User

 Guide  
Distribute  
Get  started   Users  &  Training   documentation  
Welcome,  increase   Add  your  users,   Send  existing  
benefits  instantly   upload  certification,   documents  or  get  
with  our  quick  build   edit  portals  for  a   new  regulatory  
tools   smarter  employee   documents  to  you  
staff    

Page   3   Page   5-­‐6   Page   7  

 Contents  
Index  of  contents:  
1. Getting  started  …………………………………………  3  
2. Layouts  ……………………………………………………  4  
3. Users  &  Training  ………………………………......  5-­‐6  
4. Distributing  documentation………………………  7  
5. E-­‐learning,  inductions  and  safety  media..  8-­‐10  
6. Site  Information……………………….………..  11-­‐14  
7. Job  information…...…………………..…………  15-­‐22  
8. Risk  database.…………………………..……..…  23-­‐24  
9. Adding  suppliers..……………...….….……...…...…  25  
10. Contacting  us...……………...….……...…...…  26  
 
 
 

 
2  
 Getting  started  
Essential  information   Get  in  touch  

Safety  PAL  is  a  cloud  based  smart  app,  developed  to  

allow  your  company  to  handle,  control  and  
automate  all  your  H&S  information.  Safety  PAL  will  
strengthen;  help  you  bring  on-­‐board  new  processes.    
Add  your  e-­‐learning  vides,  site  inductions  and  any  
other  safety  or  quality  videos.  Media  is  a  compelling  
way  to  get  information  and  learning  to  all  workers  
of  all  ages.  
Procedures  increase  the  productivity  of  your  current  processes  and  grow  your  
health  &  safety  culture,  preventing  accidents  and  protecting  management  
from  fines  

Step  1:  
Set  yourself  up  as  an  account  administrator;  go  to  your  user  profile,  click  edit  
and  select  the  administration  icon.  
Drag  and  drop  your  company  logo  into  the  icon  top  left,  safety  PAL  is  now    
branded  to  your  company.    Click  your  logo  to  enter  the  company  portal.  

Step  2:    

Enter  new  users,  each  user  has  a  specific  portal  dedicated  to  their  discipline,  
store  all  their  goals  and  any  alerts  to  help  them  work  smarter.  Select  the  
alerts  categories,  again  to  filter  information  specific  to  each  user    

Step  3:  
Upload  your  users  certification  and  training  records,  once  this  information  
is  entered,  all  your  employees  will  have  full  access  wherever  they  area  on  
any  site  you  are  at  or  working  on    
Step  4:  
Really  improve  job  control  and  performance  by  adding  sites  and  zones.  This  
increased  method  or  awareness  will  soon  be  seen  as  invaluable  to  
structuring  workers.  
 
3  
 Layouts  
 
Getting  used  to  Safety  PAL  applications  layout  

1  
The  left  menu  bar  contains  the  systems  main  
menus.  
Each  individual  menu  reveals  a  sub  menu,  w hich  
allows  you  access  to  systems  operations.  
Clicked  on  section  turn  w hite  for  ease  of  knowing  
where  you  are.  
Hover  o ver  each  item  to  reveal  help  text.  
Each  sub  menu  reveals  an  individual  help  video  to  
help  you  the  user  understand  more  and  complete  
the  simple  tasks  required  to  get  w orkers  safer  and  

Top  menu  bar  contains:  

2   Site  name:  click  on  the  site  name,  then  enter  the  
name  of  your  site  to  quickly  display  the  setting  and  
access  for  tools  for  that  site.    
If  you  have  multiple  sites,  Safety  PAL  will  display  
all  across  multiple  pages.  
Jobs:  This  icon  will  show  live  details  o n  any  jobs  
you  have  to  review  and  or  approve;  clicking  w ill  
take  you  directly  to  the  jobs  page  
Safety  Alerts:  a  key  feature  in  Safety  PAL!  this  live  
information  point  w ill  show  individuals  how  many  
new  alerts  and  if  they  have  outstanding  for  review.  
Clicking  will  take  you  directly  to  your  alerts  page  

Home  section  contains  

3   The  home  section  is  an  extension  of  the  top  menu  
bar.  
Jobs:  This  icon  will  show  live  d etails  on  any  jobs  
you  have  to  review  and  or  approve;  clicking  w ill  
take  you  directly  to  the  jobs  page  
Safety  Alerts:  a  key  feature  in  Safety  PAL,  this  live  
information  point  w ill  show  individuals  how  many  
alerts  they  have  outstanding  for  review.  
Help  guide  and  quick  start  guide  can  also  be  
  accessed  from  here  
4  
 Users  and  Training  
Add   all   your   employees,   temporary   staff,   suppliers   and   contractors   to  
 
distribute  all  the  H&S  information  required  to  ensure  company  compliance.  
 
