Record an occurrence or airprox

There is one document, not two. Airprox is a value of its Incident Type field, alongside Occurrence – Incident and Occurrence – Accident.

Before you start

No permission is needed to create or fill in an occurrence report — being a member of the organisation with access to the job is enough. Reviewing one needs the Review job forms permission.

The job must belong to a project. Start occurrence report is disabled otherwise, and the empty state says “This job has no project location yet.”

Steps

1. Open the job and select Forms

   The left rail groups documents into Ops pack, RAMS and Safety, in that order.

2. Open the occurrence document in the Safety group

   On a job with no report yet the row reads Occurrence / Airprox. Once a report exists, each one appears as Occurrence report 1, Occurrence report 2 and so on, with a muted New occurrence report row beneath them for adding another.

3. Start the report

   The empty state is titled No occurrence report yet — “Start one to record an occurrence or airprox event for this job.” Press Start occurrence report.

4. Work through the sections

   The document is titled Occurrence / Airprox Report and has nine sections in this order: Identification, Location & Airspace, Classification, Aircraft, Personnel, Weather, Details, Evidence & Notes and Evidence photos. Set Incident Type under Classification — this is where you choose Airprox. Each section has a Sign off control that turns into a green tick once pressed.

5. Attach evidence photos

   Press Add photos in the Evidence photos section. It accepts image files and you can select several at once; they upload one after another and appear as thumbnails, each with a Remove photo control. There is no count or per-file limit beyond your organisation’s storage quota.

6. Send it for review

   Press Send for review in the bar above the document. The dialog is titled Send Occurrence / Airprox report for review and warns that “The reviewer receives an immutable snapshot of the current document.” Pick the reviewer and confirm with Send for review.

Options

Export the report

Press Export PDF in the document header. The exported pack is headed Occurrence / Airprox — UK PDRA01 and includes two sections that only exist in the PDF: Diagram of Occurrence / Airprox and Evidence photos, plus a Reporting Requirements block carrying the external deadlines — Mandatory Occurrence Report within 72 hours on ECCAIRS2, the AAIB 24-hour line, and an Airprox report within 7 days via the UK Airprox Board.

What happens next

The button changes to Awaiting review and is disabled until the review is decided. A coloured dot appears on the rail row carrying the full state in its tooltip — for example “Review pending”, the reviewer’s name and the revision number.

You do not need a signature to submit. The reviewer needs one to approve. Editing the report after submitting supersedes the review, and after approval marks that approval stale — see Review a submitted document.

Troubleshooting

Send for review is disabled and does not say why. Either the report has not been created yet — the button needs a saved record to snapshot — or a review is already pending on it.

There is no Safety group in the rail. Open the Forms tab on the job rather than the Overview tab. The group is always present on a job that has a project.

A reviewer sent it back. A Reviewer changes required banner appears above the document with their note. Make the changes and press Send for review again.