Keep a record of safety meetings
Who came, what was talked about, the records discussed and the actions agreed, with a reminder for the next one.
What this is for
A toolbox or safety meeting counts for more when there's a record of it. Record when and where it was, who ran it and who came, what was talked about in your own words, and link the hazards, incidents, risks and changes you went through. Actions agreed go to the person doing them, on their My safety actions with a reminder. Staff who were there can confirm it on their phone, and if you meet regularly Sign OS shows when the next one is due and reminds you.
What is on this screen
Each part of the screen above, top to bottom, and what changing it affects.
Safety meetings list
- Record a meeting
- Safety contacts and HR only.
- Meetings · Last meeting · Next meeting · To confirm
- How many meetings are on record (or that you were at), the date of the last one and how often you meet, when the next one is due (safety contacts and HR), and how many are waiting for you to confirm you were there.
- Needs attention
- The next meeting when it's overdue or coming up, and meetings waiting for you to confirm.
- Meetings
- Each meeting, newest first, with the date, time and place, who ran it, how many people came, and Confirm you were there or how many have confirmed.
- Regular meetings
- Safety contacts and HR: how often you meet, and the next one's date if it's booked. The next meeting is worked out from the last one; a booked date after the last meeting wins.
Recording a meeting
- When and where
- The date, the time if you want it, where it was held, and who ran it.
- Who was there
- Add staff one by one, or Everyone on staff and take off anyone who wasn't there. Visitors and contractors go in by name, one per line.
- Ask the staff who were there to confirm it on their phone
- On by default. Each staff member added is sent a notice to open the meeting and tap I was there.
- What was talked about
- Your own words: the topics, what was said and what was decided. There's no template to fill in.
- Records discussed
- Link the hazards, incidents, risks and process changes you went through (the parts your plan includes). Staff only see links to records they could open themselves.
- Save the meeting
- Saves it and opens it, ready for the actions and minutes.
One meeting
- I was there
- For staff down as attending, while it's asking for confirmations. It records when they confirmed, on their own login.
- The meeting · Who was there
- The details, what was talked about, and each person with Confirmed and when, or Not confirmed. Visitors are marked Visitor.
- Records discussed
- Links to each hazard, incident, risk or change talked about.
- Actions agreed
- Add each action with who's doing it and by when. It shows on their My safety actions, they're told straight away, and reminded when it's due. Safety contacts and HR tick them off here; the person given it ticks it off on their own list.
- Minutes · Upload the minutes
- Upload the minutes or a photo of the sign-in sheet, if you keep them on paper too.
- Change · Remove this meeting
- Change edits it. Remove takes a meeting recorded by mistake off the list; it's kept in the trail, and Put it back on the list returns it.
Before you start
- Your shop is on Workshop or Scale. Safety contacts and HR record meetings and see them all; staff see the meetings they were at.
Step by step
- 1
Open HR & Safety → Safety meetings. Under Regular meetings, set how often you meet (safety contacts and HR).
- 2
After a meeting, press Record a meeting.
- 3
Fill in when and where, who ran it, and add everyone who was there and any visitors.
- 4
Write what was talked about, link any hazards, incidents, risks or changes discussed, and press Save the meeting.
- 5
On the meeting, add each action agreed with who and by when, and upload the minutes if you have them.
- 6
Staff who were there open the notice on their phone and tap I was there.
Tips & gotchas
- The next meeting reminder goes to the safety contacts on the same days as machine services, and weekly once it's overdue if your shop repeats reminders.
- Actions agreed at a meeting are listed with incident, hazard and risk actions on each person's My safety actions.
- Staff only see meetings they were at. Safety contacts and HR see them all.