-­‐  Add  their  first  name  
4   -­‐  Add  their  last  name  
-­‐  Select  their  role  in  your  orginisation      
-­‐  Enter  their  email                  
-­‐  Add  their  mobile  Number    
 -­‐  Add  a  password  (the  user  can  change  later  if  required)  
Save  their  details  and  your  new  user  will  receive  
a  nA  
otification  email  asking  them  to  activate  their   B  
account,  the  user  clicks  the  ACTIVATE  button  in  
the  email  and  their  account  will  then  be  live.      

Enter  the  edit  section  of  the  new  user  

 
5  

To  support  development  and  protection,  each  

user  has  a  manager  assigned,  mangers  can  
manage  multiple  users.    
If  a  user  Request  Further  Training,  Safety  PAL  
will  create  an  email  and  send  out  the  that  manger  
notifying  them  of  the  request  
 

If  you  are  the  person  w ho  needs  to  receive  your  

6   company  job  notifications,  then  tick  the  check  
box  and  save  
 
D  

Add  all  your  users  training  records:  

7  
-­‐  Enter  the  title  of  the  certificate  or  award  
-­‐  Select  the  date  achieved,  tick  box  if  the  award  has  
no  expiry    
-­‐  Select  the  date  of  expiry.   C  
-­‐  Browse  the  file  to  upload  
-­‐  Enter  any  specific  notes  you  feel  will  help  
The  expiry  date  is  used  so  Safety  PAL  can  notify  
you  60  days  before  the  date  o f  the  expiry    
Save,  the  record  and  document  will  show  in  the  
uploaded  information  box  on  the  right      

 
5  
 Users  and  Training  
 
Select  user  filter  categories  and  get  to  grips  with  the  administration  dashboard    
 
Each  user  has  the  o ption  to  select  specific  
8   categories  relevant  to  their  requirement  and  role  
in  your  orginisation  
As  the  categories  are  ticked,  you  can  save  them,    
the  selected  categories  will  move  from  the  left  to  
the  right  
Select  as  many  as  you  require,  these  can  be  
changed  at  any  time  
The  categories  are  used  for  internal  alerts  and  also  
alerts  w here  other  companies  are  posting  
incidents,  accidents  or  helpful  information  helping  
you  to  learn  from  others.  
 
Remember  H&S  is  Health  &  Safety  
 
 

This  image  details  the  chosen  categories  specific  

9   to  each  user  in  Safety  PAL.  
Once  all  your  users  have  been  added  and  safety  
alert  categories  selected,  you  can  d istribute  all  
your  required  health  and  safety  documentation  to  
the  entire  team,  simply  and  more  efficiently.  
Distributing  company  information  could  not  be  
easier,  follow  the  next  steps  how  Safety  PAL  
increases  awareness  and  allows  your  protection  
to  evolve.  
 
 

10   Have  they  clicked  on   Overview  alerts  read   As  an  Admin,  you  have   Archive  to  release  a  
the  activation  email  or   or  not   the  right  to  edit   seat  for  other  users  

 
6  
 Distribute  documentation  
Notifying  your  staff  effectively  is  imperative  to  a  protected  business  and  safer  employees.    

 
Users  smart  alerts  reduces  management  time,  and  you  have  an  full  audit  trail  
Any  document  can  be  distributed  to  your  staff,  
11   this  maybe  a  company  policy,  driving  policy,  
COSHH  assessment,  recent  incident  report  or  a  
wellbeing  alert  d etailing  better  dietary  
requirements,  you  choice!  
Click  Alerts  then  Add  Alert.  
Tick  the  chosen  category,  note  you  can  select  
multiple  categories;  each  employee  w ill  only  
receive  the  alert  once  based  on  their  account  
settings.  
Note:  the  safety  alert  you  send  can  be  configured  
under  step  12  to  be  issued,  not  only  to  all  
employees,  but  also  to  your  list  of  suppliers  and  
every  individual  user  of  Your  Safety  PAL!  

Our  dynamic  and  innovational  

alerting  mechanism  is  an  
industry  1st,  not  only  distributes  
internally,  but  allows  others  to  
learn  from  your  alerts  easily  
and  quickly  ensuring  your  staff  
learns  from  others  

Once  you  ticked  the  category,  enter  your  alert  

12   title  and  brief  description.  
An  easy  pull  down  box  reveals  options  to  create  
a  hyperlink  or  to  browse  for  your  file  on  your  
desktop  PC  or  laptop.  
Selecting  link  to  w ebpage  w ill  reveal  a  box  to  
paste  in  your  hyperlink  
Selecting  browse  will  reveal  the  browse  button  
to  access  PC  files  

You  are  now  ready  to  send  select:    

13   Alerts  for  my  employees:  the  new  alert  will  be  
sent  to  every  user  in  your  account  which  
matches  the  alert  category  you  selected  under  
step  11.  
Alerts  for  my  suppliers:  the  new  alert  will  be  
sent  to  your  suppliers  only.  
Alerts  for  everyone:  this  feature  allows  you  to  
distribute  to  all  Safety  PAL  system  users  based  
on  the  category.  An  amazing  tool  to  help  others  
 
