🦺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

Behaviour Based Safety (BBS)

Training Need Analysis Enterprise add-on

🔍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).

👁️Module 10 — Behaviour Based Safety (BBS) New

The BBS module brings the DuPont STOP (Safety Training Observation Program) methodology into Vigilo. Supervisors record structured observations of worker behaviour — logging each act as Safe or At-Risk — and the system calculates a BBS Score that trends over time to show whether safety culture is improving.

10.1 The DuPont STOP Method — 5 Categories

Vigilo pre-seeds all five standard DuPont STOP categories for every organisation. You can customise or add your own.

10.2 Recording a BBS Observation

Go to People & Culture → BBS → New Observation or click New Observation on the BBS Dashboard.

1. Select the Observation Type — Supervisor, Peer, or Self-observation.
2. Set the Date, Location, Worker Name (optional), and Task Observed.
3. Enter the Duration (minutes) and any overall notes.
4. For each act observed, click Add Act:
   • Select the Category (R / P / PPE / T / PR)
   • Set Act Type — Safe or At-Risk
   • Write a Description of what was observed
   • For At-Risk acts: note the Immediate Action taken and optionally tick Flag for Review
5. Add as many acts as needed. The minimum is 1 act per observation.
6. Click Save Observation. The BBS Score is calculated immediately.

10.3 BBS Score & Trend Dashboard

Go to People & Culture → BBS to view the BBS Dashboard. It shows:

• Current month BBS Score — percentage of safe acts this month
• 12-month trend chart — line chart with colour-coded points (green = at or above target, amber = within 10% below, red = significantly below)
• Monthly act breakdown — total observations, total acts, safe acts, at-risk acts
• Recent observations list with quick links to detail pages

10.4 At-Risk Review Queue (Manager / Safety Manager)

When a supervisor flags an at-risk act for review, it appears in the BBS Review Queue at People & Culture → BBS → Review Queue.

1. Open the review queue and click any flagged item.
2. Review the act description and immediate action taken.
3. Set the Status — Pending, Reviewed, or Closed.
4. Add Manager Notes documenting follow-up actions.
5. Save. The item moves out of the pending queue.

10.5 Monthly Observation Targets

Go to People & Culture → BBS → Targets to set a monthly observation count target per observer.

• Select the year and month, then enter a target count for each observer.
• The Targets page shows Actual vs Target for the selected month — colour-coded (green = met, red = not met).
• Targets are per-organisation and per-month — you can set different targets for different months and people.

10.6 Public Dashboard & Share Links

Vigilo provides two public (no-login) views for transparency:

10.7 BBS Categories (Customising STOP)

Go to People & Culture → BBS → Categories to manage your observation categories.

• The 5 DuPont STOP defaults are pre-seeded and marked as Default.
• You can add custom categories specific to your industry (e.g. "Ergonomics", "Environmental Compliance").
• Each category can be toggled Active / Inactive — inactive categories are hidden from the observation form but their historical data is preserved.
• Click Seed Defaults if the default categories were accidentally deleted.

📊Module 11 — Training Need Analysis (TNA) Enterprise Add-on

TNA is a systematic process to identify skill gaps between what your employees currently know and what their job role requires — then convert those gaps into targeted training plans. It provides the documented evidence that ISO 45001 and most EHS management systems require for competence management.

13.1 How TNA Works in Vigilo

TNA connects four things that already exist in the system:

When you run a TNA Cycle, Vigilo compares each employee's current proficiency against their job role's requirements and produces a gap for every skill. Positive gaps automatically generate Training Needs that feed into the training queue.

13.2 Step 1 — Build Your Competency Framework (Job Roles)

Before running any analysis, you must define what skills each job role requires. This is your organisation's Competency Framework.

1. Go to Training Need Analysis → Job Roles and click New Job Role.
2. Enter the role title (e.g. "Crane Operator"), department, and an optional description. Save.
3. On the job role detail page, click Add Competency Requirement for each skill the role requires.
4. For each competency, set:
   • Skill — select from your existing skill library (Training → Manage Skills)
   • Required Level — minimum proficiency 1–5 this role needs
   • Mandatory — tick if this is a regulatory / non-negotiable requirement
   • Recertification (months) — e.g. 12 for annual recertification; leave blank for no expiry
   • Recommended Training Module — the course that closes this gap (optional but useful)
5. Repeat until all required competencies are listed. There is no limit.

13.3 Step 2 — Assign Job Roles to Employees

Go to Training Need Analysis → Employee Assignments. Every employee in your organisation is listed.

1. For each employee, select a job role from the dropdown and tick Primary if it is their main role.
2. Click Assign. An employee can hold multiple job roles (e.g. "Forklift Operator" as primary, "Fire Warden" as secondary).
3. The gap analysis will use the employee's primary job role. If no primary is set, the first assigned role is used.
4. To remove an assignment, select the role in the Remove dropdown and click the red button.

