SMS Setup 2021-12-16T05:38:08+00:00

Safety Management System (SMS) Setup

The Safety Management System must be set up before using the Risk Register or Safety Report systems. The SMS can be set up in System -> SMS Setup. You must have SMS Admin privileges on your account to be able to access SMS setup.

Note: Please refer to the FAQ section at the bottom of the page for Frequently Asked Questions.

Risk Matrix Setup

The Risk Matrix comprises of 4 sections:

  • Severity and Consequence
  • Likelihood
  • Risk Tolerability
  • Report Workflow

This follows the typical layout of a Risk Matrix.

Defaults can be set for each section by pressing the ‘Build Default’ buttons. This will pull default risk matrix settings from the CASA database. We recommend using these default settings in most cases. If you wish to change some settings, you may do so by editing the lines in each area after you have pulled in the default settings. Alternatively, you can build your entire risk matrix from scratch.

Report Workflow

Report Workflows for the safety reporting system are also set in this section. Defaults can be built using the ‘Build Default’ button. Each status of the report can be set to allow certain objects (Causes, Comments, Tasks, Corrective Action Required (CAR), and Controls) to be added by using the tick boxes. If the tick box is unchecked, the related object will not be able to be added or edited by the user on the related status.

Event Types

Event Types are broken up into two sections; ‘Event Types and Categories’ and ‘Causes’.

Event Types and Categories

To add an event type and category press the green plus icon at the top left of the table. This will create a new line in the table. Type in each column to create the item. The item can then be renamed and also be set as an ‘Injury’ which can then be reported on later.

Once an item has been set, if further items of the same Event Type (with different Categories) need to be added, they can be selected from the list when clicking on the Event Type field on a new item.

An example of Event Types may include:

  • Fatigue Occurrence
  • Flight Operation
  • Maintenance Operation

Some associated Categories may include:

  • Fatigue Occurrence Report, Missed Sign-on
  • In-Flight Event, Mechanical Failure In-Flight
  • Maintenance Over-run, FOD

Items can be deleted by selecting the associated line and pressing the red minus icon at the top left of the table.

Note: There is no need to save your changes. They are automatically entered into the database as you make changes.


Causes and contributing factors can be set up in the ‘Causes’ section. Add a cause by pressing the green plus icon and enter a cause and contributing factor in the fields.

An example of causes may include:

  • Environment
  • Equipment
  • Fatigue Factors

An example of associated Contributing Factors may include:

  • High Noise Levels
  • Uncalibrated Tooling
  • Delays

Note: there is no need to save your changes. They are automatically saved in the database as you make changes.

Event Questions

Event questions can be set up to populate based on the selected Event Type and Category when a safety report is submitted. These questions can be set as ‘Mandatory’, meaning they must be answered before the report can be submitted, and can also be set up with data validation. Data validation includes Text, Value List, Number and Date. Conditional formatting can also be included.

Adding Event Questions

Note: You must add Event Types before you can add an Event Question

To add an event question, first choose an event from the ‘Event Filter’ dropdown list. A Category can also be chosen in the ‘Category Filter’ dropdown list to further filter the questions. Press the green plus icon at the top left of the screen to add a new event question. The Event Type and Category (if selected) will be automatically populated in their respective fields. A ‘Report Group’ can be added to specify reporting for each question. Report Groups that have already been added for other questions will be displayed in a dropdown. The ‘Sort’ column will allow you to sort the order that the questions are displayed in when the user is filling out the safety report. Simply number each question in the order you’d like them to be displayed, starting at ‘1’. Next add a question by typing it into the question section.

Note: Click on the image below for a demonstration.

Conditional Questions

You may only need a question to display if a previous question is answered, or answered in a certain way. To set a conditional question, tick the conditional box and then press the window button to the left. This will open a window where parameters can be set. Choose an existing question from the ‘Parent Parameter’ dropdown, select a relation in the ‘Operator’ dropdown and a condition below.

Note: Click the image below for a demonstration

Value Lists

Value lists are set as a ‘Data Type’ and will create a dropdown list of possible answers to a question. To add a Value List, first populate the question, then set the Data Type to ‘Value List’. Click the window button to the right of ‘Value List’ on the same line. This will open a window where you can populate a value list. If you require a ‘Yes’ or ‘No’ answer, you may set this with the ‘Quick Add – Yes/No’ button. Otherwise, you may add any number of possible answers using the green plus icon. Answers can be ordered by setting the sort number, beginning with ‘1’. Upon completing your list, press the ‘OK’ button down the bottom of the window.

Note: Click on the image below for a demonstration


Q: Can Event Questions be imported to Aerotrack?

A: The import/export functions are used to share Event Questions between Aerotrack users. Questions can only be shared between Aerotrack clients, they cannot be imported from another source. For further information on this, please contact support

Q: Can I copy and paste questions from another source?

A: We don’t recommend copying and pasting questions from another source, however, this has been done from Microsoft Excel Desktop Client and Microsoft Word Desktop Client. It is recommended to create all questions manually, or import them from another Aerotrack Client.

Q: Can I create multiple questions at the same time?

A: This is not recommended. We recommend you finish each question completely, before adding another question.