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Compliance - Safety Logs & Records

Learn how to get the most out of the Compliance module

Kelly Shee avatar
Written by Kelly Shee
Updated yesterday

Dashboard > Compliance

Dashboard > Select a Project > Compliance

Permissions

Always remember to ensure the correct people have the appropriate permissions to access your company and project data. This can be done per individual or by applying Permission Templates.

In order to Add Records and Safety Logs, users will need Create permissions for Records

In order to Manage Records and Safety Logs, users will need Manage permissions

What is Compliance?

Compliance can refer to the systematic adherence to regulatory requirements, industry standards, and project specifications. This can include workplace safety laws, permits, and contractual obligations, to ensure safe, legal, and high-quality project delivery.

Your Compliance module aims to track all of your Safety Activity. In it, there are two sections; Safety Logs and Records. This article will help to explain what each section does, and how to create and manage each one.

Note: Compliance is an additional module. Please contact your CSM for more information

Safety Logs

Safety Logs represent point-in-time events or observations, typically created via forms, they are logs of historical events that may trigger follow ups, but do not carry any lifecycle state.

There are different Types of Safety Logs. While you can create as many as you like, your system will come with the following default Safety Log Types:

  • Emergency Drill

  • Equipment Safety Check

  • Hazard Observation

  • Incident

  • Near Miss

  • Safety Inspection

  • Safety Observation

Each Safety Log Type has one or more data criteria you are capturing for the Safety Log. These are called Safety Attributes. Attributes collect pieces of information attributed to the Type of Safety Log.
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To learn more about Safety Log Types and Attributes and how to create them, please refer to our article here.

Creating Safety Logs

There are two ways of creating Safety Logs in SiteMax, through forms, or directly in the Compliance module (at the Company or Project level)

Through Compliance

  1. In the Safety Logs tab of your Compliance module, click "+ Add Safety Log"

  2. Your Safety Log screen will open - Enter the name of your Safety Log, and select the Type of Safety Log along with any necessary information in the fields provided.

  3. Enter the values for each of the Safety Log Attributes

  4. Add any attachments required for your Safety Log and click "Save"

  5. After saving your Safety Log, you will be invited to create a Record for it. If clicked, follow the instructions here

Through Forms

You can add Safety Log components in your form templates and users filling out the form will be invited to create a Safety Log within. Find out how to use the Safety Log component in Form Builder here.

When a Safety Log component has been included in your form, you can easily create new Safety Logs to your Project's Compliance module while filling out the form.

  1. Add form as normal - Be sure you are filling out a form with a Safety Log component

  2. In the form, you will see an "+ Add" button with the Type of Safety Log

  3. Click the "+ Add" button and the Safety Log screen will appear.

  4. Enter the name of the Safety Log (Note: the Safety Log Type will already be selected) and all other relevant details

  5. Select the values for the Safety Log attributes and click "Save"

  6. After saving, the details will appear in the form, and you can finish creating the form. The Safety Log will be saved once your form is saved

  7. Once the form is saved, you will see the link to your Safety Log in the form's PDF.

Actions for Safety Logs

you can Bulk Edit, Delete and Export your Safety Logs using your Actions menu. Here's how!

Exporting Safety Logs

You can export your Safety Logs onto a CSV using filters to target the specific logs you need. Your filters are especially helpful as your Safety Logs build up, as they allow you to pinpoint the exact Safety Logs you are looking for.

  1. Under your Actions menu, select "Export CSV with Filters"

  2. Your Filters screen will open and you can select and enter all parameters that apply to the Safety Log you wish to export.

  3. Click "Export" and your exported CSV will be emailed to you.

Bulk Editing Safety Logs

Make edits to multiple Safety Logs at once with Bulk Edit!

  1. Select the Safety Logs you wish to edit by checking the boxes beside each one.

  2. Under your Actions menu, select "Bulk Edit"

  3. A new screen will appear where you can make edits to the Safety Logs'

    1. Project

    2. Date

    3. Time

    4. Type

  4. Click "Save" to save your edits

Deleting Safety Logs

You can remove any Safety Logs you no longer need by deleting them.