7  
 E-­‐learning  &  safety  media  
Engage  better  with  your  staff,  create  powerful  videos  to  allow  an  easier  understanding  of  site  
 
rules,  regulations.  Add  questions  and  answers  to  really  make  your  videos  compelling  

Simple  access  buttons  allow  you  to:  

14  
Add  new  induction:  adding  E-­‐learning,  safety  
videos  and  inductions  allows  you  to  create  
better  engaging  content.  Adding  question  and  
answers  increase  the  workers  understanding  
of  the  risk,  the  awareness  required  and  
improves  memory  of  the  training    
View  Archived:  Use  this  to  archive  any  up-­‐
revved  videos,  older  versions  and  media  no  
longer  in  operation  

Clicking  Inductions  will  then  show  the  main  

15   media  section  page.  
You  have  an  example  ‘Dangerous  working  at  
heights’  video  to  use  for  all  your  employees  
and  or  contractors.  
Using  media  files  really  engages  with  your  
workforce;  replace  standard  lengthy  paper  
based  documents  with  short  engaging  content.  
You  can  upload  as  many  media  files  as  you  
require.  You  shouldn’t  limit  safety,  so  we  don’t  
limit  your  content.  
When  the  user  has  took  the  safety  test,  view  
results  under  their  individual  profile.  See  step  
20  
 

Over  on  the  right  hand  section,  you  can:  

16   Invite:  use  this  facility  to  invite  individual  
users  or  all  users  in  your  organisation    
View:  to  enter  the  viewing  mode,  once  the  
video  finishes  playing,  the  answer  question  
button  will  appear.  
Edit:  add  and  amend  questions  and  answers  
Set  Live:  Use  this  facility  to  allow  various  
supervisors  or  managers  to  build  Q &A  content,  
once  the  content  is  great,  click  set  live  and  
now  all  users  can  take  the  test.  
All  questions:  click  to  simply  see  all  your  Q&A  
for  that  specific  media  file  
 

 
8  
 E-­‐learning  &  safety  media  
 
Continued  
 

17  
Selection  buttons  

Your  uploaded  video  

Add  unlimited  Q &A   Unlimited  edits  

Upload  your  required  video,  then  once  uploaded  you  are  able  to  add  individual  questions,  each  question  has  3  3  
multiple-­‐choice  questions,  remember  to  tick  the  correct  answer.  You  can  always  edit  later.  
You  must  add  a  minimum  of  3  questions  in  order  to  ensure  your  w orkers  fully  understand  the  test.    
You  can  add  as  many  Questions  &  Answer  as  required.  
Tip:  always  add  random  question,  this  ensures  your  audience  is  really  watching  and  listening  

Select  question   Set  attempts   Set  period  of  

18   number  to  be  asked   Set  your  pass  rate  
validation  

Setting  individual  parameters,  allows  you  to  really  make  the  video  and  questions  fit  your  industry.  
Safety  PAL  w ill  automatically  email  the  workers  60  day  before  the  expiry  time.  Safety  PAL  w ill  also  inhibit  users  
  from  signing  into  jobs  if  the  safety  videos  are  incomplete  o r  out  of  date.  
9  
 E-­‐learning  &  safety  media  
 
Reviewing  safety  video  in  users  portals  

The  users  answers  in  the  safety  test  can  be  

19   viewed  under  their  portal,  see  step  5  
Name  and  attempted  on  dates  are  clearly  
detailed:  
Name:  Details  the  name  of  the  safety  video  
Attempted  on:  Shows  the  date  when  the  user  
attempted  or  completed  the  induction.  
Note:    This  date  is  cloud  based  time  and  cannot  
be  altered  by  the  user  if  they  alter  the  time  on  
their  phone,  tablet  or  PC  

Results,  expiry  date  and  option  to  view  their  

20   attempt  is  shown  further  over  to  the  right  side  
Result:  Simple  Pass  or  fail  o r  shown.  Passes  o r  
failures  are  based  on  the  setting  under  each  
media  file  end  section.  
Expires  on:  The  date  based  on  the  test  took  
date  and  the  expiry  date,  which  was  set  in  the  
settings  under  each  media  file  end  section.  
View  attempt:  Click  to  see  the  users  
performance      

Tip:  it  will  be  seen  that  their  initial  test  w ill  be  a  fail  if  you  have  set  questions  around  the  HSE  guidance,  this  
can  be  based  on  the  users  initial  thoughts,  ”oh  another  easy  safety  test”,  the  second  attempt  is  also  very  
common  to  be  a  failure,  as  again  the  users  thinks,  “I  know  them  now”,  but  as  Safety  PAL  randomises  the  
questions,  the  users  is  stumped.  The  third  attempt,  you  may  notice,  the  user  is  taking  a  little  more  time  as  they  
really  now  understand  the  importance  of  the  test.  
 

If  the  user  fails  all  3  attempts  (set-­‐

21  
point  under  this  slips  trips  and  falls  
video  1),  then  this  user  w ill  be  
locked  out  and  requires  a  manager  
to  review  before  unlocking.  
Their  manager  will  be  notified  of  
the  multiple  failures  and  then  w ith  
the  employee  present,  the  manager  
must  review  the  answers  and  
discuss  further  with  the  employee.  
Once  the  manager  is  ok  with  the  
review,  they  can  unlock  the  user  to  
complete  a  further  attempt.  
 

