Over the next few months we're going to be making changes to the user experience in various areas of our system; this will help speed up your day and let you access the data you need more efficiently. We've started with an often-used function in your employee details page: setting someone's password and notifying the user. Previously you would set someone's password, hit accept, wait for the page to refresh, and then save your changes. We've simplified the process by adding a drop down menu where you can set the password without an additional page load. Simply set it and save your changes!

We've also moved Emergency Information into a single drop down menu that is hidden by default. This clears up a bit of clutter on this page and makes for a simpler user experience. 

If you have comments or suggestions about these changes please feel free to contact us and we'd be happy to listen to your ideas.

We often get requests to add features to SafetySync that will help migrate HR information that is usually stored in Excel spreadsheets, paper files, and other means. We have recently added an HR/Notes section to the Employee Details page, where you can help eliminate redundancies between your HR system and SafetySync.

We've designated this tab a high security page as it tracks sensitive information. Therefore, we've assigned the tab its own set of permissions called "Administer Employee Notes" that must be enabled for an administrator to see this tab.

You'll now be able to track medical information about your employees, hire and termination dates, as well adding your own custom notes about the employee.

We are often told by clients that they wished the SafetySync online health and safety management system was available in other languages besides English.  The main reason we do not offer the portal in Spanish, French, and other common languages is because translating all menu items, buttons, table headers, search criteria, and so on, requires totally fluent developers, testers, and support personnel, which we do not have at this time.

However, it is now very simple to have the OHSMS, and all its content, translated to over 50 languages, simply by using the Google Chrome browser, and choosing the right settings.  Simply go to Settings > Show Advanced Options > Languages and spell checker settings, then "Add" whatever language you like from the list.  When you re-open your browser, it will begin asking you if you want each page translated.  Click on the Options button, and choose "Always" to avoid having to do this each time.  Each page translates in 1 or 2 seconds, and the original text (in English) is shown if you hover over any translated text.


Now you can tell your workers that do not speak English as their first language, that they can still use the system using their native tongue.  Training videos and narration obviously do not translate, but we are gradually adding content (lessons) in other languages too.  If customers have their own training content in various languages, we can upload that content to their portals very easily as well.

If we were to post a blog each time a company was fined for safety violations, our blog would become sadly repetitive and readers would become de-sensitized.  Occasionally a report comes out that is worth mentioning.

A couple of Calgary construction companies were fined a total of $2.4 Million dollars after a collapsed wall killed a trucker that was in a pit beside a massive wall of dirt that was shored.  The tragedy of this particular incident, is that it could easily have been avoided, had any number of safety management system components been in place:

1. Training on the dangers of trenches
2. Policies and procedures governing the need for trench-protective structures, or
3. A system of forms, records and corrective actions when hazards are identified

These companies had no such systems, and instead relied on the good sense of people doing the work, which cannot always be relied upon, given the pressure to get things done on time and on budget.  The crown prosecutor noted that, "There was no evidence of due diligence."  And as a result, the victim's wife is now a widow, and the victim's two kids no longer have a father.  So sad.

Service companies in Canada might be discouraged to learn that another subcontractor pre-qualification service/website has arrived on the scene.  PICS Auditing from Irvine, California has been in business for a while, but has only recently appeared on the radar North of the border when Suncor started using its service.

Like ISNetworld RAVS, they are trying to offer a more comprehensive pre-qualification than simply the registry of insurance documents and questions required by ComplyWorks.  Rumor has it that the PICS staff conduct video conferences with a subcontractor safety representative, and ask the person to hold up policies and records to the screen as a way of demonstrating compliance.  This seems at first glance to be yet another redundancy with the COR safety audits, which are performed in person.  PICS claims to be popular though:

They claim to be "preferred" by 81% of contractors (presumably over ISNetworld?)  I wonder if the number would be so high if they asked the contractor if they felt the PICS audit was useful if they had already passed their COR audit.

Regardless of whether the industry needs 3 subcontractor management systems in addition to COR audits, the fact remains that these subcontractors need to manage their safety programs and produce the compliance reports that these audits, reviews or questionnaires ask for.   Please call or email us if you would like an explanation of how an online safety management system like SafetySync can help you satisfy the requirements of these subcontractor audits, reviews and questionnaires.

Not according to Alberta Auditor General Merwan Saher in an April 2010 report.

