Summary
Inbound email in Safety App gives your team a dedicated email address that turns everyday messages into incident reports. When someone emails the address, Safety App captures the message and creates a report so the incident enters your normal safety workflow. This lets people flag hazards and events quickly, even when they are not signed in to the app.
Introduction
Inbound email is a reporting channel in Safety App. Instead of opening the app and filling out a form, a person can simply send an email describing what happened, and Safety App converts that message into an incident report. This lowers the barrier to reporting, so hazards and events are captured while they are still fresh.
Frontline staff and site teams are the primary users of the inbound email address, because it lets them report from wherever they already work. Safety managers, site managers, and safety directors then pick up the resulting reports through the same role-scoped views they use for every other event in Safety App.
Key Concepts
- Inbound email address: The dedicated address that people send messages to. Anything delivered to this address is captured by Safety App and turned into a report.
- Incident report: The record Safety App creates from an inbound message. It enters the same workflow as any other reported event.
- Owner: The person made responsible for a report once it is triaged. Notifications and reminders in Safety App are directed to the owner, so accountability is clear.
- Category and location: The attributes used to classify a report so it reaches the right people and appears in the right filtered views.
- Role-scoped visibility: What each person sees depends on their role. A safety director sees activity across every site, while a site manager sees only reports tied to their own location.
- Email delivery: Safety App already communicates alerts and reminders by email to the owner, so an incident raised by email continues to be followed up by email.
Steps to Follow
Locate the inbound email setting
Open the Inbound Email settings page in Safety App. This is where Safety App shows the dedicated address that incoming messages are converted from. Confirm the address shown here is the one your team will use to report incidents.
Caption: Open the Inbound Email settings page in Safety App.
Share the address with the people who report
Give the inbound email address to the frontline staff and site teams who need to raise incidents. Because reporting only requires sending an email, anyone with the address can submit a report without signing in to Safety App. Encourage reporters to save the address as a contact so it is easy to reach in the moment.
Send a message to create a report
To report an incident, send an email to the inbound address describing what happened. Safety App captures the message and creates an incident report from it, placing the incident into the same workflow as events reported directly in the app. Ask reporters to include clear details in the subject and body so the report is easy to triage.
Triage the report to an owner
Once the report exists in Safety App, assign an owner so someone is accountable for acting on it, and classify it by category and location so it appears in the correct filtered views. Because visibility is role-scoped, setting the location correctly ensures the report reaches the site manager responsible for that location while remaining visible to the safety director across sites.
Confirm follow-up reaches the right people
After a report has an owner and is classified, confirm that follow-up is flowing correctly. Safety App directs notifications and reminders to the owner by email, so verify the assigned owner is current and that the incident is being tracked to closure like any other event.
Conclusion
Inbound email makes reporting in Safety App as simple as sending a message, which means incidents are captured quickly and enter your standard safety workflow without extra friction. Share the address, let reporters email in, and triage each resulting report to the right owner, category, and location so nothing raised by email goes unaddressed.