 
10  
 Sites  information  
Using  our  unique  site  information  and  awareness  tool,  allows  your  company  to  be  aware  of  
who  is  working  on  which  site.    
 
  understanding  of  the  workplace  
Sites  have  been  designed  and  developed  for  you  to  make  the  workers  
more  aware  of  hazards  and  an  easier  
before  arriving  on-­‐site.  
You  can  add  photos  and  images  to  improve  workers  information,  set  
work  zones  and  even  view  personnel  on  site.  
Safety  PAL  does  not  limit  the  amount  of  sites  you  have  or  the  amount  
of  zones  per  site,  safety  should  not  be  limited,  so  Safety  doesn’t  limit.  
You  can  set  a  site  as  an  district,  town,  access  areas  or  detailed  plant,  
setting  zones  within  the  site  will  allow  a  more  detailed  breakdown  
and  overview  for  increased  worker  knowledge.  

Clicking  site  from  the  main  menu  will  bring  you  

to  the  main  Sites  page.  
 22  
Across  the  top  are  navigation  buttons  for:  
Add  New  Site:  click  to  add  a  new  site  to  your  
account.  
View  Archived:  You  can  view  archived  sites  
you  no  longer  have  projects  on.  
Search:  Type  the  name  of  your  site  and  let  
Safety  PAL  list  the  site  that  match.  

We  have  created  some  sample  sites,  this  is  to  

 23   you  to  understand  quickly  how  Safety  PAL  
allows  better  and  more  detailed  information  to  
your  workers.  
The  5  sites  cover  a  broad  industry  range.  
If  you  want  Safety  PAL  to  create  a  site  for  you,  
please  email  us  at  
mailto:safety@yoursafetypal.com  
 

Clicking  on  your  required  sites  takes  you  to  that  

 24   site  image  and  site  information.  
The  site  name  and  address  is  firstly  detailed,  
then  navigational  and  edit  buttons  are  
displayed  across  the  page  top  
 
 
11  
 Site  information  
 
continued  

You  have  the  o ption  to  add  unlimited  sites  

25  
You  can  view  each  individual  site  by  clicking  
on  the  view  button  
The  edit  section  enables  you  to  add  zones,  
include  photos  and  specific  area  awareness  
information  
 
20  sites  per  page  are  shown  at  any  one  time;  
use  the  page  scroll  option  to  see  all  site  pages  
 
 
 
 

On  the  right  hand  side  of  the  site  d escriptions,  

26   you  w ill  find  view  and  edit.  
Click  view  to  view/edit.  Other  options  are  
revealed  such  as  ‘view  jobs  on  this  site’.  
If  you  need  to  add  more  information  or  add  /  
remove  hazards,  photos  or  images,  then  click  
edit  in  that  zone  
 

On  the  right  hand  side  of  the  site  page,  you  

27  
can  click  on  ‘View  Jobs  on  this  site’:  
This  w ill  display  any  w orkers  signed  into  jobs  
on  your  site.    
The  worker  icon  will  show  the  amount  of  
workers  (1  in  this  image)  currently  signed  
into  that  specific  site  and  zone  
Further  access  menus  can  be  found  when  
clicking  on  the  worker  icon  as  revealed  in  
step  28  
 
 
12  
 Site  information  
 
continued  

Further  options  are  available  once  you  click  

28   on  the  workers  number:  
Workers  name:  The  names  or  names  of  the  
workers  signed  in.  
View  Job  details:  click  to  see  the  job  details  
for  this  job.  
Check  Now:  Click  to  complete  a  site  audit,  all  
records  got  into  the  reporting  section  of  
Safety  PAL.  
Run  TABS:  Complete  a  Talk  A nd  Be  Safe  talk  
for  site  operatives.  all  records  got  into  the  job  
overview.  

More  options  are:  

 29  
Live  m essaging:  Live  messaging  allows  you  
to  contact  every  worker  signed  into  that  job.  
Type  your  message  and  let  Safety  PAL  send  
every  worker  a  text  using  his  or  her  account  
phone  number,  no  need  to  search  out  each  
workers  number,  let  Safety  PAL  d o  the  w ork  
for  you.    
Maybe  a  roll  call,  emergency  call  o r  
evacuation?  
Being  able  to  contact  everyone  efficiently  
reduces  risk  and  improves  management  tasks  

Safety  PAL  also  provides  a  countdown  of  the  

 30   operating  time  for  the  permit  generated  by  
Safety  PAL  
Here  you  can  see  in  green  the  permit  to  work  
expiry  time  
Tip:  How  many  jobs  did  you  see  the  permit  
expire  before  the  work  was  complete,  or  the  
permit  not  signed  off  w hen  the  work  was  
completed?    Let  Safety  PAL  control  and  create  
efficiency  where  you  didn’t  think  it  was  
possible  
 

 
13  
 Continued  
Site  information  
   
 31  

Page  features  

Information  icon  
reveals  zone  d etails,  
zone  warnings  

Click  view  to  expand  

warnings  details  

Full  site  overview:  draw  zones;  add  hazards  upload  photos  and  o r  pdfs,  all  to  make  the  workplace  safer  and  the  
worker  smarter.  Getting  this  essential  information  in  front  of  the  w orker  pre  attendance  to  site  is  imperative  in  
creating  a  better  safety  culture  and  improving  worker  performance.  

