Ask the crew to sign a document
Choose who on a job signs a SWMS or plan, and whether they draw a signature or acknowledge it.
People sign the published version of a job’s document. A signature counts while the document stays on that version. Publish a major change and everyone is asked to sign again. A minor change keeps their signatures.
Each document asks for one of two things:
- Sign: each person draws their signature with a finger, pen or mouse. The drawing is kept with their signature and shows on the register.
- Acknowledge: each person confirms they've read and understood it and will follow it. Nothing is drawn, and the register shows Acknowledged.
A document asks people to acknowledge it until you choose Sign. Either one counts towards who has signed.
Choose who signs
Step 1: Open the document
Open the job, then the document’s card under Documents. Publish it if it is still a draft.
Step 2: Choose who signs
Under the document, in Sign-off, choose Everyone on the job or Chosen people. With chosen people, tick Must sign beside each person.
Step 3: Choose what's asked
Beside it, choose Sign: draw a signature or Acknowledge: read and confirm. You can change it later. Anyone who has already signed or acknowledged this version stays signed.
Step 4: Watch it fill
The table shows who has signed or acknowledged and which version, with their drawn signature beside it, and who needs to sign again. The document’s card on the job shows the count.
Nudge someone to sign
Beside anyone who still has to sign, choose Nudge. Someone with an account gets a notification that opens the document, and an email or text if their notification settings say so. A guest gets a text, or an email if they gave no mobile, with a link to the document on their phone. You can nudge each person about a document once an hour.
Each nudge shows in the job's activity.
Nudge someone about everything they owe
On the job’s Crew tab, the signature table has Nudge beside each person who still has a document to sign. It asks them about all of those documents at once, in one notification, text or email. A document you nudged them about in the last hour is left out.
Signed on
On a wide screen, choose Signed on beside the document to keep the list of people asked to sign open while you read. Search by name or company, and choose Incomplete to see who still has to sign, with Nudge beside each.
Job compliance
Once someone has to sign one of a job’s documents, the job shows its Job compliance: for each document someone must sign, the share of them who have signed its current version, averaged across those documents. It shows beside the job’s name and on its card under Jobs. Documents no one has to sign don’t count.
Managers see each person against each document under Signatures on the job’s Crew tab: Signed, Sign again after a major change, To sign, or Not asked.
Where people signed
When a job's site is marked on a map, people can check they're on site as they sign. A pin beside Signed shows what their phone said: a ticked pin for on site, a crossed pin for away from the site, or a plain pin when it couldn't be confirmed. Hover over it, or focus it, to read Signed on site, Signed about 140 m away or Location unconfirmed. On a site with more than one area, it names the area. There's no pin when someone didn't check.
Checking is optional, and nobody is stopped from signing by it. A phone's location can be wrong, so treat it as what the device said, not proof.
Site maps in a signed document
A document's site map shows the job's site as it is now, marked Live* with a note under it, on screen and in the PDF. Publishing doesn't fix it, so moving a muster point on the job's Site tab changes the map in every version.
When someone signs, SafetyDocs keeps the site as the map showed it to them. Managers can choose Site as signed beside a signature in Sign-off to see it. In a signed record (below), the document's site maps show the site as it was when they signed, not as it is now.
Sign one yourself
- Open the document from the job.
- Choose Sign under the document.
- If the job's site is marked on a map, you can choose Check I'm on site. Your browser asks your permission first, and you can still sign whatever it says.
- Fill in what its sign-on register asks for, such as your job role and licence numbers. It starts with what you gave last time; change anything that's different.
- If it asks you to sign, choose Tap to draw signature and sign in the box. Tap to redraw signature clears it to start again.
- Choose Sign, or Acknowledge if it asks you to acknowledge it.
If the document's sign-on register changes while you have it open, such as what everyone agrees to, SafetyDocs says so and doesn't sign. Check what it asks now, then sign again.
Guests who joined from the job’s link or QR code sign on their phone, from the job’s page.
To check what the crew sees, a job manager can open a document and choose …, then View as worker. It opens the document at the job’s link as a guest on a phone sees it, even while you’re signed in, with a bar across the top that says so. With no guest sign-on on that browser, that’s the screen to join the job. Choose End preview to see it as yourself again.
Only people on the job sign its documents. The job’s managers and Admins see everyone’s signatures, drawn signatures included. On a Private job, everyone on it also sees who has signed, but not other people’s signatures, drawings or licence details. On a Public job, everyone else sees their own signature and the count.
The register on the document
A written document's sign-on register is part of it; an uploaded file's sits under the file (Upload a file). A register added to any document starts by asking each person's name and signature, and its settings ask for more: their company, job role and licences.
On a job's document, the sign-on register lists the people asked to sign, with what each gave: their job role, company and licences, the date, and the version they signed. Their signature column shows the signature they drew, or Acknowledged. A drawn signature appears once it has been checked for viruses and to be a signature drawing, which takes a moment after signing. If a drawing can't be used, the person who signed sees a message asking them to draw it again, and their new drawing replaces it on the same signature. Anyone who still has to sign shows Awaiting signature, and anyone who signed before a major change shows Needs to sign again. Printed or downloaded, the register lists them above its empty rows for signing on paper.
Open a past version from its version line to see who signed that version, people who have since left the job included.
The job's managers see everyone on the register. On a Private job, everyone on it sees every row, with only their own signature. On a Public job, everyone else sees their own row.
What you've signed
Choose your initials at the bottom of the sidebar, then What you've signed. Every document you've signed or acknowledged with your account is there, each opening the version you signed, as it read then, with your drawn signature and its site maps as you saw them. A file opens the file you signed, with its register. It stays there after the document is taken off the job, the job ends, you leave it, or the organisation that ran the job closes its account.
The job's managers keep the signed records too: a document taken off a job that people had signed shows under Removed, kept for their signatures on the job's Documents, with everyone who signed it.
What happens next
Each signature, and each change to who signs, shows in the job’s activity: "signed" for a drawn signature, "acknowledged" for an acknowledgement.