Voice-Based HSE Observation Reporting System
Incident AI is an intelligent, voice-powered Health, Safety and Environment (HSE) observation and incident reporting platform. The Reporting App (incidentai.applivity.com) is designed for everyone who needs to file safety observations on the go โ both Admins and Inspectors can sign in and submit reports from the app.
Simply speak your observation aloud โ the AI transcribes it in real time, extracts the relevant details (area, type, action taken), and generates a structured report automatically. No typing required!
The Incident AI App is open to both Inspectors and Admins:
You do not need any technical expertise to use the app โ it is designed to be simple and intuitive for every role.
The App (incidentai.applivity.com) is for submitting reports and is available to both Admins and Inspectors. The Admin Portal (a separate URL) is for reviewing/approving reports and managing the organization, and is restricted to Admins only.
Incident AI is available across multiple platforms so you can report observations from any device you use in the field:
| Requirement | Details |
|---|---|
| Web Browser | Chrome 90+, Firefox 88+, Safari 14+, Edge 90+ (with microphone access) |
| Android | Android 8.0 (Oreo) or later โ install from Google Play Store |
| iOS | iOS 14 or later โ install from the App Store |
| RealWear | RealWear HMT-1, HMT-1Z1, or Navigator 500 โ install from RealWear Store |
| Microphone | Required for voice reporting. Allow microphone permission when prompted. |
| Internet | Stable connection required for report submission and AI processing |
| Web App URL | https://incidentai.applivity.com/sign-in |
| Role Required | Admin or Inspector role (any active user in your organization can sign in) |
When you open the app, you'll see the main Sign In screen with two login options: Login with Email and Login with QR. The red button is the Email login option.
Figure 2.1 โ App Sign In Screen with Login Options
Click the red "LOGIN WITH EMAIL" button. A form will appear with email and password fields.
Type your registered email address in the email field (e.g., user@example.com). This is the email your admin created your account with.
Type your password in the password field. Click the eye icon to toggle visibility if needed.
Click the red SIGN IN button. After authentication, you may be prompted to activate your device license.
Figure 2.2 โ Email Login Form
Contact your organization's administrator if you have forgotten your password. They can reset it for you from the Admin Portal.
QR Code Login is a faster alternative to email login. Your organization admin will provide a QR code that encodes your login credentials. Simply scan it with your device camera to log in instantly โ no typing required.
On the Sign In screen, click the white "LOGIN WITH QR" button. Your device's camera will activate.
Hold your device so the camera can clearly see the QR code provided by your administrator. The app will automatically scan it.
Once the QR code is recognized, you will be automatically logged in and directed to the reporting screen.
QR codes are generated by your organization's Admin Portal. Each QR code is linked to a specific user account and organization. Ask your admin to generate one for you if you don't have one.
Your organization administrator can create a sign-in QR code for any user directly from the Admin Portal. The steps they follow are:
In the Admin Portal, the admin navigates to Organization โ Users to see the full list of users.
The admin clicks the three-dot icon (โฎ) in the Action column for your row. A dropdown appears with four options: Edit, Change Password, Delete, and Generate QR Code.
Selecting Generate QR Code produces a QR image tied to your account. The admin can share it with you on screen, send it to you, or print it for a shared device.
Once you have the QR image, follow the QR Login Steps above โ tap LOGIN WITH QR in the app and point your camera at it. You'll be signed in instantly.
QR Login is the recommended method on any Tablet, RealWear device, or Mobile device โ these devices have a built-in camera that can scan the QR code, making sign-in fast and typing-free.
| Device | Recommended Login Method |
|---|---|
| Tablet (Android or iPad) | QR Code Login โ fastest, no typing required |
| RealWear device (HMT-1, Navigator 500) | QR Code Login โ ideal for hands-free, head-mounted use |
| Mobile phone (Android or iPhone) | QR Code Login โ quickest on small screens |
| Desktop / laptop browser | Email Login โ no camera needed |
After signing in for the first time on a new device, you will be shown the Activate License screen. This is a one-time setup step that ties your device to your organization's subscription, ensuring secure and authorized access.