Clicking  on  the  individual  files,  Safety  PAL  

 32   reveals  photos  and  or  images  you  uploaded  
under  the  editing  section  of  the  site.  
You  can  upload  site  equipment  images,  
assessment  reports,  job  drawings,  asbestos  
reports.  The  list  is  endless,  but  the  result  is  a  
safer  smarter  workers  
 

 
14  
 Job  information  
Safety  Job  management  system  increases  protection,  reduces  risk  and  allows  essential  
 
information  to  be  distributed  quickly  and  efficiently  
Click  on  Jobs  from  the  main  menu  will  bring  you  
 33   to  the  main  Job  page.  
Across  the  top  are  navigation  buttons  for:  
Add  New  Job:  Click  to  add  a  new  job  in  your  
account  
View  Archived:  You  can  view  archived  jobs  you  
no  longer  have  in  o peration.  
View  cancelled:  You  can  view  cancelled  jobs  
and  the  d escription  w hy  they  w here  cancelled    

Live  jobs,  shows  all  the  jobs  w here  employees  

and  or  contractors  are  working  on  your  site.  
 34  
If  Live  jobs  cannot  be  seen  on  your  screen,  you  
do  not  have  any  Live  Jobs  currently  operating  on  
any  of  your  sites.  i.e.  no  users  have  signed  IN.  
Client  Logo:  This  is  the  logo  of  the  company  
controlling  the  job,  note  this  w ill  be  your  logo  if  
the  job  is  an  internal  job.  
Supplier  Logo:  This  is  the  logo  of  the  company  
completing  the  job,  note  this  will  be  your  logo  if  
the  job  is  an  internal  job.  

Further  d own  the  jobs  page,  you  w ill  see  a  list  of  
35  
jobs  that  are  ready  to  go  and  awaiting  approval:  
Job  number:  Safety  PAL  allows  you  to  add  your  
own  job  number  to  you  projects,  in  order  to  
complete  a  full  audit  trail,  if  you  do  not  add  your  
own  job  number,  Safety  PAL  w ill  assign  a  
number  for  you.  
Draft  awaiting  completion:  A  new  job  w aiting  
for  the  initial  job  information.  
Completed:  Jobs  where  all  w ork  is  complete,  the  
job  can  then  be  closed  and  archived.  
Ready  for  archive:  Closed  jobs  to  be  moved  
from  job  to  archived  jobs    
Note:  Safety  PAL  w ill  email  all  jobs  notifications  
to  the  users  who  tick  the  job  notification  box  
under  the  user  portal,  see  Step  6  and  36.  
 

Under  the  user  portal  then  edit  section,  you  will  

36   find  the  Notify  Jobs  tick  box.  
Tick  if  you  w ish  to  receive  notifications  about  
jobs  in  your  organisation  
 
15  
 Job  information  
  continued  
 
Bottom  of  the  jobs  page  you  will  see  client  Jobs:  
 37  
Client  jobs  simply  provides  client  and  supplier  
job  control:    
Client  logo  is  assigned  to  the  company  
controlling  the  job,  only  on  an  external  job.  
Supplier  logo  is  the  logo  for  the  company  
completing  the  w ork  for  the  client.  

Cancelling  or  archiving  a  job…  

 38  
Once  you  click  the  option  to  archive  after  
cancelling  of  closing,  you  will  be  presented  with  
an  optional  notes  box.  
Add  further  job  notes  or  relevant  information  
you  require  to  help  further  audits  or  checks  at  a  
later  d ate.  
 

To  complete:  A  draft  job  awaiting  further  

information  
 39  
Delete  draft:  You  can  only  delete  if  a  job  has  not  
been  progressed.  
View:  Click  to  enter  the  job  details  page  to  add  
workers,  upload  and  approve  documents  
Overview:  Working  jobs:  Safety  PAL  collates  all  
information  into  a  common  place  for  a  full  
overview  of  that  job.  
Extend  a  job:  If  the  job  date  has  been  exceeded,  
you  have  the  option  to  extend  the  job  and  the  
associated  Permit  To  Work.  Use  the  notes  
section  to  record  reasons.  
To  be  cancelled:  If  the  job  w as  set  up  in  error  or  
is  not  to  be  progressed,  Safety  PAL  gives  you  the  
option  to  cancel.  
Job  confirmed:  This  shows  you  the  state  of    job  
document  approvals:    
RA:  Risk  Assessment  
MS:  Method  Statement    
Approved  
Not  yet  uploaded  

Pending:  Pending  approval  of  uploaded  

document  

 
16  
 Job  Creation  
  You’ve  seen  Job  information;  lets  guide  you  through  creating  an  internal  job…  

Clicking  add  a  new  job,  requires  you  to  select:  

 40  
Internal  Job:  A  job  in  your  company  for  your  
employees  
External  Job:  A  job  you  are  assigning  to  your  
suppliers  or  contractors  or  receiving  from  your  
clients  
Click  whichever  and  let  Safety  PAL  guide  
through  the  further  stages.  

