Documents, under Health & Safety, holds your safety paperwork in one place. Staff can read every document on the app, so the latest RAMS or COSHH sheet is always in their pocket.
For the documents that matter most, you can ask staff to sign off that they've read them. Sign-offs then shows who has, who hasn't and when, which is what an inspector or main contractor usually asks for.
Safety and Compliance
The Documents page has two tabs. Safety is for the documents that tell staff how to work safely: RAMS, COSHH assessments and method statements. Compliance is for the business's own paperwork: insurance, accreditations and certificates.
Both tabs work the same way, except that only safety documents have a category.
Categories
Every safety document has a category, so staff can find what they need and you can filter the list. RAMS and COSHH are set up for you. Add your own, such as Toolbox talks, with Manage categories on the Safety tab.
Renaming a category moves every document filed under it. Removing one only hides it from the filters: its documents keep the category, and you can add it back later.
Status and review dates
A document's status says whether it's in use. It also decides whether staff are asked to sign it off and whether you're reminded to review it.
- Active: in use. Only active documents ask for sign-off and send review reminders.
- Draft: still being written. Staff can still open it on the app, labelled as a draft, but they aren't asked to sign it.
- Archived: no longer in use but kept for the record.
- Review date: when the document needs checking. On a compliance document, use the renewal or expiry date, such as when your insurance renews.
- Once the review date arrives, Review due shows on the document. It also appears in your notifications from 30 days before, again at 14 and 7 days, and on the day.
Writing it out or attaching a file
You can write a document straight into Details, attach the files you already have under Files, or both. A short method statement might be typed out, while a supplier's COSHH sheet is usually a PDF.
A document can hold several files, and you can add more later from the document page. iPhone photos are turned into JPGs so they open on any phone. Deleting a document deletes all its files too, and can't be undone.
How sign-offs work
Set Staff sign-off to Required and everyone active in the business is asked to read the document and confirm it. That includes owners and admins. Paused staff aren't asked, and anyone who joins later is asked straight away.
Staff confirm with I confirm I have read and understood this document, on the app or the web, and the date is recorded. On the Sign-offs page each document shows a count like 4/6 staff signed off. Hover over it to see who's still to sign, or filter by category, progress or the person you're waiting on.
- Manage sign-offs: see each person's sign-off date, Record sign-off for someone who has told you they've read it, or Remove one recorded by mistake.
- Reset sign-offs: clears every sign-off on the document, so everyone signs the new version after an update.
- Stop requiring sign-off: takes the document off the Sign-offs page without deleting it.
- Add documents: asks for sign-off on documents you've already added, several at once.
What staff see
On the app, staff find documents under More, then Health & safety, on the Safety and Compliance tabs. They see each document's status and any review date, and Sign-off needed on the ones waiting for them. They can open the details and every attachment.
Only owners and admins can add, change or delete documents and see the Sign-offs page.
Key workflows
Add a safety document
Health & Safety › Documents › New document
- On the Safety tab, select New document.
- Add a Title and choose a Category.
- Set the Status, Review date and Staff sign-off.
- Write it under Details or use Add files, then select Add document.
Add a compliance document
Health & Safety › Documents › Compliance
- Select the Compliance tab, then New document.
- Add a Title and set the Review date to when it renews.
- Use Add files for the certificate, then select Add document.
Record a sign-off for someone
Health & Safety › Documents › Sign-offs
- Select Sign-offs.
- Open the ⋯ menu beside the document and choose Manage sign-offs.
- Select Record sign-off beside their name, then Done.
Ask everyone to sign an updated version
Health & Safety › Documents › Sign-offs
- Open the document, select Edit, make your changes and select Save changes.
- Go to Sign-offs and open the ⋯ menu beside the document.
- Choose Reset sign-offs and confirm.
Questions
Does changing a document ask staff to sign it again?
Not on its own. Saving a change keeps the existing sign-offs, so use Reset sign-offs when the change matters and everyone should read it again.
Can staff see draft documents?
Yes. Drafts show on the app with a Draft label, but staff aren't asked to sign them. Keep anything staff shouldn't read yet out of Fieldfare until it's ready.
Can I ask for sign-off on a compliance document?
Yes. Staff sign-off works the same on both tabs, and Sign-offs has a Compliance tab for them.
Can staff show a client our insurance?
Yes. Everything on the Compliance tab can be opened on the app, including the attached certificate.