Documentation

Projects

Adding A Project

Projects entered into the system are any job or contract that you want to track safety-wise. They can be named after the site, or the client, depending on your specific needs.

  • When you create a new project, you will be asked to name Project Safety Contacts. These contacts should be specific to this project, and could include client contacts, company contacts, and local emergency numbers. These will be listed on the Project Overview page, alongside the Company Safety Contacts.
  • Each project will be home to its own hazard assessments, toolbox meetings, near misses, incident reports, pre-trip inspections, and daily production tracking.

Hazard Assessments

Also called field-level hazard assessments or field-level risk assessments, Field Relay allows you to capture and recall these meetings online.

  • Build your potential hazards list ahead of time under the Admin menu - you can prioritize them by dragging and dropping them. The hazards that are selected most often show up on the dashboard.
  • Set up your required safety equipment list ahead of time under the Admin menu. The equipment that is most selected in hazard assessments shows up on the dashboard.
  • Sometimes, hazard assessments require a permit (e.g.: hot work or confined spaces). If your company requires permits, you can identify an expert for each permit type, and associate a phone number for them. Field Relay also allows you to attach a document / permit template for each permit type so the user can print it and fill it out. Complete all of this work ahead of time under the Admin menu so the information is automatically available when completing hazard assessments.
  • Note that each attendee is required to sign the hazard assessment before it can be completed.
  • Once the hazard is complete, it can be downloaded in PDF format. It can also be emailed (which will trigger an email to safety managers and system owners / admins).

Working alone is an important part of Hazard Assessments. Here are some tips on setting up a working alone log.

  • From the Hazard Assessment page, you can select if one person or several people will be working alone, and record their working conditions.
  • Users that are scheduled to work alone will be required to check in at regular intervals (which you can set).
  • If the user fails to check in, they will be sent an SMS alert to their phone reminding them. They will continue to be sent alerts at every check in interval once they fail to check in. They will be able to check in directly from a link in the SMS alert.
  • If they have not checked in after 15 minutes, email alerts will be sent to all identified managers. Managers will have the option of ending the working alone time by clicking a button.

Toolbox Meetings

Here are some tips for recording your toolbox meetings using Field Relay.

  • Enter the Topic of Review to see a word cloud of Most Covered Toolbox Topics.
  • Create a link to specific topics or sections in your safety manual for future reference.
  • Enter the duration of the meeting to track how long your toolbox meetings are taking.
  • Enter the date for your next toolbox meeting - it pre-populates with tomorrow’s date.

Near Misses

Get set up to record your near misses accurately to set up critical learning experiences for your employees.

  • Set up your list of contributing causes ahead of time under the Admin menu.
  • The user can upload up to three photos of the near miss. Easy upload from a phone or tablet.
  • Once the near miss is submitted, it emails project foremen, safety managers and system administrators / owners.
  • Note that signatures from all parties involved are required to close a near miss.

Incident Reports

Quickly and effectively record any incidents that occur on the job. The Field Relay incident report is based on industry standard incident report forms and is an effective way of capturing important incident information. Here are some tips and usability notes for recording incident reports.

  • Enter basic information about the incident, and relate it to as many categories as applicable.
  • Track contributing causes and any immediate actions taken.
  • If the police were notified, enter relevant information including the police file number.
  • Tie the incident to the correlating hazard assessment that was completed earlier that day.
  • Choose employees who were involved in the incident - select if they were injured or a witness. If they are injured, enter more information, such as the nature of the injury and where they are currently.
  • If somebody was involved in the incident who is not in the system, record their name and phone number.
  • Upload an unlimited number of incident photos. Photos are designed to be uploaded using a smart phone.
  • Everybody involved in the incident should add a statement. If you get to this stage and realize not everybody needs to make a statement, you can go back and de-select them as one of the people involved. Attach a sketch or other file, and a signature at the bottom of each statement. You will be allowed to save the statement without a signature, but the system will remind you to add it.
  • The system sends an email alert to foremen, safety supervisors and account owners to notify them of the incident.
  • The incident will show up on the dashboard for 30 days from the day of the incident.

Vehicle / Equipment Pre-Trip Inspections

A little work ahead of time will ensure your pre-trip inspections capture the right information.

  • Set up your list of vehicles and equipment ahead of time under the Admin menu. List any piece of equipment that you want your employees to inspect before using.
  • Set up your list of inspection items for each vehicle, again under the Admin menu. You can set a different list for each piece of equipment (e.g.: a truck will have different inspection points than a grader).
  • If the vehicle needs repair, your employee can attach a photo of the part needing repair. Image upload designed for use from a cell phone / tablet.
  • Set up a maintenance contact ahead of time. You can do this under the Admin menu. When a vehicle needs repair, an email will automatically send to the maintenance contact you identify. If you do not enter a maintenance contact, no emails will be sent.

Daily Production

For companies that bill by work completed (not hourly), daily production allows you to track your work for each day.

  • Set up your production categories ahead of time under the Admin menu.
  • Attach a file of a signature if required, or a photo of the work done.
  • Sort your work completed by work category or date.

Time Tracking

This simple app lets you enter a task and track the number of hours it took to complete.