Safety  PAL  steps  are  there  to  help  you  through  

 41   the  job  setting  up  process.  
We  confirm  as  and  w hen  you  complete  each  
stage  
Once  you  have  added  any  or  all  of  the  required  
elements,  Safety  will  allow  you  to  edit  before  
confirming  the  job,  see  step  48.  
Safety  PALs  audit  trail  w ill  ensure  you  complete  
the  correct  stages,  in  the  correct  order,  on  each  
and  every  job.  

In  each  input  box,  Safety  PAL  details  the  

42   requirement  in  order  to  help  you  create  quicker  
and  smarter  jobs:  
Enter  your  job  title,  
Select  preferred  date  and  time  and  duration,  
Add  a  job  number  or  allow  Safety  PAL  to  assign  
one  for  you…  
Type  in  your  job  description,  
Select  your  site  from  your  list  of  sites,  
Select  the  zone  where  the  workers  will  be  
completing  their  task,  
Finally,  once  you  are  happy,  save  and  proceed  
to  the  next  step,  
Note:  Under  the  following  steps  as  in  section  
41,  you  can  return  to  any  section  to  edit  before  
finally  typing  CONFIRM  

Detail  any  pre-­‐requisites  you  require.  

 43   Maybe  specific  hot  work  permits,  specific  

assessments  and  procedures  or  even  specific  
insurances.    
You  can  detail  what  you  require.  
 
17  
 Job  information  
  continued  
 
If  you  set  the  requirement  to  adding  specific  job  
 44   requirements  or  documents,  you  w ill  be  then  
asked  to  upload  your  document/s.  
Your  uploaded  document/s  w ill  require  
approval  from  managers  who  you  w ill  select  
further  in  this  process,  see  step  47.  
You  can  of  course  at  anytime,  choose  to  skip  any  
selection  if  you  have  a  simple  task  or  project.  

Select  a  manager  for  the  job.  

 45   The  manager  will  be  required  to  control  the  job  
and  also  will  be  able  to  upload  Risk  
Assessments  (use  the  Safety  PAL  risk  
assessment  tool  step  67),  Method  Statements  
and  or  other  job  documentation.  
Type  the  first  3  characters  of  the  mangers  email  
and  Safety  PAL  w ill  display  all  matching  users.  

You  may  need  to  add  specific  site  inductions  or  

job  e-­‐learning  videos.  
 46  
This  section  will  allow  you  to  add  single  or  
multiple  videos,  selectable  from  your  library.  
Once  you’ve  added  1  video,  Safety  PAL  will  ask  
you  to  move  on  or  select  another.  
 

Lastly  you  w ill  be  asked  to  assign  job  d uties  to  
your  colleagues,.  
 47  
Note:  these  are  not  the  specific  workers;  
workers  will  be  added  under  section  50  &  54,  
but  managers  who  control  works  and  
workspaces.  
In  small  organisations,  the  same  person  can  do  
multiple  tasks,  Safety  PAL  allows  you  to  assign  
multiple  roles  to  a  single  supervisor  or  
manager.  
Type  the  first  3  characters  of  the  their  email  and  
Safety  PAL  w ill  display  all  matching  users.  
 

 
18  
 Job  information  
  continued  
 

Your  process  flow  items  should  be  green  and  

 48   edit  w ill  be  shown  on  the  right.  
You  can  click  the  edit;  this  w ill  take  you  back  to  
that  specific  section  for  you  to  complete  any  
changes  you  require.  
Editing  is  unlimited,  this  can  be  completed  as  
many  times  as  you  require  until  you  close  the  
job  and  confirm  by  typing  ‘CONFIRM’  as  
detailed  under  section  49.  
 

You  have  now  completed  all  your  job  details  

 49   Complete  the  final  edits  and  reviews.  

Assign  managers  for  the  approvals.  
Now  you  are  ready  to  confirm  the  job  and  set  it  
LIVE,  so  the  risk  assessment  and  method  
statement  can  be  uploaded.  
Type  CONFIRM,  then    click  enter  to  save  and  
move  the  job  over  to  the  jobs  page.  
 
Tip:  Once  you  type  CONFIRM,  the  job  specifics  
cannot  be  altered  
Uploading  documents  will  come  under  the  next  
section  along  with  assigning  workers  and  
completing  inductions.  
 

Now  you  can  assign  staff  member/s,  select  SAP,  

upload  Documents,  take  inductions  etc.  
 50  
Use  these  learned  principals  in  o rder  to  
complete  your  job  and  allow  your  workers  to  
sign  IN/OUT.  Safety  PAL  will  create  a  full  
overview.  

