Safety

Safety documentation that writes itself as the work happens

Safety teams describe hazards, take photos, and brief crews like they always have. Now the safety records draft themselves from the work already happening, ready for the safety officer to review and approve

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Powered by Storm

Voice notes, photos, and site context become completed safety records, automatically.

Built in Dashpivot

One platform for safety, quality, site diaries, inductions, and timesheets.

Works offline

Capture safety data on-site with the mobile app — even without internet.

Audit-ready

Every record is timestamped, signed, and exportable for ISO 45001 or OSHA.

Trusted by companies, projects and teams of all sizes

What is a Safety Management System (SMS)?

A safety management system is how a company identifies hazards, controls risks, and proves compliance, from incident reporting and inspections to toolbox talks, permits, and audit evidence.

SMS software brings it into one place: records captured on-site, approvals in real time, and compliance evidence that's always audit-ready.

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Why use a Safety Management System

Prevent incidents proactively

A safety management system turns paperwork into prevention. Hazards, near-misses, and inspections get caught before they become injuries.

Stay audit-ready

ISO 45001 and major safety standards demand traceable, timestamped records. A safety management system creates that trail automatically.

Engage your frontline

Site teams are your first line of defence. Give them a way to log hazards, run toolbox talks, and own safety in real time, not after the fact.

Real-time risk visibility

Leadership and supervisors see what's happening across every site as it happens. No more waiting for end-of-week reports.

Build a continuous improvement loop

Every incident, near-miss, and observation feeds back into procedures, JHAs, and toolbox talks. Each event makes the next less likely.

Consistent culture across sites

One safety management system means consistent procedures, terminology, and approval flows across every project, site, and crew.

Every safety workflow, powered by AI, controlled by your team

From inspections and incidents to permits and audits, here's how teams use Dashpivot to run their safety workflows. AI handles the documentation. Your team stays in control.

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Safety Inspection

Inspection reports draft themselves as safety officers walk the site. No more typing up notes back at the office, no more delayed action on urgent findings.

Identified from photos captured on-site

Photos are captured during the site walk. Hazards and risk ratings are identified from what's in the image.

Transcribed from voice observations

Voice notes are converted into written findings and corrective actions, structured and assigned to the right person.

Date and location captured automatically

Date, GPS location, and timestamp populate from the device. Records are ready for supervisor review and action.

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Job Hazard Analysis

JHAs draft themselves from work scope, location, weather, and equipment data. No more generic forms, no more missed site-specific hazards.

Template matched to the work type

Describe the job or import an existing JHA. The template is built with hazard categories and risk matrix.

Filled from a site walkthrough

The supervisor records conditions on-site. Each observation is mapped to the correct hazard row with controls.

Approved before the crew starts

The safety officer validates each entry, adjusts ratings and controls, and signs off before work commences.

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Incident Reporting

Incident reports draft themselves from scene photos, voice recordings, and witness statements. No more remembering details hours later, no more incomplete reports.

Captured at the scene

Scene photos are processed to identify incident type, injuries, and damage without manual data entry.

Transcribed from voice and witness input

Voice recordings and witness statements are transcribed into a structured report with regulatory fields populated.

Auto-stamped at time of capture

Date, time, and GPS location are stamped automatically, creating a timestamped, geotagged record.

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Method Statements

Method statements draft themselves from your work scope and existing documents. No more starting from a blank page, no more rushed paperwork before high-risk work.

Built from a description or existing document

Describe what you need or upload a Word or PDF. The template is built with hazard-control pairings and sequencing.

Filled from your site briefing

The supervisor records a voice note. Scope, responsibilities, and equipment are mapped to the right sections.

Signed off before work starts

The supervisor reviews every section, edits controls for their crew, and signs off before work begins.

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Enterprise safety management.
Governed, auditable, compliant from day one

Enterprise safety isn't just about capturing records. It's about governance, visibility, and control across every site, every team, and every project.

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Workspace-level AI control

Control where AI drafts, where humans review, and where sign-off is required. Set guardrails at the workspace, template, field, and cell level.

