident Intake Form Process for Employees

Employees will need to be provided with the URL, or access to scan the QR Code if that is the method you choose for your employees to access the Intake Form. When employees access the Form, they will have various required and non-required fields to complete. They should fill out as much information as possible. Employees can click on the blue (i) button to reveal additional information about specific fields. They must remember to click Save at the bottom when finished.

Notes:

• Employees filling out the form can include the Supervisor's email; this will send the form to that supervisor once submitted. If a Supervisor has been selected for the employee in the employee's record/information, the supervisor email will auto-populate when an Employee ID is entered on the form.
• If allowed in the Incident Intake Form settings: employees can add photos or attachments at the bottom of the form,
• Note: Form fields are not customizable.

When an Employee Submits an Incident Form

Once an intake form is saved and submitted by an employee, the SMS system admin/s (and the Supervisor, if a supervisor email was indicated in the Intake Form) will receive an email with the details of the incident and a button to Add This Incident to their incident list. When clicked, SMS will open to the Add Incident page with some fields pre-populated with the data from the intake form (ie. location, date, incident description, etc.). The SMS admin can then complete any other fields as needed and Save the incident.