A form with signed-in access
Use labelled questions and required fields to collect the report. Set the form link to require a signed-in HumanIn.Ai user before submission.
Health and safety reporting
Make workplace incidents easier to report and route.
Give people a reporting form they can reach from a workplace poster or through Butter. Help them capture the facts, keep a structured record, and notify the appropriate people using the severity rules your team defines.
How can we make workplace reporting easier to follow through?
Connect a signed-in form to a reporting workflow and put its QR code where people work. Offer help with the questions, let Butter prepare reports from conversation, and record the submitted facts. Your configured review and severity rules decide which chat recipients and shared H&S inbox receive the notification.
Bring the reporting process into one platform
Use the same reporting workflow whether someone starts with the form or asks Butter to prepare it in chat.
A QR code you can keep on the wall
Point a workplace poster at the reporting form. HumanIn.Ai QR codes keep their printed image while you change the destination behind the short link.
Butter as another way to report
Make the workflow available to Butter as a tool. Butter can prepare its inputs from a conversation and ask for missing details before the reporter reviews the proposal.
An agent beside the questions
Add an agent chat to explain the form and help people write a factual description. Keep its role focused on guidance, with the reporter checking and submitting the answers.
Routing that follows your rules
Use conditional workflow branches for the reported severity and ongoing danger. Choose the chat recipients for each route and an H&S email destination.
A person at the decision point
Add human review before the selected notifications. Reviewers can inspect and edit the proposed content before the workflow continues down the approved branch.
Put the starting point where people need it
For example, a warehouse team can place a poster beside the goods-in entrance and staff noticeboard. The poster says:
Report a hazard, near miss or incident
Scan to open the reporting form. Sign in to submit your report.
If anyone is in immediate danger, follow your workplace emergency procedure first.
Create a QR code with the actual reporting form as its destination. The QR image contains a managed short link, so you can update the destination later without reprinting the code. The form's sign-in requirement still applies after the scan.
Use the visual workflow builder to connect the form's answers to the steps that record and route the report. Publish the form and workflow, check the question mappings, then enable the form link when you are ready to take reports.
Illustrative example
Collect a clear report about a warehouse hazard
The following fictional example shows the questions and detail a reporting form can collect. Your H&S owner should approve the wording and severity categories for your workplace.
Form title: Workplace health and safety report
- Report type: Hazard. The dropdown also offers Near miss and Incident.
- Site or workplace: North Warehouse.
- Exact location: Goods-in door 2, pedestrian walkway.
- Date and time: 11 November 2026, 13:10 GMT.
- What happened or what did you notice?: A loose hose is crossing the marked walkway. No fall was observed.
- Was anyone injured?: No. Other options are Yes and Not sure.
- Is there an ongoing danger?: Yes. Other options are No and Not sure.
- Reported severity: Priority. This example also offers Routine, Urgent and Not sure.
- Immediate action taken: The area is cordoned off. The hose has not yet been removed.
- Reporter name: The person making the report supplies their name.
- Contact email: The reporter supplies a contact address so the team can follow up.
Use short text for names and locations, longer answers for the description and action taken, and dropdowns for the choices that drive routing. Set required fields and email-format validation where appropriate.
Keep the report to observable facts. Signing in does not verify the accuracy of a typed name, severity or description. An ongoing-danger answer can take the report to human triage even when the reporter has selected a lower priority.
Help people understand what the form is asking
Place an H&S reporting helper in an Agent chat block beside the questions. Give it instructions about the form's purpose, the information to collect and the limits of its role.
For example:
Reporter: What should I put under Immediate action taken?
Helper: Describe what has already been done, such as cordoning off the area or telling the site supervisor. If no action has been taken, say so.
The helper can explain a question and help prepare wording for the reporter to check and enter. This example does not assume the embedded agent directly edits the form fields or decides the severity.
Use a published instructions document for the helper, with knowledge limited to material suitable for its audience. Keep medical information and confidential incident details out of the helper chat. Its conversations are visible to workspace members.