Full audit trail

Every permit, JSA, and incident report is timestamped, signed, and traceable back to the job. Audit preparation takes minutes, not weeks.

Central oversight, local execution

Head office sees real-time compliance status across all projects. Site teams capture documentation their way, within the boundaries you set.

Integration into existing systems

Safety records flow into your project management, compliance, and reporting tools. No manual re-entry, no data silos.

Access controls and permissions

Control who can create, review, approve, and export at every level. Role-based access ensures the right people see the right records.

Scalable rollout

Start with one site or roll out across hundreds. The system scales without adding admin overhead or requiring IT support.

DASHPIVOT

“Our contractors are using Sitemate to sign-on to start cards and pre-starts. It's a great tool.”

Shane - Site Manager at Snowy Hydro Limited

Streamline your Safety operations

Safety teams shouldn't have to choose between managing hazards and documenting compliance. The Safety Management System captures records as the work happens, so your team stays focused on crew protection while maintaining full audit compliance.

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Create, assign, and track actions

Create actions against safety checks and assign them to the right team member. Set due dates and priorities to track progress.

Competency record support

Store and maintain safety-critical data like training and competency records with expiry dates and attachments, ensuring workers are qualified to be involved.

Audit-ready exports

Generate clean PDF reports or registers instantly for compliance checks and external audits.

Smart fields

Use smart fields like conditional logic, pre-filled data, and dropdowns to make forms faster to complete and reduce mistakes.

Digital signatures

Capture approvals on the spot with digital signatures, without waiting for paperwork to be passed around.

Real-time dashboards

Track and maintain live dashboards of all incidents, risks, inductions, permits, and more.

Mobile-friendly forms

Complete and review safety records on-site with your phone or tablet, even when offline.

Automated safety compliance

Every document, from JSAs to method statements to lockout procedures, gets reviewed and approved by qualified safety officers before sign-off. The difference is they're editing accurate drafts instead of starting from scratch, cutting documentation time by hours per day while improving record quality.

Full traceability means every safety decision has a paper trail, every incident has complete context, and audit preparation takes minutes, not weeks.

FLOWSITE

Connect your safety data to the rest of your business

Safety records shouldn't live in a silo. Flowsite allows you to connect your safety data to the tools your business already runs on, from plug-and-play integrations to full programmatic access.

Flowsite Integrations

Push safety data from Dashpivot into your other business tools with no-code integrations. Connect in minutes with drag-and-drop configuration, no developers required.

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Open API

Build custom integrations and pull safety data directly into your own systems. Full programmatic access for teams that want complete control over how data moves.

Sitemate MCP (Model Context Protocol)

Connect your safety data to AI tools like ChatGPT, Claude, and Copilot. MCP gives external systems structured, read-access to your Dashpivot data with proper authentication and permissions.

See how Sitemate has helped companies like yours improve their Safety Management Systems

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Infrastructure

Stonebond

“The ease of operation will make people want to be compliant.”

Infrastructure

Great Southwestern Construction

“I’d recommend this to the whole electrical industry. It’s moved our company into the 21st century.”

Infrastructure

JVS Industrial

“So we have one overall integrated process that allows for us to grow, manage risk and compliance, and be the best that we can be.”

Infrastructure

JVS Industrial

“So we have one overall integrated process that allows for us to grow, manage risk and compliance, and be the best that we can be.”

How to set up a Safety System using Dashpivot

Get your team from sign-up to capturing safety records in four steps. No IT support required, no lengthy implementation.

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Start with Dashpivot

Choose Dashpivot as your safety platform. The Safety Management System sits inside Dashpivot alongside Quality, Field Reporting, Time and Materials, and Custom, so safety records share approvals, data, and governance with the rest of your operation.

  • Workspace setup
  • User invites
  • Project structure
  • Role-based access

Generate templates with AI Templates

Describe the safety document you need (method statement, JHA, permit, induction, toolbox talk, audit checklist) and AI Templates builds the structured digital template in seconds, complete with the right field types and approval flow.

  • Prompt examples
  • Required fields
  • Field types
  • Approval chain

Import existing documents

Already have your own safety documents? Upload your Word, Excel, or PDF and AI Templates converts them into smart digital templates, keeping your fields, sections, and approval flow intact.

