A site risk assessment records the hazards at a client's property and how serious each one is. The key points then follow the client onto their jobs, so staff know the risks before they start.
Spray records are your pesticide log. Every time staff record spraying on a job, Fieldfare keeps it with the date, client, site and who did it, ready to export if a client or an inspector asks.
What an assessment covers
An assessment belongs to a client, and to one of their sites if it only covers that site. Leave the site as Client-wide and it covers all their sites.
You can also do one before the client is in Fieldfare. Leave it as No client attached, give it an Assessment title, and attach the client later by editing it. With a client attached the title is optional, and Fieldfare names it from the client and the date.
Templates and checks
A template sets out the checks to go through, grouped into sections. You start with Domestic grounds maintenance, which covers arrival and access, ground conditions, the work itself, people nearby, and substances and welfare.
Make your own under Assessment templates in the ⋯ menu, for example one for commercial sites. A new template starts with the standard checks, which you can change, reorder or remove, each with optional guidance for whoever does the assessment. Changing a template only affects later assessments.
Status, risk and notes
Each check starts as Acceptable and Low, so you only change the ones that need it.
- Status: Acceptable, Attention needed or Not applicable.
- Risk: Low, Medium, High or N/A.
- Notes: what you found and what staff should do about it, such as the control measures.
Key H&S notes
Key H&S notes sum up the biggest risks at the client's property in a few lines. When the assessment has a client, these become that client's key notes, replacing those from any earlier assessment.
They show on the client's Health & Safety tab and in the Before you go block on that client's jobs, on the web and on your staff's phones, so everyone knows the risks before they start.
Finding and exporting assessments
H&S assessments lists every assessment, newest first, with search and filters for client, site, assessor, template and dates. Each client's Health & Safety tab lists just theirs.
Staff can do assessments on the web and the app, and ones saved without signal are sent when the phone is back online. Owners and admins can edit an assessment afterwards, and Export assessment downloads it as CSV or Excel.
Where spray records come from
Spraying is tied to your work types. In Settings, then App customisation, tick Spraying on each work type that's spraying work, such as Spraying hard surfaces. Work types whose names start with Spraying are ticked for you.
Staff then record spraying on the job, by ticking a spraying work or from the job's Spraying section. Each record holds the date and time, the job, client and site, what was sprayed, an optional note, and who recorded it.
The Spraying page
Spraying collects every record in one list. Only owners and admins see it. Use Show filters to narrow it by dates, the kind of spraying, client or staff.
If something wasn't recorded on the day, Add spraying adds it against one or more of that day's jobs. It only shows once you have spraying work types. Export downloads the records as CSV or Excel for all time, this year, the last 12 months or your own dates, with the columns you choose under Advanced.
Spray certificates
A staff member's record has a Spray certificates tick. It shows on the Team list and their profile, so you can see who's qualified when you plan spraying. It doesn't stop anyone else recording spraying.
Key workflows
Do a site risk assessment
Health & Safety › H&S assessments › New assessment
- Select New assessment.
- Choose the client and site, or leave the site as Client-wide.
- Pick a Template to load its checks.
- Set the Status and Risk on any check that needs it, with Notes.
- Fill in Key H&S notes and select Save assessment.
Make your own template
Health & Safety › H&S assessments › Assessment templates
- Open the ⋯ menu and choose Assessment templates.
- Select New template and give it a Template name.
- Change the rows under Checklist items, then select Create template.
Add spraying that wasn't recorded
Health & Safety › Spraying › Add spraying
- Select Add spraying.
- Choose the Date, then the Jobs from that day.
- Choose What was sprayed, add a Note if needed, and select Add spraying.
Export spray records
Health & Safety › Spraying › Export
- Select Export.
- Choose the dates and the format.
- Pick the columns under Advanced if you need to, then select Download.
Questions
How often should I redo an assessment?
Whenever something changes at the site, such as new features, a new pond or building work. The newest assessment's key notes replace the old ones on the client.
Why isn't Add spraying showing?
None of your work types is ticked as spraying yet. Tick Spraying on the right work types in App customisation and it appears.
Can spraying be recorded after the job is finished?
Yes. Staff can still record it on the job after Finish job, and you can add it from the Spraying page with Add spraying.
What happens to spray records if a job is cancelled?
They stay in the log. Only permanently deleting the cancelled job removes its spray records too, so keep that for jobs added by mistake.