Configure your Safety Team
Safety Hub organizes your SMS around a three-level hierarchy: one Accountable Executive, one or more Safety Managers, and one or more Safety Teams. This article walks you through setting up that structure, setting a reporter contact inbox, routing records to the right team, and understanding how visibility works. You configure all of this on the in-app Safety Team page (Settings → Safety Team) inside Safety Hub, which requires the Manage Safety Hub Settings permission.
Understand the two-axis model before you start
Safety Hub controls what users can do and what they can see on two independent axes:
Capability — what a user can do (edit reports, assign corrective actions, configure settings). Controlled by FSP permissions.
Visibility — which records a user can see. Controlled by Safety Team membership inside Safety Hub.
Granting a permission is not enough on its own. A user with Manage Safety Reports can only act on reports that are routed to a team they belong to. You must grant the permission and add them to the right team.
The only exceptions are the Accountable Executive and Safety Managers — both roles carry a read-only visibility bypass that lets them see every record across the organization, regardless of team membership.
For a full breakdown of the FSP permission set, see the "Safety Hub permissions overview" article.
Step 1 — Flag your safety personnel in FSP
Before you can assign anyone in Safety Hub, their FSP user record must be flagged as a Safety Officer in their Online Access. Safety Hub reads this flag every time a people-picker opens.
In FSP, go to People → [User Profile] → Online Access.
Open the user record for each person you plan to designate as Accountable Executive, Safety Manager, or team member.
Enable the Safety Officer flag on the record and save.
If a person is missing from a Safety Hub people-picker, their FSP record is almost certainly missing this flag. Removing the flag in FSP automatically removes the person from any AE, Safety Manager, or team slot in Safety Hub.
Step 2 — Open Safety Team settings
In the Safety Hub left navigation, go to Settings → Safety Team. The page is titled Safety Team Settings and lays out the Safety Team Inbox, Accountable Executive, Safety Managers, and per-location Safety Team cards from top to bottom.
Step 3 — Set the Safety Team Inbox
The Safety Team Inbox is the email address reporters can use to reach your safety team. It is shown as the contact on report status pages, so anyone who submits a report and later checks its status sees this address.
Under Safety Team Inbox, enter an email address in the Email Address field.
Use a monitored shared mailbox (for example,
safety@yourschool.com) rather than one person's inbox, so coverage does not depend on a single individual.
Step 4 — Assign the Accountable Executive
FAA Part 5 requires exactly one Accountable Executive. This person holds ultimate SMS accountability (typically the school owner or CEO) and sees every report, hazard, and corrective action across all teams.
Under Accountable Executive, open the single-select dropdown.
Choose the person from the list. Only FSP-flagged Safety Officer members appear.
The AE has a read-only visibility bypass — they can see every SMS record across the organization without being a member of any specific team.
Step 5 — Add Safety Managers
Safety Managers sit between the AE and the Safety Teams. Like the AE, they have a read-only visibility bypass and can see every report, hazard, and corrective action regardless of team assignment.
Under Safety Managers, use the Search people by name or email box.
Select each person you want to add. They appear as a removable chip above the search box.
To remove a Safety Manager, select the ✕ on their chip.
You can designate multiple Safety Managers. Each one immediately gains operator-wide record visibility.
Step 6 — Create Safety Teams
Safety Teams are the routing and visibility unit for day-to-day SMS work. Each team appears as its own card under Safety Teams, showing its linked location, member count, member chips, and an optional default assignee. The guide recommends one team per physical location — this makes auto-routing work cleanly.
Under Safety Teams, select Create Team.
Enter a team name (for example, the location name) and link it to a location.
Add team members. Each member appears as a chip on the team card.
Select the FSP Locations the which the team is responsible. NOTE: safety report submission will automatically route to the assigned team based on FSP Location. Make sure all FSP Locations are ultimately assigned to one safety team or another.
Optionally set a Default assignee for the team. The default assignee must already be a team member and is auto-assigned to records routed to that team.
Save.
Repeat for each location. Members of a team see only the records routed to that team, unless they are also a Safety Manager or the AE.
About the default team: one team is marked as the default — the team with no locations linked, shown in the UI as All other locations (its name is Default). It catches records that don't match any location-based routing rule. Assign Safety Managers or your most experienced Safety Officers to the default team so nothing falls through the cracks.
How record routing works
When a Safety Report is submitted, Safety Hub routes it to the team whose location matches the event location on the report. The team's default assignee (if set) is auto-assigned. If no location matches, the record goes to the default team (shown as All other locations).
All records routed to a team are visible to every member of that team. Changing a record's assigned team changes who can see it.
Step 7 — Grant SMS permissions in FSP
Safety Team membership controls visibility; FSP permissions control capability. After your team structure is in place, assign the right permission bundles to your roles.
Go to FSP → Settings → Users → Roles & Permissions → Edit Role → Permissions tab, then expand the Safety Hub section.
Key permissions for team members:
Permission | What it unlocks |
Access Safety Hub | Required for any SMS access |
Manage Safety Reports | Edit reports, change status, assign |
Manage Hazards | Create/edit hazards, change risk ratings |
Manage Corrective Actions | Create/edit CAs, assign, upload attachments |
Manage Documents | Create, publish, and archive documents |
Manage Safety Hub Settings | Full Settings access — Safety Team, SMS, FRAT |
Note: Manage Safety Hub Settings does not grant cross-team visibility. Even a user who can configure all settings still sees only records on teams they belong to — unless they are also a Safety Manager.
For the full 10-permission table and recommended role bundles, see the "Safety Hub permissions overview" article.
Manage team membership over time
Adding a member — open the team card in Settings → Safety Team, add the user. They immediately gain visibility to that team's records.
Removing a member — remove them from the team card in Safety Hub. They lose visibility to that team's records immediately, because visibility is recomputed on each request.
Removing the FSP flag — removing the Safety Officer flag from a user's FSP record automatically removes them from all AE, Safety Manager, and team slots in Safety Hub.
Promoting to Safety Manager — add the user under Safety Managers in Settings. They gain operator-wide visibility immediately in addition to any team memberships they hold.
Troubleshooting
A person doesn't appear in a people-picker The user's FSP record is not flagged as a Safety Officer. Go to FSP → Settings → Users, open the user record, and enable the Safety Officer flag.
A Safety Officer can't see a report they should be managing Check two things: (1) Does their role include Access Safety Hub and Manage Safety Reports? (2) Are they a member of the team the report is routed to? Both must be true.
Records are going to the default team instead of a specific team The event location on the report doesn't match any team's location, so it falls back to the default team (All other locations). Either update the team's location link or route the record manually by changing its assigned team on the report detail.
For day-to-day safety management workflows after your team is configured, see the "Safety Hub for safety managers" article.