Registers

On this page

The Registers section is where you can manage your resources such as Sites, Assets, Jobs, Chemicals/Hazardous Goods Workers and Users. The health & safety records of each resource are linked and attached either manually or automatically.

Registers

The Registers are a list of your Sites, Assets, Jobs, Chemicals and Workers. Accessed from the menu bar

The Register’s Overview

With Simple WorkSafe, registers are set up where you list the details of each resource. The registers are critical when identifying known and potential hazards and managing the health and safety associated with each resource.

Every health and safety element within the Simple WorkSafe application is automatically linked and synchronised to related resources. For example, a risk assessment may relate to a number of resources such as jobs, a range of different assets along with chemicals or hazardous goods. The risk assessment will automatically be linked to all those resources and all those resources will, in turn, be linked to the risk assessment.

Your business has many resources that are all subject to health and safety management. These include;

  • Sites – the worksites that you carry out work on
  • Assets – plant, machinery, equipment and tools
  • Jobs – tasks and activities that are performed by your workers
  • Chemical and Hazardous Goods – any material that poses a potential risk to people
  • Workers – your workers who carry out jobs either on or using the other resources

The Sites Register

The Site register is where you will add all the details for worksites that you carry out work on.

For example;

  • Farm/Property sites (Farm Owners, Earthmovers, Fencers)
  • Building sites  (Builders, Electricians, High Rise Window Cleaners)
  • Shop Sites (Store Owners, Retail/Franchise owners)

The Site register will hold information regarding the following;

  • Address
  • Site Manager – phone and email details
  • Safety Coordinator – phone and email details
  • Latitude and Longitude – especially important for property sites.

To create a new site under “Registers” on the menu bar choose “Site”.

Click the “+” symbol in the bottom right corner to add a new site.

The Sites Registers showing the “Create New” button

Now enter the details in each of the fields. Use the footer notes or, by hovering over a field, a tooltip will appear for guidance as what needs to be entered.

Latitude and Longitude – This information can easily be found on “Google Maps”

Safety Coordinator’s Email – We recommend a work email so any issues don’t get lost in personal emails.

Save and New – This is used if you want to keep adding sites.

Click “Save” when you have finished.

All associated resources added will be found under the sites, for example, all Policy and Procedures, Risk Assessments, Attachments, Incidents, Meetings,  Training and Audits.

site register 1

The “detail” view of the site register showing site details

site register 2

The “detail” view of the site register showing site map details

The “detail” view of the site register showing tabs for policies and procedures, risk assessments hazards and incidents and attachments. Pressing these tabs will open up the attached details for viewing.

The Asset Register

To access the “Assets” register look for it under “Registers” on the menu bar.

Click the “+” symbol in the bottom right corner to add a new asset.

Now enter the details in each of the fields. Use the footer notes or, by hovering over a field, a tooltip will appear for guidance as what needs to be entered.

Type – Select the asset type e.g. Plant, machinery, equipment or tools

What is the difference in types?

Machinery is a collection of machines that operate together to perform a single task. The subtlety of difference with machine is that equipment doesn’t inherently do anything. It does not convert anything to anything else. For instance, a piece of welding equipment is a safety visor.

Plant includes immovable property or property that has been attached to the earth.

“Has Pre-starts”, “Has Risk Assessment” and “Has SOPs” – on the full management system if you check the box on these fields another field will appear asking for you to select the associated document. On the single application, it will just acknowledge the fact other documents are available.

Service Dates – There will be a reminder available on the full management system. No kilometres, miles or other GPS measurements are taken except dates.

Press “Save” once you have finished entering all the Asset details.

Add an Asset

The “detail” view of the asset register.

The Jobs Register

Jobs are usually a work activity that has a set procedure associated with it, such as milking cows, servicing an item of equipment or machinery or installing a power switch. It’s usually done the same way, every time.

Because of this, you can link and synchronise every safety aspect relating to each job such as;

  • Safe Work Procedures
  • Risk assessments including Job Safety Analysis (JSA) and Take 5’s
  • Safe Work Method Statements for example (SWMS)
  • Hazards management
  • Incident management

These health and safety documents can then be attached to the job, so workers have access to all the details.

You access “Jobs” under “Registers” on the menu bar. Click the “+” symbol in the bottom right corner to add a new job.

Now enter the details in each of the fields. Use the footer notes or, by hovering over a field, a tooltip will appear for guidance as what needs to be entered.

Site – Jobs are site-specific. If say, you’re a window cleaner and abseiling is a job that you would do on several sites, just duplicate the job and choose the sites to match. To duplicate a job, hover over the record you want to duplicate, wait until the 3 dots appear and select duplicate. (See image below). Change any details, such as site, to reflex the new job.