Turn a conversation into a report someone can check
Someone can also start in their conversation with Butter:
At 13:10 GMT on 11 November, I saw a loose hose across the walkway beside goods-in door 2 at North Warehouse. Nobody was hurt. The area is cordoned off and the hose is still there. Can you report it?
With the reporting workflow enabled as a tool, Butter can prepare its named inputs from those details. It asks for missing information, such as the report type, declared severity and reporter contact, rather than inventing it.
The reporter can inspect and correct the proposed inputs before starting the run. A workflow description and clear input descriptions help Butter recognise when this reporting tool fits the request. The form and Butter both lead into the same configured reporting process.
Route the report using rules your H&S team has agreed
Use a Save to Table step to keep the submitted fields as a structured record. Add a human review step to check the proposed notification details, then use conditional branches for the reported severity and any ongoing danger.
For example, an organisation could configure these chat routes:
- Routine: the site H&S contact.
- Priority: the H&S lead and facilities contact.
- Urgent: the H&S lead and site manager.
- Unknown severity or ongoing danger: the designated H&S triage route.
These are illustrative routing choices, not a universal safety assessment. Your H&S owner chooses the categories, precedence rules and recipients. Give unrecognised or missing values an explicit fallback so the workflow does not silently drop a report.
An approved notification for the example might read:
H&S report: North Warehouse, goods-in door 2
Loose hose across the pedestrian walkway. No injury reported. Area cordoned off; hazard remains. Reported priority: Priority. Please review and coordinate follow-up.
Configure an Email Send step to send the report summary to the shared H&S inbox for every route. An example subject is H&S Priority: North Warehouse, goods-in door 2. The actual recipient address and authorised sending mailbox are part of setup.
Human review means the selected notifications wait for a person's decision. The workflow features explain how review points and branches fit together, and the mobile app lets reviewers respond away from their desks. This reporting process does not replace an emergency call or your workplace emergency procedure.
Keep a record and see whether the process completed
The workflow's table provides a structured record of the fields saved by each run. People with access can review the table, sort its columns and download a CSV for follow-up work. Scope the workflow to the appropriate teams because its table follows workflow access.
Use execution history to check whether a run completed, is waiting for review or failed. A failed run needs investigation; this example does not promise automatic retries or guaranteed message delivery.
Explore the platform features behind this example:
- Workflows and human review: connect the reporting steps and decide where a person reviews the result.
- Workflow builder: configure inputs, conditional routes and actions on the visual canvas.
- Butter: prepare a workflow request in conversation.
- Documents: maintain the form helper's instructions and suitable reference material.
- Mobile app: chat and respond to workflow reviews from your phone.
Questions about this reporting example
Can the reporting form require people to sign in?
Yes. Set the form link to signed-in HumanIn.Ai users only. Check any additional membership requirements separately before describing access as employees-only. Names and other details entered into the form still need appropriate checking.
Can we update the form destination after printing the poster?
Yes. A HumanIn.Ai QR code uses a managed short link, so its destination can change while the printed image stays the same. Keep the code enabled and test that the new destination preserves the required sign-in behaviour.
Who can read the embedded helper's conversations?
Workspace members can read public-agent conversations. Use the helper for non-sensitive form guidance, restrict its linked knowledge to suitable material, and keep confidential incident and medical information out of that chat.
Does AI decide how serious an incident is?
In this example, a person supplies the reported severity and configured rules route it for the appropriate human review. The helper explains questions and Butter prepares inputs. Neither is used to diagnose injuries or make a legal reporting decision.
What needs to be configured before people can use it?
Set up the form, workflow, access, question mappings, review points, chat recipients and sending mailbox. Choose the H&S email destination, configure the helper and enable Butter's tool. Publish the assets, enable the reporting link and QR code, then test access and every route.
Should someone wait for this workflow during an emergency?
No. Follow the workplace emergency procedure and contact the appropriate emergency service when needed. The form records information and supports configured follow-up; it does not provide emergency response or guarantee an immediate review.
Build a reporting process around your workplace.
Start with the information your team needs, decide who should review it, and connect the form to the people responsible for follow-up.
No card. Your data stays in your organisation.