🦺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

HIRA

Incidents

Inspections & Audits

Legal Compliance

Corrective Actions

Performance Appraisals

🔍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 — HIRA (Hazard Identification & Risk Assessment)

HIRA enables your organisation to systematically identify workplace hazards, assess their risk using an ISO 45001 5×5 matrix, assign controls, and track residual risk over time.

Risk Score = Likelihood × Severity

6.1 Creating a HIRA Register

1. Go to Risk & Compliance → New Register (Manager / Safety Manager only).
2. Enter the register name (e.g. "Welding Operations"), work area, and review date.
3. Save the register and click Add Hazard to start populating it.
4. For each hazard: describe the hazard, its category, existing controls, and set Likelihood (1–5) and Severity (1–5). The risk score is calculated automatically.
5. Assign a Responsible Person and set additional controls to reduce residual risk.
6. High and Critical hazards automatically generate Corrective Actions for tracking.

6.2 Risk Matrix View

Go to HIRA → Risk Matrix to see a visual 5×5 heatmap with all hazards plotted by likelihood and severity. Hovering over a cell shows the hazard details. This is useful for leadership reviews and audit evidence.

6.3 HIRA Review Alerts

Registers have a review due date. Vigilo automatically emails managers when a HIRA register is approaching or past its review date, prompting periodic risk reassessment.

🚨Module 4 — Incidents

Record all workplace incidents, near-misses, and dangerous occurrences. Vigilo tracks investigation status, captures root causes, and auto-calculates industry KPIs.

Incident Types

7.1 Reporting an Incident

1. Go to Safety Operations → Report Incident.
2. Select the Incident Type and Severity (Critical / Major / Moderate / Minor).
3. Enter date/time, location, description, and persons involved.
4. For LTIs, enter the Lost Work Days — LTIFR is auto-calculated.
5. Submit. Managers are notified and an investigation is opened.

7.2 Investigation & Root Cause Analysis (RCA)

1. Open the incident and click Add Investigation Details.
2. Document the immediate cause, contributing factors, and root cause.
3. Add corrective and preventive actions to prevent recurrence.
4. Click Close Incident once investigation is complete and actions are assigned.

7.3 Statistics Dashboard

Go to Incidents → Statistics (Manager / Safety Manager) to see:

• LTIFR — Lost Time Injury Frequency Rate (per million hours worked)
• TRIFR — Total Recordable Injury Frequency Rate
• Monthly trend chart, incident type breakdown, and location heatmap

🔍Module 5 — Inspections & Audits

Build reusable inspection templates, schedule audits, and conduct mobile-friendly pass/fail checklists. Critical failures auto-raise corrective actions.

8.1 Building an Inspection Template

1. Go to Improvement → Templates → New Template (Manager / Safety Manager).
2. Name the template (e.g. "Monthly Fire Safety Inspection").
3. Add Sections (e.g. "Fire Equipment", "Emergency Exits").
4. Within each section, add individual Checklist Items.
5. Mark items as Critical if a fail should automatically raise a CA.
6. Save. The template is now available when scheduling inspections.

8.2 Scheduling & Conducting an Inspection

1. Go to Improvement → Schedule Inspection.
2. Select the Template, assign an Inspector, and set the Scheduled Date and location.
3. On the day, open the inspection and click Start Inspection.
4. For each item, tap Pass, Fail, or N/A (styled buttons for easy mobile use).
5. Add a photo and comment for any failed item.
6. Click Complete Inspection — a score is auto-calculated (passes ÷ total excluding N/A).
7. Critical failures automatically create linked Corrective Actions.

8.3 Reports & Statistics

• PDF Report — branded inspection report with score, findings, and photos (Manager / Safety Manager).
• Statistics (Improvement → Statistics) — pass/fail trends, scores by inspector, and location breakdown.

⚖️Module 6 — Legal Compliance

Maintain a register of your organisation's statutory and regulatory obligations. Traffic-light urgency flags show what's due, overdue, or about to expire — with automatic email reminders.

Urgency Traffic Lights

Adding an Obligation

1. Go to Risk & Compliance → Add Obligation.
2. Enter the Regulation name, relevant legislation, and responsible person.
3. Set the Due Date and upload supporting Evidence (certificate, permit, inspection report).
4. Save. The item appears in the register with its traffic-light status.

Compliance Score

The register header shows your Compliance Score % — the percentage of obligations that are currently green (compliant). Managers are automatically emailed when items go overdue or approach their due date.