On the full management system Has SOPs, Has Risk Assessment, SWMS Required, JSA Required or Take 5’s Required will open another field for you to attach the associated document. On the single application, it will just acknowledge the fact other documents are available.

The list view of the Jobs Register.

Fill out the details

The “Create” page of the Jobs Register.

The Chemicals/Hazardous Goods Register

To access the “Chemicals/Hazardous Goods” register,  go to “Registers” on the menu bar.

This is a register of chemicals and hazardous goods that you use in your workplace.

Click the “+” symbol in the bottom right corner to add a new chemical or hazardous substance.

Now enter the details in each of the fields. Use the footer notes or, by hovering over a field, a tooltip will appear for guidance as what needs to be entered.

“Requires Health Monitoring” and “Requires Usage Monitoring”. Health and safety laws in many jurisdictions require health monitoring and/or usage monitoring when using certain types of chemicals or hazardous goods. If this is the case this appropriate button across.

On the full management system, you will be able to attach daily medical reports or other usage records to the chemical/hazardous good record.

Some examples of chemicals/hazardous goods that would require health and usage monitoring, would be asbestos or lead. Also, many agricultural pesticides and insecticides require health and usage monitoring. Health monitoring is used to detect changes in a worker’s health because of exposure to certain substances while usage monitoring records every location where the chemical is used and the quantity used.

If you answered, “Yes” to “Requires Health Monitoring” or “Requires Usage Monitoring” you will need to keep records on the health of your workers each day they are exposed to the chemical/hazardous good, and/or a details record of when, where and how much of a chemical was used.
You can attach as many associated files as you need to track health and usage monitoring by using the “Attachments” facility.

On the single application, it will just acknowledge the fact other documents are available.

Has “Has SOPs”, and “Has Risk Assessment”  – on the full management system if you check the box on these fields another field will appear asking for you to select the associated document. On the single application, it will just acknowledge the fact other documents are available.

SDS (Safety Data Sheet) – Upload the chemical or hazardous goods Safety Data Sheet.  All chemicals will have a Safety Data Sheet of some kind. You can obtain these from the manufacturer or download them from the web. They must be renewed if there is a change in the formulation, appearance, further safety or health information comes about or, just every 5 years, so look at the current review date and make sure you have the current version.

Press “Save” once you have entered in the details.

Categories Attached to Chemicals:

Under the full management system, depending on the questions you answered yes to while adding a chemical or hazardous good, further “Categories” will now be on the page.

Press on the category header to open or close the categories.

Procedures & Assessments – If you answered yes to having procedures, you will now see all the procedures that you have attached under the category heading Safe Operating Procedures and Emergency Procedures. Same with Risk Assessments and Safe Work Method Statements.

Hazards & Incidents – Any Hazards or Incidents linked to this chemical will be found under this category.

Attachments – Any attachments you add for this chemical.

On the single application, you will find the associated documents if a chemical or hazardous good has been selected.

chemical/hazardous goods register 1

The chemicals/hazardous goods register upper section

chemical/hazardous goods register 2

The attached and linked tabs of the chemicals/hazardous goods register.

A single application will have the corresponding documents attached.

The Workers Register

The “Workers” register is where you will add all your workers that will be linked to your health & safety system.

Under “Registers” on the menu bar choose “Workers”.

Click the “+” symbol in the bottom right corner to add a worker.

Now enter the details in each of the fields. Use the footer notes or, by hovering over a field, a tooltip will appear for guidance as what needs to be entered.

Add a new worker to the register

The worker register.

Click “Save” once you have finished entering all their details. If you are giving access to your workers to your Health & Safety system they will need to be set up here first, under the workers register before adding them to the “Users” section (see more on Users here)

On the full management system every time a document is associated with a worker such as;

  • Procedures,
  • Assessments
  • Training
  • Meeting Attendance
  • Incidents
  • Attachments

You will find them under categories attached to the worker’s records.

On the single application, only the documents associated with the application will be present for example Simple JSA’s will be all their JSA’s, Simple Take 5’s will be all their Take 5’s.

The worker register showing the tabs containing all linked data. Press the tabs to expose the linked data.

Printing Reports

There are a number of reports that can be printed.

Lists reports are lists of records such as a list of all the registers on the application.

Detail reports are reports that contain all details of a particular record.

Reports are available in PDF, MS Word, MS Excel and image formats.

List reports are available by pressing the Report button on the header of the list.

Print Repor tList

Opening a List Report

Opening a Detail Report