 51  
To  add  a  risk  assessment  and  method  
statement,  click  the  relevant  Add  Link.  
Below,  the  Risk  Assessment  template  tool  and  
upload  tool  will  be  displayed.  
  Choose  which  you  prefer.  
19  
 Job  information  
  continued  
 
Risk  Assessment:  You  have  the  o ption  to  use  
 52   the  Safety  PAL  risk  tool  (see  section  62  for  
more  information)  or  upload  a  separate  PDF  
document.  
Method  Statement:  Upload  a  separate  PDF  
document.  
You  can  drag  your  files  directly  into  the  drag  
file  box  or  select  browse  to  search  your  
computer.  
Note:  If  you  are  uploading  documents,  we  
advise  uploading  PDF,  although  Safety  PAL  
takes  multiple  document  versions,  PDF  are  
better  formats  for  mobile  and  tablet  devices.  
 

Once  you  have  added  a  Risk  Assessment  or  

Method  Statement,  the  Add  link  will  change  to  
 53   Pending.  
Pending:  is  waiting  for  approval  from  the  job  
manager.  

Type  the  first  3  letters  of  their  email  and  

Safety  PAL  w ill  display  the  user.  
 54  
You  can  assign  a  staff  member  as  the  Senior  
Authorised  person  by  ticking  the  representing  
box  
Click  the  add  staff  member  button  to  finish  

Once  you  have  added  staff  members,  the  

member  will  be  checked  to  see  if  their  
 55  
inductions  are  up  to  date.    
If  they  are  in  date,  then  they  will  be  green,  if  
they  need  to  complete  an  induction,  they  will  
be  read  and  an  invite  button  will  appear  

With  you  documents  uploaded:  

 56   Managers  can  click  on  ‘click  here’  to  approve  
or  disapprove.  
Section  57  will  show  you  how  to  accept  /  
reject  job  documents  
 

 
20  
 Job  information  
  continued  
 
Click  view  RA  or  view  MS  in  order  to  review  
 57   the  document.  
Click  Accept  or  Reject,  then  the  manager  has  
the  option  to  add  notes  to  the  approval  –  
disapproval  process,  see  section  58.  
Note:  Adding  notes  is  imperative  in  order  to  
create  a  full  audit  trail.  
New  revisions:  Safety  PAL  creates  version  
numbers  for  ease  of  review.  

Click  Add  Note:  to  reveal  notes  box  

 58   Type  in  your  approval  or  disapproval  notes  in  
order  to  create  a  full  audit  trail.  
Once  you  have  added  you  notes:  click  
approve,  and  Safety  PAL  w ill  add  the  notes  
and  approval  –  disapproval  to  the  job  control  
page  and  audit  trail.  
If  documents  are  d isapproved,  then  you  w ill  
need  to  repeat  this  process  until  full  approval  
has  been  completed.  
Only  when  full  approvals  have  been  
completed,  will  Safety  PAL  release  the  permit  
to  w ork.  See  section  61  

Safety  PAL  w ill  constantly  update  reviews  and  

approvals,  as  and  when  your  team  members  
 59  
complete  
Icons  w ill  change  to  help  quick  reviewing  
 

If  there  is  a  job  ready  for  workers  to  SIGN  IN  

to..  w hen  a  user  logs  in,  they  will  be  presented  
 60  
with  the  o ption  to  SIGN  IN  to  that  specific  job.  
Click  the  SIGN  IN  button  and  Safety  PAL  will  log  
that  user  into  that  job  o n  your  site.  
The  job  manager  w ill  receive  an  email  
notification  of  the  user  on-­‐site  and  the  manager  
can  then  complete  a  TABS  (Talk  And  Be  Safe)  
talk.  
If  a  user  has  SIGNED  IN,  the  next  time  the  LOG  
in,  the  user  will  have  the  option  to  SIGN  OUT.  

Tip:  Adding  more  jobs  and  getting  used  to  implementing  our  innovational  way  of  controlling  y our  jobs,  
increase’s  your  efficiency  and  becomes  easier  each  time  
 
21  
 Permit  to  Work  
  Job  completion  allows  you  to  finalise  and  release  the  Permit  to  Work.    Let  Safety  PAL  add    
all  your  job  details  and  hazards  into  the  job  PTW  

61  

Finalising  your  job  once  you  have  obtained  full  job  approval,  will  allow  you  to  release  the  Permit  To  Work  
 Safety  PAL  w ill  not  allow  a  Permit  to  be  released  if  any  part  of  the  job  isn’t  approved,  ensuring  you  and  your  
organisation  is  fully  protected  at  all  times.  
Safety  PAL  adds  all  the  job  details,  hazard  information,  work  personnel  and  Risk  Assessments  /  Method  
Statements  to  the  permit  to  work  to  reduce  management  and  illuminate  human  errors  
 

