> ## Documentation Index
> Fetch the complete documentation index at: https://docs.pilotflows.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Reports

> Create and manage incident reports, accident reports, safety reports, and maintenance issues

# Reports

The Reports module allows you to create and manage safety and incident reports for your organization. Report incidents, accidents, near misses, maintenance issues, and other safety concerns. Track report status, assign reviewers, and ensure proper follow-up.

<Frame>
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/pilotflows/images/placeholder-reports-page.png" alt="Reports page showing list of incident reports" />
</Frame>

## Overview

The Reports module is a comprehensive incident and safety reporting system. It helps you track and manage various types of reports including incidents, accidents, near misses, maintenance issues, and safety concerns. Ensure proper documentation, review, and resolution of all reported issues.

## Key Features

<CardGroup cols={2}>
  <Card title="Incident Reporting" icon="alert-triangle">
    Report incidents and accidents with detailed information, media attachments, and witness accounts.
  </Card>

  <Card title="Near Miss Reporting" icon="alert-circle">
    Document near misses and potential safety hazards before they become incidents.
  </Card>

  <Card title="Maintenance Issues" icon="wrench">
    Report maintenance problems, equipment failures, and safety concerns related to aircraft or equipment.
  </Card>

  <Card title="Anonymous Reporting" icon="user-x">
    Submit reports anonymously to encourage reporting without fear of reprisal.
  </Card>

  <Card title="Report Assignment" icon="user-check">
    Assign reports to reviewers and track resolution progress through workflow stages.
  </Card>

  <Card title="Status Tracking" icon="check-circle">
    Track report status from creation through review, resolution, and archiving.
  </Card>

  <Card title="Media Attachments" icon="paperclip">
    Attach photos, videos, documents, and other media to support your reports.
  </Card>

  <Card title="Flight Log Integration" icon="plane">
    Link reports to specific flight logs for comprehensive incident documentation.
  </Card>
</CardGroup>

## Getting Started

<Steps>
  <Step title="Access Reports">
    Navigate to **Organization** → **Reports** from your dashboard sidebar.
  </Step>

  <Step title="View Existing Reports">
    See all reports in your organization:

    * Incident reports
    * Accident reports
    * Near miss reports
    * Maintenance issues
    * Other safety reports

    <Frame caption="Reports list">
      <img src="https://mintlify.s3.us-west-1.amazonaws.com/pilotflows/images/placeholder-reports-list.png" alt="List of incident reports" />
    </Frame>
  </Step>

  <Step title="Filter Reports">
    Use filters to find specific reports:

    * By type (incident, near miss, maintenance, etc.)
    * By status (action required, in review, resolved, etc.)
    * By urgency level
    * By date range
    * By assigned reviewer
  </Step>

  <Step title="Create New Report">
    Click **New Report** to create a new incident or safety report.
  </Step>
</Steps>

## Report Types

### Incident/Accident Reports

Report actual incidents and accidents:

* **Incident Description** - What happened
* **Location** - Where it occurred
* **Date and Time** - When it happened
* **Injuries** - Any injuries sustained
* **Equipment Involved** - Related equipment
* **Witnesses** - Witness accounts
* **Media** - Photos, videos, documents

<Frame caption="Incident report form">
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/pilotflows/images/placeholder-incident-report.png" alt="Form for creating an incident report" />
</Frame>

### Near Miss Reports

Document near misses and potential hazards:

* **What Almost Happened** - Description of near miss
* **Potential Consequences** - What could have happened
* **Contributing Factors** - What led to the situation
* **Preventive Measures** - How to prevent recurrence

### Maintenance Issue Reports

Report maintenance problems:

* **Issue Description** - What's wrong
* **Equipment** - Which equipment is affected
* **Maintenance Type** - Preventive, corrective, emergency
* **Urgency** - How urgent is the repair
* **Safety Impact** - Safety implications

### Other Report Types

Additional report types include:

* **Unsafe Behavior** - Report unsafe practices
* **Mental Health** - Mental health concerns
* **Lost and Found** - Lost or found items
* **Feedback/Complaint** - General feedback
* **Ethical Concerns** - Ethical issues
* **Other** - Other types of reports

## Creating Reports

### Creating a New Report

<Steps>
  <Step title="Start New Report">
    Click **New Report** or **+ Create Report**.
  </Step>

  <Step title="Select Report Type">
    Choose the type of report:

    * Incident/Accident
    * Near Miss
    * Maintenance Issue
    * Unsafe Behavior
    * Other types

    <Frame caption="Report creation form">
      <img src="https://mintlify.s3.us-west-1.amazonaws.com/pilotflows/images/placeholder-create-report.png" alt="Form for creating a new report" />
    </Frame>
  </Step>

  <Step title="Enter Report Details">
    Provide comprehensive information:

    * **Title** - Brief description
    * **Description** - Detailed account
    * **Location** - Where it occurred
    * **Date and Time** - When it happened
    * **Urgency Level** - Low, medium, high, critical
    * **Anonymous** - Submit anonymously (optional)
  </Step>

