The Safety Management System add-on enables your flight school an easy-to-use safety management reporting system that all your users can register safety issues and make sure your safety manager can react accordingly.
This video gives you an introduction to the Safety Management System and how to set it up.
The Safety Management System (SMS) add-on in FlightLogger allows you to implement a streamlined reporting process for safety-related events at your flight school. With this module, all users (students, instructors, crew, staff, administrators, and renters) can file safety reports, enabling your designated safety manager to assess risk, apply mitigation measures, and maintain an up-to-date hazard log.
This article explains how to set up and use the SMS module in FlightLogger.
A full walkthrough is also available in the video included above.
1. Assign a Safety Manager
To activate the system:
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Go to Administration → Account settings → Safety management
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Assign a Safety Manager (only one can be assigned per account)
Once saved, the Safety Manager gains access to the SMS area. They can then designate one or more Deputy Safety Managers, who will have the same access—except to the Admin panel.
2. Define your hazard headlines
Before you can receive reports, you must define the types of hazards users can report against. These appear as headlines in your Hazard Log.
To create them:
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Go to SMS → Admin → New headlines
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Add headlines such as:
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Runway incursion
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Bird strike
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Ground operations
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These headlines will serve as categories for classifying incoming reports.
3. Set risk assessments and mitigations
Each headline should include a risk assessment before and after mitigation.
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Click Edit on a headline (e.g., "Runway incursion")
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Set:
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Frequency (e.g., Remote, Occasional, Likely)
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Severity (e.g., Minor, Hazardous, Catastrophic)
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Complete the Root Cause Analysis section:
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Hazard description
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Root cause
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Mitigation
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Risk control
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Optional comment
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Reassess risk after mitigation
The system calculates a risk factor based on frequency and severity.
4. Users submit safety reports
Any user can submit a safety report by:
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Clicking SMS in the top menu
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Choosing one of the six report types (e.g., Flight Safety Report)
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Filling in the details, including optional attachments
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Choosing to submit anonymously or with contact info
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Clicking Send to Safety Manager
The Safety Manager receives an email notification.
5. Safety Manager reviews and categorizes reports
When a report is received:
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The Safety Manager clicks the link in the email or accesses it via SMS → Reports
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Click Edit on the report to read the full details
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Assign a headline (e.g., Runway incursion)
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Perform a specific risk assessment for this report, just like with a headline
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Click Update Risk Assessment
The assigned headline in the Hazard Log will show a count of linked reports.
6. Send reports via email or print
Each report includes options to:
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Print the report (PDF version)
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Send via email to predefined recipients (e.g., CAA, General Manager)
To manage recipients:
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Go to SMS → Admin → Email receivers
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Define receivers per headline type (e.g., all Bird Strike reports go to the local CAA)
You can also define the sender email address in this section.
7. Closing and managing reports
Once a report has been reviewed:
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Set its status to Closed to remove it from the active list
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Optionally assign a priority level (Level 1 or 2) to indicate urgency
All reports can be reopened, searched, and filtered as needed.
8. Customize report labels
The default report "Safety Hazard Report" can be renamed to reflect your organization’s terminology:
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Go to SMS → Admin → Report naming
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Edit the name as desired (e.g., "Incident Report")
All users will now see the updated name.
9. Assign Deputy Safety Managers
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Go to SMS → Admin → Deputy Safety Managers
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Select one or more users (instructors, staff, crew, or administrators)
Deputies have full access to SMS reports and statistics (excluding admin setup).
10. SMS Statistics
Safety Managers and deputies can monitor reporting trends via:
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SMS → Statistics
You’ll find:
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Reports received per month
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Most-used headlines
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Reports submitted per user
Timeframes can be customized, and the data helps track safety awareness across the organization.
Final note: Drive user awareness
The success of your safety reporting system relies on user participation. Be sure to:
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Encourage all users to submit reports
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Show how easy it is: Click SMS → Choose report → Fill → Send
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Highlight that users can remain anonymous if they wish
By making reporting simple and visible, you create a proactive safety culture.
Need help?
If you need help configuring or using the Safety Management System, contact us via the Get Support button inside FlightLogger. We’re happy to assist!