Note; Deleting is permanent and cannot be reversed

  1. Select the Safety Log(s) you wish to delete by checking the boxes beside each one

  2. Under your Actions dropdown, select "Delete"

  3. Click "OK" to confirm

Records

Records are tracked items with owners. They have a lifecycle with a defined end state.

Records have explicit workflows, they can be Renewable, Approvable, or Resolvable and they represent Compliance obligations or corrective work needed.

There are different Types of Records. While you can create as many as you like, your system will come with a collection of default Record Types.

In these Record Types, you are collecting different pieces of information. These are defined by Record Attributes.

To learn more about Record Types and Attributes and how to create and manage them, please refer to our article here.

Creating Records

Adding new Records in your Compliance module is easy:

  1. Click the "+ Add Record" button at the top left of your Records tab

  2. A new screen will appear, and this is where you will enter all the information for your new Record

    1. Start with the name of your Record

    2. Select the Type of Record (ie; Certification, Permit, Equipment Record, etc)

  3. Then fill in all the necessary details pertaining to the Record, this can include Assigning it to a specific user, choosing a Start Date and Expiration Date, etc.

  4. Next, choose the Value(s) attributed to the Type of Record.

  5. Add any attachments if needed

  6. Include a Reminder if the Record has an expiration date

  7. Click "Save" to add your new Record

  8. If you are creating a Record with an Approval workflow, you can set the Record to "Under Review" to get it started.

Managing Records

Because your Records require actions, they follow specific Workflows for those actions;

  • Renew - Records that have expiration dates and need renewal, such as certifications, maintenance records, etc., you will need to manage them based on the actions required. You can view the status of them in your list.

  • Resolve - Records that have action plans that need completing

  • Approve - Records that require Approval, such as vendor agreements, etc.

You can review the Status of each of your Records in the Status column

Approval Workflow

For Records using the Approve workflow, the following statuses can be recorded.

To update or manage Records using the Approve workflow, simply click on the Record you wish to manage and choose the action you wish to perform.

Renewal Workflow

With a Record that needs renewing, the Renew workflow will be in place.

  1. To Renew a Record, click on the Record and select "Renew"

  2. A new screen will open where you can enter the new expiry date and add any attachments or reminders needed.

  3. Click "Save" to save your renewed Record

Resolution Workflow

For records where an action plan is needed, the resolve workflow will apply

  1. To update these records, select them from your list

  2. Select from the two status options (Resolve or Reject)

  3. Click "OK" to confirm

Actions for Records

Export, Archive/Unarchive, or Delete your Records at any time with your Actions menu. Here's how:

Exporting CSV with Filters

Using your filters allows you to target just the Records you need, whether you need to export your certifications only, or records attributed to certain people, your filters are incredibly useful when exporting Records.

  1. Under your Actions menu, select "Export CSV with Filters"

  2. Your Filter screen will open; select the parameters of your export and click "Export"

  3. A message will appear on your screen notifying you that your export will be sent to you email

An email will be sent to your inbox with the attachment.

Archiving/Unarchiving Records

At any time, you can archive Records you no longer need. This can be reversed by unarchiving if needed.

Archiving Records

  1. Select the Records you wish to Archive by checking the boxes beside each one.

  2. Under your Actions dropdown, select "Archive"

  3. Click "OK" to confirm

Unarchiving Records

Archived records can always be unarchived if necessary. To unarchive records, you will need to incorporate your filters to find your Archived Records.

  1. Click on Filters and scroll down to your Archived field. Select "Yes" for Archived

  2. Click "Apply" to apply your filters

Your Archived Records will now appear in your list.

  1. Select the records you wish to Unarchive by checking the boxes beside each one.

  2. Under the Actions dropdown, select "Unarchive"

  3. Click "OK" to confirm

Deleting Records

Note; Deleting Records is permanent and cannot be reversed

  1. Select the Records you wish to Delete by checking the boxes beside each one

  2. Under the Actions menu, select "Delete"

  3. Click "OK" to confirm


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Related Articles
Safety Features Guide
Safety Records and Certificates
Safety Logs Overview
Creating Safety Logs - Mobile
Company Settings - Safety Program
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