  <Step title="Add Additional Information">
    Include relevant details:

    * **Injuries** - Any injuries sustained
    * **Equipment Involved** - Related equipment
    * **Witnesses** - Witness information
    * **Media Files** - Photos, videos, documents
    * **Flight Log Reference** - Link to flight log (if applicable)
    * **Tags** - Categorization tags
  </Step>

  <Step title="Submit Report">
    Review all information and submit. Report is created and assigned for review.
  </Step>
</Steps>

## Report Status and Workflow

### Report Statuses

Reports progress through different statuses:

* **Action Required** - Immediate action needed
* **Follow Up Needed** - Requires follow-up
* **In Review** - Being reviewed
* **Resolved** - Issue resolved
* **Dismissed** - Report dismissed
* **Archived** - Moved to archive

<Frame caption="Report status workflow">
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/pilotflows/images/placeholder-report-status.png" alt="Report status indicators" />
</Frame>

### Report Assignment

<Steps>
  <Step title="Assign Reviewer">
    Assign reports to reviewers:

    1. Open report
    2. Click **Assign**
    3. Select reviewer or role
    4. Add assignment notes
    5. Save assignment
  </Step>

  <Step title="Review Process">
    Reviewers can:

    * View report details
    * Request additional information
    * Add comments
    * Change status
    * Resolve report
  </Step>
</Steps>

## Report Management

### Viewing Reports

<Steps>
  <Step title="Filter Reports">
    Use filters to find reports:

    * By type
    * By status
    * By urgency
    * By date range
    * By assigned reviewer
    * By tags
  </Step>

  <Step title="Search Reports">
    Search by:

    * Report title
    * Description content
    * Report ID
    * Tags
  </Step>

  <Step title="View Report Details">
    Click on a report to see:

    * Complete report information
    * Status and workflow
    * Comments and updates
    * Media attachments
    * Assignment history
    * Resolution details
  </Step>
</Steps>

### Updating Reports

<AccordionGroup>
  <Accordion title="Add Comments">
    Add comments to reports:

    * General comments
    * Status change notes
    * Information requests
    * Resolution comments
  </Accordion>

  <Accordion title="Request Information">
    Request additional information:

    1. Click **Request Information**
    2. Enter request message
    3. Submit request
    4. Reporter receives notification
  </Accordion>

  <Accordion title="Change Status">
    Update report status:

    * Move through workflow stages
    * Resolve when complete
    * Archive when done
    * Add status change notes
  </Accordion>

  <Accordion title="Resolve Report">
    Mark report as resolved:

    1. Open report
    2. Click **Resolve**
    3. Enter resolution comment
    4. Save resolution

    <Check>
      Resolved reports remain accessible for reference but are marked as complete.
    </Check>
  </Accordion>
</AccordionGroup>

## Exporting Reports

### PDF Export

Export reports as PDF:

* **Individual Report** - Export single report
* **Bulk Export** - Export multiple reports
* **Formatted Layout** - Professional formatting
* **Includes Media** - Attachments included

### Report Archive

Archive completed reports:

* **Archive Individual** - Archive single report
* **Bulk Archive** - Archive multiple reports
* **Archive Access** - Archived reports remain accessible
* **Restore** - Unarchive if needed

## Best Practices

<Steps>
  <Step title="Report Promptly">
    Report incidents and issues as soon as possible. Timely reporting helps prevent recurrence and ensures proper documentation.
  </Step>

  <Step title="Be Thorough">
    Provide complete and accurate information. Include all relevant details, witnesses, and media.
  </Step>

  <Step title="Use Anonymous Reporting">
    Encourage anonymous reporting for sensitive issues. This helps ensure all issues are reported.
  </Step>

  <Step title="Follow Up">
    Ensure reports are reviewed and resolved. Don't let reports sit without action.
  </Step>

  <Step title="Document Resolution">
    Document how issues were resolved. This helps prevent similar problems in the future.
  </Step>
</Steps>

## Troubleshooting

<AccordionGroup>
  <Accordion title="Can't create report">
    * Verify you have permission to create reports
    * Check all required fields are filled
    * Ensure you're in the correct organization
    * Try refreshing the page
    * Contact admin if permissions seem incorrect
  </Accordion>

  <Accordion title="Report not appearing">
    * Check filters aren't hiding the report
    * Verify report wasn't deleted or archived
    * Ensure you have permission to view reports
    * Check if report is anonymous and you're not the creator
    * Review search criteria
  </Accordion>

  <Accordion title="Can't assign report">
    * Verify you have assignment permissions
    * Check reviewer exists and has appropriate role
    * Ensure report isn't already resolved
    * Review assignment settings
  </Accordion>
</AccordionGroup>

## Related Documentation

* [Organization Overview](/organization/overview) - Learn about organization features
* [Aircrafts](/organization/aircrafts) - Report aircraft-related incidents
* [Members](/organization/members) - Report member-related issues
* [Calendar](/organization/calendar) - Link reports to events