Figure 4.1 โ License Activation Screen
Type your license key in the field using the format XXXX-XXXX-XXXX-XXXX. Your administrator will provide this key. Alternatively, if a key is pre-filled, proceed to step 2.
Click "SCAN LICENSE KEY" to use your camera to scan a QR code version of the license key provided by your administrator.
Confirm that the Device ID and User email shown match your device and account. This is pre-filled automatically.
Click the blue "VALIDATE LICENSE" button. The system will verify your key. If valid, you'll be taken to the reporting screen immediately.
License activation is typically only required once per device. After activation, you will be taken directly to the reporting screen on subsequent logins from the same device.
Contact your organization administrator to obtain a license key for your device.
After a successful login and license activation, you are taken to the Main Reporting Screen. This is the central hub of the app โ everything you need to make a report is here.
Figure 5.1 โ Main Reporting Screen
| Element | Location | Description |
|---|---|---|
| INCIDENT AI Logo | Top left header | App branding with Incident AI name and icon |
| LOGOUT button | Top right header | Click to sign out of the app securely |
| START REPORTING button | Center of screen | The main action button โ click to begin recording your voice observation |
| Instruction text | Below START REPORTING | "Click START REPORTING to begin" โ guidance text for new users |
| SELECT LOCATION | Bottom left | Shows current location (e.g., Main Back Yard). Click to change your work location. |
| SELECT LANGUAGE | Bottom right | Shows current language (e.g., English). Click to change the reporting language. |
Before clicking "START REPORTING", make sure you have selected the correct Location and Language. These settings ensure your report is filed correctly in the system.
Every report must be linked to a specific workplace location. This ensures that safety observations are properly tracked by area, allowing management to identify patterns and high-risk zones.
Click the "SELECT LOCATION (location name)" button at the bottom left of the main screen. A dialog will appear.
A microphone dialog will open with the message "SAY THE LOCATION NAME TO SELECT IT". Simply speak the name of your location clearly (e.g., say "Main Back Yard").
The AI will recognize the spoken location name and update the SELECT LOCATION button to show your chosen location. The dialog will close automatically.
Figure 6.1 โ Voice-Based Location Selection Dialog
The locations you can choose from are configured by your organization's admin in the Admin Portal (Configurations โ Locations). Only the locations the admin has added will be recognized by voice. Examples might look like:
| Location Name | How to Say It |
|---|---|
| Main Back Yard | "Main Back Yard" |
| Central Tech Yard | "Central Tech Yard" |
If your work area isn't in the list โ or if you need a new location added โ contact your organization administrator. They can add it from the Admin Portal and it will immediately become available in the app.
If the system doesn't recognize your location name, try speaking more clearly and slowly, or click CLOSE and try again.
Incident AI supports multiple languages for voice reporting. The languages you see in this dialog are the ones your organization's admin has turned on in the Admin Portal (Configurations โ Languages) โ so the list may look different in your app depending on what's enabled. Select your preferred language before starting so the AI correctly transcribes your spoken observation.
Voice recognition is powered by Microsoft Azure Cognitive Services โ Speech to Text, which supports the languages listed below. Your admin can enable any of these from the Admin Portal. Each language may include several regional variants (locales) โ for example, English ships with US, UK, Australian, Indian and many other accents; Spanish covers all major Latin American and European variants.
Locale codes follow the language-REGION pattern (for
example, en-US = English / United States,
ur-PK = Urdu / Pakistan). Choosing a locale closer to
your accent typically improves recognition accuracy.
For the full, always-current list of supported languages and locales,
refer to the official Microsoft documentation:
learn.microsoft.com/azure/ai-services/speech-service/language-support.
Figure 7.1 โ Language Options Dialog
Click the "SELECT LANGUAGE (current language)" button at the bottom right of the main screen.
Click either "ENGLISH" or "URDU" based on the language you want to speak your observation in. The selected language will be highlighted.
Click CLOSE or click outside the dialog. The SELECT LANGUAGE button will update to show your chosen language.
Below are examples of languages that may be enabled by your admin. The actual list shown in your app is controlled centrally โ if a language you need isn't there, ask your admin to enable it from Configurations โ Languages in the Admin Portal.
