Health & Safety

The Health & Safety screen is divided into these sections:

1. Monthly Stats — monthly statistics and a chart comparing accidents with near misses over time, useful as a trend view to spot recurring patterns before they lead to something more serious.
2. Documents — add or view Health & Safety documents such as manuals, procedures, and guidance.
3. Reports — view and follow up on accident reports, near-miss reports, and Job Hazard Analyses (JHAs). These are created from the H&S Forms button on each job card and are automatically linked to that job. You can also generate a safety report from saved records.
4. Toolbox Meetings — create a new meeting or view past meetings, with an AI Notetaker to listen to the discussion and record notes plus an attendance record.
5. Equipment — a register for tools, PPE, and gear that needs checking, testing, servicing, or a scheduled part replacement — see Equipment Register below.

Task Analysis (JHA)

A Job Hazard Analysis form for planning a task safely before you start:

1. Describe the Task/Issue, its Potential Hazards, and the Actions/Controls you'll take.
2. Rate the risk before those controls and again after them (a Severity × Likelihood risk matrix for each), and record the Control Measure.
3. Record the weather and site conditions, the PPE required, and get each worker to sign on to the task.
4. Save it as a Custom Hazard, or save common ones as Pre-defined Hazards you can quickly reuse on future jobs.
5. Mark it Reviewed once checked.

Incident/Accident Report

A full accident report form covering the organisation, when and where it happened, the injured person's details, the nature of the injury and any property damage, a description of what happened and why, how serious it could have been, and what immediate action and treatment followed. It includes a WorkSafe notifiable-event check (with a direct Call WorkSafe 0800 030 040 action when it applies), corrective actions with an owner and due date, photos, and a drawn signature.

Near Miss Report

A shorter form for anything that could have caused harm but didn't — what happened, the potential consequences, your analysis of the cause, and what you're doing to prevent it happening again, with corrective actions (owner and due date), photos, and a drawn signature.

All three generate a PDF you can save or share, and completed reports are listed for later reference — tap one to reopen it, or delete it if it was created in error. Search the list, or filter it to Open actions only, to quickly find reports with outstanding corrective actions.

Toolbox meetings

Create a toolbox meeting to record the date, topic or project, meeting notes, everyone who attended (plus any visitors), and any corrective actions with an owner and due date. Use the optional AI Notetaker when you want help capturing the discussion. Toolbox meetings also generate a PDF, and support photos and a drawn signature like the other H&S forms.

Equipment Register

An equipment register inside Health & Safety for anything that needs checking, testing, servicing, or a part replaced on a schedule — tools, ladders, electrical gear needing test & tag, height-safety gear (harnesses, lanyards), filters and consumables, water-fed pole / pure-water systems, pressure washers and pumps, vehicle kit, PPE, first-aid kits, and fire extinguishers. Available on Android, iPhone/iPad, and desktop.

On the Health & Safety screen, the Equipment card shows counts for Overdue, Due Soon, Out of Service, and In Use — tap Open Equipment Register to open it.

Search the register by name, asset number, serial number, or location, and filter it to All, Overdue, Due Soon, Out of Service, or Retired. The most urgent items are listed first, colour-coded by status — red for Overdue, amber for Due Soon, green for OK. On larger screens the list and the selected item sit side by side.

Adding an item (Admin/Owner only) — record: Name, Category, Status (In Service / Out of Service / Retired-Disposed), Asset/ID number, Location, Make, Model, Serial number, Responsible person, Manufacture date, Retire/replace-by date, Purchase date, Warranty until, Supplier, Purchase price, the relevant Standard/guidance (e.g. AS/NZS 3760 for test & tag, AS/NZS 1891.4 for height safety), and Notes.

Checks & replacement schedules — an item can have several, for example test & tag every 3 months plus a filter replacement every 90 days. Each schedule records what needs doing, its type (Inspection / Test & Tag / Replace Part / Service / Calibration), how often (every N days, weeks, months, or years), when it was last done, when it's next due (worked out automatically, but changeable), the part name/number if relevant, who's responsible, and any instructions. Choosing a category suggests a sensible first schedule to start from.

Recording a check — anyone can tap Record a Check on a schedule to log the date, the result (Pass / Fail / Replaced / Serviced / Repaired), who checked it, a tag or certificate number, any part replaced, the cost, and notes — the next due date fills in automatically. The schedule then moves on to its next due date, and the check is added to the item's Check History. A Fail result marks the item Out of Service until a later check passes.

Photos and documents — add photos of the item or its tag, test certificates, manuals, and receipts, either in the item's editor or attached to a specific check (for example, that check's test certificate). Take a photo or pick an image/PDF; tap a file to view, rename, change its type, or remove it. Photos are shrunk before upload. Files stay on the device after the first time you view them, so they open offline, and they're private to the app. Removing a file, discarding unsaved changes, or deleting the item removes its files too.

Reminders — turn these on in Settings → Notifications → Equipment Check Reminders (separate from Job Reminders). Choose 1 week before (9am), 1 day before (9am), and/or on the due date (8am). Reminders go to the item's responsible person; items with nobody set as responsible remind Admins and Owners instead. This covers every schedule's next-due date as well as the item's retire-by date. Phones/tablets only — desktop doesn't show notifications.

Admins/Owners can delete an item, which also removes its check history and files — consider setting its status to Retired / Disposed instead if you want to keep the history.