 
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 Risk  Assessment  Database  
  Safety  PAL  has  an  in  built  Risk  Database  tool,  create  individual  risks  then  add  to  your  job    
as  a  risk  assessment  
To  start  adding  the  risk  in  your  company  or  in  
 62   your  workplace,  you  will  find  Add  Risk  under  
the  job  sub  menu  
Click  Add  Risk  to  gain  access  to  the  risk  
database  
 

Adding  risks  are  really  easy,  input  boxes  detail  

the  requirements.  
 63  
It  is  important  to  investigate  individual  risks  in  
and  around  your  workplace,  and  add  control  
measure  individually,  to  fully  ensure  adequate  
measures  are  correct  for  the  task.  
When  you  create  a  job  (see  step  42),  you  have  
the  option  to  add  risk  and  create  a  risk  
assessment.  
Safety  PAL  uses  the  5x5  scoring  mechanism;  
input  your  evaluation  score  and  Safety  PAL  will  
calculate  your  risk  score.  
Complete  Pre  and  Post  evaluations  in  order  to  
ensure  your  post  risk  score  is  negligible  or  Low.  
Add  more  control  measures  in  o rder  to  lower  
the  post  score  to  then  get  a  negligible  or  low  
risk.  
You  can  edit  all  risk  as  workplaces  evolve.  

Safety  PAL  uses  the  5x5  scoring  mechanism;  

add  your  evaluation  score  and  Safety  PAL  will  
 64  
calculate  your  risk  score.  
See  table  to  the  left  detailing  risk  ranking  
 

 
23  
 Risk  Assessment  Database  
  continued  
 
Scroll  down  the  page  to  see  a  full  list  o f  all  your  
 65   risks  
All  risks  can  be  seen  by  all  users.  
 

Pre  control  notes,  show  this  risk  as  a  score  o f  16  

 66   which  is  deemed  High  
 

Add  in  your  control  measure  to  reduce  your  risk  

 67  
and  update  post  control  measure  score  in  order  
to  get  the  lowest  possible  risk  ranking.  
 

Good  control  measure  create  a  low  risk  ranking  

 68   As  your  workplace  or  job  changes,  use  the  edit  
facility  to  keep  your  risk  up  to  date.  
 

When  creating  jobs,  click  on  the  risk  template  

text  (step  52)  in  order  to  use  the  risk  database  
 69  
to  build  your  risk  assessment  
In  the  risk  assessment  build  screen,  click  the  
risk  you  want  to  add,  and  then  see  your  risk  
assessment  being  built.  
When  you  have  added  all  risks,  click  Add  to  Job  
in  order  to  add  to  the  job  for  a  manager  to  
review  and  approve  or  disapprove.  
 
 

 
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 Adding  Suppliers  
  Safety  PAL  allow  you  the  ability  to  link  client  and  suppliers,  Safety  PAL  check    
certification  and  insurances  
Click  Supplier  from  the  main  menu  will  bring  
70   you  to  the  supplier  page.  
Across  the  top  are  navigation  buttons  for:  
Add  New  Supplier:  click  to  add  a  new  supplier  
in  your  account  
View  Archived:  You  can  view  archived  suppliers  
you  no  longer  have  affiliated.  
Search  by  Supplier  name:  You  can  view  the  
supplier.  

All  your  suppliers  will  be  listed.  

 71   State  of  their  inclusion  will  be  detailed  as    
YES  or  NO  

To  the  right  of  your  supplier’s  name,  you  have  

the  option  to:  
 72  
View:  Proceed  further  to  the  supplier’s  
information  page  
Re-­‐Invite:  to  send  another  email  requesting  they  
join  with  you.  

If  you  have  a  new  supplier  to  add,  then  click  Add  

 73  
new  Supplier.  
You  w ill  be  taken  to  the  page  to  enter  your  
company  supplier  name  and  E-­‐Mail.  
 

Click  save  and  Safety  PAL  will  show  you  a  

 74   message:  
If  the  supplier  is  already  using  Safety  PAL  or  if  
they  are  not  a  current  user,  then  you  can  add  
some  notes  and  send  them  an  invite.  
 

Safety  PAL  allows  you  to  bulk  upload  your  

75   suppliers  
Add  your  CSV  file  into  the  drag  and  d rop  
window,  columns  should  be  titles  as  detailed  on  
screen.  
 
 
25  
 Contacting  Us    
  It  couldn’t  be  easier,  choose  any  of  the  below  forms  of  contacting  us,  
We  are  here  to  help  

Author Bio  
 
Karl Spencer is the founder and managing director of Your Safety PAL,
a web-based health and safety management system that enables
companies to verify that all the correct documentation has been
submitted and uploaded before a project, job or event begins. Your
Safety PAL also ensures that each worker has received adequate training
and understood all the risks and hazards before starting work.  
 
It encourages a holistic and positive health and safety culture within companies and industries by allowing all users to share
relevant health and safety information directly with others. Your Safety PAL can be accessed through smartphones so workers
can receive up-to-date information while they are working on-site and managers can access documentation wherever they are
and easily carry out on-site health and safety audits.  
 
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