🦺What is Vigilo?

Vigilo is a cloud-based safety management platform for industrial and construction organisations. It replaces clipboards, WhatsApp groups, and spreadsheets with a single digital system.

🚀Getting Started

2.1 Sign Up (Organisation Admin)

1. Go to safety-desk.com and click Start Free — No Card Needed.
2. Enter your organisation name, a unique domain slug, and your account details.
3. You are automatically assigned the Manager role.
4. Your 14-day free trial begins immediately — no credit card required.

2.2 Invite Your Team

Go to Administration → Invite Team Members (Managers only):

1. Enter the team member's email address.
2. Select their role — Observer, Action Owner, or Manager.
3. Click Send Invite. They receive a secure email link.
4. They click the link, set a password, and are instantly added to your organisation.

2.3 Invite Contractors (Time-Limited)

1. Go to Administration → Invite Contractor.
2. Enter the contractor's email and set access validity in days.
3. They accept, get a Contractor account, and can only access the Permits module.
4. They are automatically logged out when their access period expires.

2.4 First-Steps Checklist

• Upload your organisation logo — Profile → Upload Logo
• Add Locations for your facility (required before creating observations or permits)
• Invite your safety team
• Create your first Observation or Permit
• Set up Training Modules and Skills

👥User Roles & Permissions

Every Vigilo user has exactly one role. Roles are assigned when you invite someone and can be changed by a Manager.

3.1 Role Summary

3.2 Detailed Access Matrix

Observations

Permits to Work

Training & Skills

🔍Module 1 — Safety Observations

An observation is a reported safety hazard, unsafe act, or near-miss. Vigilo tracks it from report → corrective action → verification → closure.

4.1 Observation Lifecycle

4.2 Reporting an Observation

Click Report New in the sidebar or Report Observation on the dashboard.

1. Enter a short Title describing the hazard.
2. Select the Location from your facility list.
3. Set the Date Observed (defaults to now; change if reporting retrospectively).
4. Choose Severity — Low Medium High
5. Write a detailed Description of the hazard.
6. Optionally attach a Photo (Before).
7. Select the Assigned To person responsible for fixing it.
8. Set a Target Date for closure.
9. Click Submit.

4.3 Rectifying an Observation (Action Owner)

If you are assigned an observation:

1. Open the observation from All Observations.
2. Click Submit Rectification.
3. Describe what was done in the Rectification Details field.
4. Optionally upload a Photo After showing the completed fix.
5. Click Submit — status moves to Awaiting Verification.

4.4 Verifying an Observation (Manager / Safety Manager)

1. Open the observation showing Awaiting Verification.
2. Review the rectification details and after-photo.
3. Click Verify & Close — add a verification comment and confirm. Status → Closed.
4. Or click Reject Verification to send it back for re-work.

4.5 Analytics Dashboard

Go to Observations → Dashboard to see:

• Open / Overdue / Closed KPI cards
• Observations by severity and location
• Trend over time (chart)
• Top observers and action owners

4.6 Exporting Data

From the observations list use the Export buttons in the sidebar:

• Export Excel (.xlsx) — full data with org logo header, styled columns
• Export CSV — raw data for further analysis

🔐Module 2 — Permit to Work (PTW)

A Permit to Work is a formal document authorising high-risk work. No work should begin until an approved permit is in hand.

Supported Work Types

5.1 Permit Lifecycle

5.2 Raising a Permit

Click New Permit from the dashboard or sidebar and complete all sections:

5.3 Approving / Rejecting (Manager / Safety Manager)

1. Open the permit with status Submitted.
2. Review all sections, the risk assessment, and any attachments.
3. Click Approve — add a comment and confirm. The requestor is notified.
4. Or click Reject — provide a rejection reason. The requestor can revise and resubmit.

5.4 Activating & Closing

Activate: When on-site and ready to start work, the requestor (or Manager) clicks Activate. The actual start time is recorded. Status → Active.

Close: When work is complete:

1. Open the Active permit and click Close Permit.
2. Confirm the site has been cleaned and restored.
3. Add a closure comment. Actual end time is recorded. Status → Closed.

🎓Module 3 — Training & Skills

Create training modules with MCQ assessments, track employee skill levels (1–5), and build a real-time competency matrix.

Skill Proficiency Levels

6.1 Setting Up Training (Manager / Safety Manager)

1. Create Skill Categories & Skills — go to Training → Manage Skills. Add categories (e.g. "Fire Safety") then individual skills within each.
2. Create a Training Module — go to Training → New Module. Enter title, description, link relevant skills, and save.
3. Create an Assessment — from the module detail page click Create Assessment. Set a pass mark (%).
4. Add Questions — click Edit Questions. Add MCQ questions, choices, and mark the correct answer for each.
5. Publish the assessment so learners can take it.

6.2 Taking an Assessment

1. Go to Training → Modules.
2. Open a module and click Take Assessment.
3. Answer all multiple-choice questions and click Submit.
4. Your score and pass/fail result are shown immediately.
5. If you passed: your skill proficiency level is automatically upgraded.

6.3 Skills Matrix & Reports

• Skills Matrix (Training → Skill Matrix) — grid of all users × all skills showing proficiency levels. Identify training gaps at a glance.
• Skills CSV — download the full matrix as a spreadsheet.
• Effectiveness PDF — branded report with org logo showing training completion rates and average scores by module.

👤User Profiles & Performance

Click your name in the sidebar or go to Profile to see your three-tab profile.

🏢Organisation Settings

Organisation Logo

Managers can upload the org logo at Profile → Upload Logo.

• Accepted formats: PNG, JPG, WebP
• Maximum size: 2 MB
• Recommended: square or landscape, minimum 200×200 px

Once uploaded, the logo appears in:

• Sidebar and top navbar
• All PDF exports (observation reports, training effectiveness, certificates)
• Excel exports (anchored in the header row)

Locations

💳Subscription & Plans

❓Frequently Asked Questions