After clicking "START REPORTING", the app switches to the Voice Reporting screen. This is where you speak your observation. The AI processes your speech in real time.
Please report an INCIDENT / OBSERVATION
to see the
summary.
Figure 8.1 โ Active Voice Recording Screen
| Element | Description |
|---|---|
| GO BACK button | Returns to the main reporting screen without saving. Use if you started by mistake. |
| Center message area | "Please report an INCIDENT / OBSERVATION to see the summary." โ This area will fill with your transcribed observation as you speak. |
| Microphone button (red circle, bottom left) | The active recording indicator. The pulsing red circle shows the microphone is listening. Click to toggle mute. |
| COMPLETE REPORT button (green) | Click when you've finished speaking your observation to generate the structured report summary. |
| PAUSE button | Temporarily pause recording without losing your observation. Click again to resume. |
Before clicking START REPORTING, ensure the correct location (e.g., "Main Back Yard") and language (e.g., "English") are selected at the bottom of the main screen.
Click the red "START REPORTING" button. The app switches to the recording screen. Allow microphone access if prompted.
With the microphone active (pulsing red button), describe what you observed. Be specific and include: what you saw, where exactly, and any action taken. Example: "Workers in the electrical room were not wearing safety helmets. I informed the site supervisor."
For the best report, include: the area name, what the unsafe act or condition was, who was involved (if applicable), and what action was taken.
As you speak, the AI transcribes your words in the center area of the screen. Review it to ensure accuracy. Use PAUSE if you need a moment to think.
When done speaking, click the green "COMPLETE REPORT" button to finalize and generate the structured report summary.
"Workers in the electrical room were not wearing safety gear. Two workers without hard hats observed during morning inspection. I informed the field safety engineer to take immediate action."
After clicking "COMPLETE REPORT", the AI processes your voice observation and generates a structured report summary. This summary extracts key information from your speech into organized fields.
The Incident AI system automatically extracts the following information from your voice observation:
| Field | What AI Detects | Example |
|---|---|---|
| Description | The main observation description | "Workers not wearing safety gear" |
| Area | Specific area mentioned | "Electrical Room" |
| Type | Classification of observation | "unsafe act" |
| Action Taken | Any corrective action mentioned | "Informed field safety engineer" |
| Language | Language used for reporting | "English" |
| Location | The pre-selected work location | "Main Back Yard" |
After the AI processes your observation, review the generated summary on screen. Verify that the description, area, type, and action details are accurate.
If available, attach photos of the incident or observation as visual evidence. Photos are highly recommended for unsafe conditions.
Click the Submit button to send the report to the admin portal. Once submitted, the status will be "Submitted" and it will appear in the admin's All Reports dashboard for review.
After successful submission, your report is stored in the system with "Submitted" status. Your organization's safety admin will review it and approve valid observations.
Once submitted, you will be returned to the main reporting screen, ready to make another observation. Each report is independent โ you can make multiple reports in a single session.
Ensure you have allowed microphone permissions in your browser. Try refreshing the page and clicking Start Reporting again. Make sure you are in a quiet environment and speaking clearly into the microphone.
When prompted by your browser, click "Allow" to grant microphone access. If you accidentally blocked it, go to your browser settings > Privacy > Site Settings > Microphone and allow incidentai.applivity.com.
No, this should only happen on a new device. If you see it repeatedly, your license may have expired or the device ID changed. Contact your admin to re-activate the license.
Contact your organization administrator. They can reset your password from the Admin Portal. Alternatively, use QR Code Login if available.
No. The Incident AI system requires an active internet connection for voice processing and report submission. Ensure you have a stable network connection before making reports.
Contact your organization administrator to add the missing location in the Admin Portal (Configurations โ Locations). Once added, it will be available for voice selection.
| Message | Cause | Solution |
|---|---|---|
| Microphone not accessible | Browser permission denied | Allow microphone in browser settings |
| Invalid license key | Wrong or expired key | Get new key from admin |
| Login failed | Wrong email/password | Check credentials or reset password |
| Report submission failed | No internet connection | Check connection and try again |
| Location not recognized | Unclear speech | Speak location name clearly and retry |
For technical issues or questions, contact your organization administrator using the contact details they provided during account setup.