✅Module 7 — Corrective Actions

The Corrective Actions register is a single hub for all actions raised across every module. Actions can be raised manually or automatically (from inspection critical failures, HIRA critical hazards, or overdue compliance items).

Action Sources

Action Lifecycle

Working with Actions

• My Actions — see only actions assigned to you. This is the default view for Action Owners.
• Action Register — all actions across all modules with filter by source, status, and assignee.
• Closing an action — upload evidence (photo, document), add a closure note, and click Close. Managers and Safety Managers can close any action; Action Owners can only close their own.

🎓Module 8 — Training & Skills

End-to-end training management: annual training plans, session scheduling, MCQ assessments, skill competency matrix, and individual training passports — all with automated compliance alerts.

Skill Proficiency Levels

11.1 Setting Up Training Modules & Assessments (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, mark the correct answer for each, and publish.

11.2 Taking an Assessment (All Staff)

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. A pass automatically upgrades your skill proficiency level.

11.3 Training Plans & Compliance Matrix (Manager / Safety Manager)

Training Plans define who must complete what, by when, and how often. They are the backbone of your annual training calendar.

1. Go to Training → Training Plans → New Plan. Give it a name and year (e.g. "2026 Annual Safety Training").
2. Open the plan and click Add Requirement. Select a training module, set the target audience (All Employees / By Role / By Trade / Individual), frequency (One-time / Monthly / Quarterly / Annual), and due date.
3. Repeat for each required module.
4. Click View Compliance Matrix to see a grid of every employee × every required module, colour-coded by status.

11.4 Training Sessions (Manager / Safety Manager)

Sessions are scheduled training events (classroom, online, on-the-job, or external) linked to a module.

1. Go to Training → Sessions → New Session.
2. Select the training module, session mode, date, time, venue or online link, and trainer.
3. Save and then click Enrol Employees (individual) or Bulk Enrol (all employees matching a requirement's target audience).
4. Enrolled employees receive an email reminder the day before the session.
5. On the session day, open the session detail page and mark attendance (Attended / Absent / Excused) for each enrolled employee.
6. Click Complete Session — Training Records are automatically created for all attended employees.

11.5 Training Passport (All Staff)

Every employee has a personal Training Passport accessible from Training → My Passport (or the sidebar link). It shows:

• Overall compliance % and per-plan breakdown
• Every training requirement status (complete, overdue, expiring, pending)
• Completion dates, scores, and expiry dates
• Upcoming enrolled sessions
• Skill proficiency certifications

Employees can Download PDF of their passport for external verification. Managers and Safety Managers can view the passport of any employee.

11.6 Skills Matrix & Reports

• Skills Matrix (Training → Skill Matrix) — grid of all employees × skills showing proficiency levels (1–5).
• Skills CSV — full matrix as a downloadable spreadsheet.
• Effectiveness PDF — branded report showing completion rates and average scores by module.

🏆Module 9 — Performance Appraisals

Run structured appraisal cycles with goal-setting, self-assessment, manager review, and calibration. Scores are auto-computed from weighted categories. Each cycle produces a branded PDF report with a self-vs-manager radar chart.

12.1 Appraisal Cycle Workflow

12.2 Creating a Cycle (Manager / Safety Manager)

1. Go to Performance → Appraisal Cycles → New Cycle.
2. Name the cycle (e.g. "Mid-Year 2026"), set start and end dates, and select the employees to include.
3. Add Categories (e.g. Safety, Technical Skills, Teamwork) with weights that sum to 100%.
4. Within each category, add Items — the specific behaviours or KPIs to be rated.
5. Activate the cycle to move it to Goal Setting.

12.3 Employee Flow — Goals & Self-Assessment

1. Go to Performance → My Appraisals and open the active cycle.
2. In the Goal Setting phase: propose your goals for the period. Managers review and approve or adjust them.
3. In the Self-Assessment phase: rate yourself on each item and provide measurable evidence or a yes/no response.
4. Submit your self-assessment. It moves to Manager Review.

12.4 Manager Review & Calibration

1. Go to Performance → Appraisal Cycles and open the active cycle.
2. For each employee: review their self-assessment and provide manager ratings for each item.
3. The overall score is auto-calculated based on category weights.
4. In the Calibration phase: Safety Managers can review scores across all employees, add calibration notes, and adjust for consistency.
5. Link a Development Plan — connect specific training modules to address skill gaps identified during the review.
6. Mark the cycle Completed and download the PDF report (includes radar chart comparing self and manager ratings).

👤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