“Half of those employers that persistently fail to comply with the Occupational Health and Safety Act also continue to hold a valid Certificate of Recognition, and continue to have elevated injury rates among their workers,” Saher wrote.

We run into this issue all the time when selling our online safety management system.  Executives believe that because they scored well on their most recent COR Audit, that they are compliant with regulations and insulated from possible litigation.  Only after an accident and subsequent investigation does it come to light that the typical safety program had deficiencies and that supervisors, executives and directors are potentially liable.

The reality is that safety audits are only snapshots, and compliance with safety regulations requires incredible diligence and constant attention.  A formal electronic system like SafetySync not only makes your COR audits go smoother, but helps ensure your safety program receives the constant attention your stakeholders (of which the Government is only one) expect.  Anyone telling you a Certificate of Recognition means that your safety program is adequate, is probably giving you bad advice.

Our online safety management system has always made available to each of our customers a unique portal sign-in page that can be customized with your logo, color scheme and a safety slogan.  At the request of our clients, we've added the ability to add a photo (or any other image) to the left side of the login page.


Ideal photos for the login page might include equipment, high-profile projects, key personnel, or a group shot of your entire crew.  You may even want to get creative and upload some vintage photos or Darwin award shots.  You can even keep the login page interesting by changing the photo occasionally.


The image and other customized settings can be accessed by our Premium plan clients in the Administrator Portal, under "Company", then "Profile".    

I'm often amazed at the number of safety records that are generated by the typical company.  In many organizations, the safety department rivals accounting for the sheer number of records they generate.  Inspections, checklists, meeting minutes, ERP drills, etc.  Some must be submitted for each location in the company.  Intervals can vary too (monthly, quarterly, annually, etc.).  So how do safety departments keep track of which forms have been submitted on time (or are coming due)?  Some companies have an administrator compile spreadsheets with all records submitted, but this is extremely time consuming.

SafetySync has added a feature to the software that makes form tracking easy...

Simply navigate to the screen for the Location (office, shop, department, etc.) that you wish to "require" forms to be submitted.  All forms that you've entered into the system will appear in the list.  By default, the frequency setting will be "Only as required", but an administrator can change this to "Monthly", "Quarterly", or "Annually".


As completed forms (which we call records) are submitted by fax, email, upload, etc, and approved, the forms status will update automatically.  The software flags the forms that are coming due or past due for that location.

Audit time can be stressful.  Like most safety managers you might be anxious about whether you have reviewed every element of a safety protocol, and whether you have  the systems in place or documentation to prove due diligence.  Or you could have the system in place, but may be lacking the "link" between each audit bullet (for some standards there are over 100 bullets) and the processes and records that satisfy the requirements. 

We have recently introduced a new SafetySync component that we call "Audit Preparation and Review".  This tool offers administrators the ability to select any number of standards (such as Enform Certificate of Recognition - COR or CSA Z1000) which they would like to prepare for and achieve.

Unlike other audit review software on the market, this SafetySync component is designed for safety managers and administrators for internal purposes only.  Essentially, it is meant to help organizations perform better on their external audits, and to perform internal audits in the interim.

Each audit protocol allows administrators to drill down to the bullet level (such as Enform COR 2010 D1.b in the example below).

For each bullet, you can:

1. Enter notes (what systems you have in place, progress being made, plans, explanations, etc.)
2. Update the status (as either "Compliant", "Not Applicable" or "Deficient")
3. Link to web pages (such as policies, training videos, certificates, compliance reports) in either SafetySync or other online systems
4. Upload documents (such as spreadsheets, Word or PDF documents) in the event you do not have an online system in place

Once you have all the appropriate links or documents in place to satisfy the bullet, change the status to "Compliant" (it will track the date and user for each entry).  Keep doing this for each subsequent bullet until you have every one covered, meaning you've either completed the internal audit, or you are ready for a 3rd party auditor to come in and check your work.

If you look up "system" in a dictionary, the term "correlation" is a term that is often used to describe it.  Safety management is made up of many components, but they only become a system when they work together.

Software is a great way to help link these components.  The SafetySync system allow administrators to upload policies, which employees must acknowledge.  It also allows administrators to upload forms, which employees can complete and submit as records (with deficiencies and action items if applicable).   However, it is not uncommon for an inspection policy to reference an inspection checklist, or for a hazard management policy to reference a hazard ID report.

Simply link the two in SafetySync, and the relevant form(s) will appear at the bottom of the policy.  Employees can click on the link to open the Word, Excel, or PDF form.