  • File formats (Word, Excel, PDF)
  • Field mapping review
  • Signature points
  • Conditional logic

Configure your safety workflows

Add smart fields, conditional logic, approval chains, and role-based permissions to match your existing safety processes. Every template can be tailored to match your terminology and sign-off flow.

  • Smart fields
  • Approval routing
  • Signature points
  • Role-based access

Storm fills records as work happens

Site teams record voice notes and take photos as they work. Storm transcribes, maps content to the right fields, and drafts the record. Your safety officer reviews and approves before anything is finalised.

  • Voice notes
  • Photo prompts
  • Review workflow
  • Approval roles

AI controls and governance

Set guardrails at the workspace, template, field, and cell level. Control where Storm operates and where humans must approve. Every AI-drafted record is clearly marked and fully traceable.

  • Workspace-level controls
  • Template permissions
  • Field-level rules
  • Audit trail

Comparison: Digital system vs Legacy Systems

Most safety teams already know paper and spreadsheets aren't cutting it. Here's what changes when you move to a digital safety management system.

When docs happen

How docs are created

Safety team time

Audit readiness

Incident reporting

Traceability

As the work happens

Voice notes + photos, auto-drafted

Focused on prevention

Always audit-ready

Real-time, detailed

Every record linked to the job

Legacy

After work, at a desk

Blank forms, manual typing

Split between paperwork and prevention

Scramble to compile records

Delayed, incomplete

Manual filing, gaps

Frequently asked questions

What does the Safety Management System cover?

The Safety Management System covers the full safety compliance cycle from planning through execution and incident management. It includes method statements, safety management plans, JHAs, permits, LOTO procedures, inductions, toolbox talks, pre-work briefings, safety audits, safety inspections, incident reporting, and near miss reporting.

Is the Safety Management System standalone, or does it work alongside other Sitemate components?

The Safety Management System sits inside Dashpivot. It works alongside the Sitemate App for front line worker access and Flowsite for integrating safety data into back-office systems. Quality, Field Reporting, and Time and Materials systems can run on the same Dashpivot platform if you need them.

What does a typical safety workflow look like?

A typical safety workflow starts with a JHA before work begins, runs a toolbox talk and pre-work briefing on site, captures safety observations through inspections during work, and logs any incidents or near misses as they happen. Each record links to the next, creating a complete safety trail for the project.

Are there regional variations of common safety documents?

Yes. JHAs are also called JSAs, Job Safety Analyses, or Risk Assessments depending on region. Method statements are also known as SWMS (AU), RAMS (UK), or Work Method Statements. The platform supports all variants. You choose your terminology in the template.

What does Storm do in the Safety Management System?

Storm generates structured digital templates for safety documents (method statements, JHAs, permits, LOTO procedures, inductions) when you describe what you need or upload an existing document. It also fills out safety forms by reading voice notes, photos, and observations captured on site, and maps them to the right form fields.

Where does the human stay in control?

All AI-generated templates and form fills are drafts until a qualified person reviews and saves them. Safety officers, supervisors, or managers approve every record before it's committed. Admins control which workspaces, templates, and fields Storm is allowed to write to.

Does the Safety Management System support ISO 45001 compliance?

Yes. Audit checklists for ISO 45001 and other relevant standards can be generated as templates, and findings are logged with full traceability. Records are timestamped, signed off, and exportable as audit-ready PDFs.

How does the system handle audit trails and traceability?

Every safety record is linked to the project, site, or job it belongs to. Each change has a traceable owner. Records can be filtered, searched, and exported as PDFs or CSVs for internal or external audit review.

How long does it take to set up the Safety Management System?

Most teams are running their first workflow within days, not weeks. Pre-built templates are ready to use out of the box, and AI Templates can build custom templates from a description or by importing your existing documents.

Can we tailor the system to match our existing safety processes?

Yes. Every template can be edited to match your terminology, sections, and approval flow. Forms support conditional logic, smart fields, and role-based sign-offs. You can build any workflow without writing code.

Safety documentation that writes itself

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