13.4 Step 3 — Create and Run a TNA Cycle

A TNA Cycle is a snapshot of the whole organisation's skill gaps at a point in time. You can run multiple cycles (annual, post-incident, after a role change) and compare them over time.

Creating a cycle

1. Go to TNA → TNA Cycles → New Cycle.
2. Give the cycle a descriptive name (e.g. "Annual TNA 2026 — Operations Team").
3. Select the Trigger — why this analysis is being run:
   Scheduled Review New Hire Onboarding Post-Incident Role Change Regulatory Requirement Manual
4. Set the Scope — Full Organisation or a specific Department.
5. Set the Assessment Date and optionally a Valid Until date (when the TNA results expire and a refresh is due).
6. Click Create TNA Cycle.

Running the analysis

1. On the cycle detail page, click Run Analysis.
2. Vigilo automatically:
   • Finds all employees in scope with an assigned job role
   • Compares each required competency against the employee's current SkillProficiency
   • Calculates gap = required level − current level for each skill
   • Creates a TNARecord per employee with an overall gap score and mandatory gap count
   • Auto-raises a Training Need for every positive gap (Critical priority if mandatory, Medium otherwise)
3. A summary message shows: employees analysed, gaps assessed, and training needs raised.

13.5 Step 4 — Reading the Gap Heatmap

The cycle detail page displays an interactive Gap Heatmap — a grid with employees on the vertical axis and skills on the horizontal axis, coloured by gap severity.

Hover over any cell to see the exact required level, current level, and gap for that employee-skill combination.

Below the heatmap, the Employee Gap Summary table shows:

• Mandatory Gaps — count of mandatory skills below required level (red badge = action needed)
• Avg Gap Score — average gap across all required skills (coloured by severity)
• Detail — click to open the individual employee record with full gap breakdown

13.6 Training Needs Queue

Go to TNA → Needs Queue to see all training needs raised from all sources — not just TNA gaps, but also appraisal development plans, incident RCAs, compliance items, and manual entries.

Training need sources

Training need lifecycle

From the Needs Queue you can:

• Filter by status, source, priority, or mandatory flag
• Assign a training module to a need (select from your module library)
• Set a due date for completion
• Update status inline — the dropdown auto-submits on change

13.7 Individual Employee TNA Record

Click Detail on any employee row in the cycle to open their full TNA record. This page shows:

• A skill-by-skill gap table with colour-coded rows (green = met, amber = small gap, red = large gap)
• Required vs current level with a mini progress bar for each skill
• Whether each skill is mandatory and whether recertification is due
• The linked Training Need status for each gap
• All training needs for this employee across all sources (right panel)
• A form to add manual training needs for needs not captured by the gap analysis

📊Data Exports (CSV)

Most modules provide a Download CSV button that exports the current dataset to a comma-separated file you can open in Excel, Google Sheets, or any data tool.

👤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

🌿Module 12 — ESG & Sustainability Reporting Add-on

Vigilo's ESG module turns your operational safety and HR data into investor-grade sustainability disclosures — automatically. It is the only tool you need to prepare India's SEBI-mandated BRSR report, a GRI Content Index, and a TCFD climate risk report, all from one place.

What is ESG — and Why Does It Matter?

ESG stands for Environmental, Social, and Governance — the three lenses through which investors, regulators, and customers assess whether a company is being managed responsibly for the long term.

Vigilo pulls data from your existing Safety, HR, Training, and Compliance modules and assembles it into three internationally recognised reporting frameworks:

The SEBI BRSR Mandate — What You Must Know

The BRSR is structured into three sections:

The 9 NGRBC Principles: P1 Integrity & Transparency · P2 Sustainable Products & Services · P3 Employee Well-being · P4 Stakeholder Interests · P5 Human Rights · P6 Environment · P7 Policy Advocacy · P8 Inclusive Growth · P9 Consumer Responsibility

The Annual ESG Workflow — Step by Step

Think of ESG reporting as a 12-month cycle. Vigilo captures data all year so that report generation at year-end is a matter of minutes, not months.

🌍 Environmental Pillar — Energy, Water, Waste & GHG

The Environmental pillar covers your organisation's physical resource use and emissions. All data is entered monthly by location so you can see trends and hotspots across sites.

⚡ Energy Logs (GRI 302)

Go to ESG → Environmental → Energy Logs. Add one entry per location per month covering every fuel and electricity source your facility uses.

💧 Water Logs (GRI 303)

Go to ESG → Environmental → Water Logs. Enter monthly water data broken down by source.

Also enter Discharged (water released to drains / ETP) and Recycled (water reused internally). Vigilo calculates Net Consumption = Withdrawal − Discharge automatically.

🗑️ Waste Logs (GRI 306)

Go to ESG → Environmental → Waste Logs. Each waste log entry captures one type of waste for one month.

💨 GHG Emissions (GRI 305 / BRSR P6)

Greenhouse gas emissions are measured in tCO₂e (tonnes of CO₂ equivalent) and categorised by scope:

Go to ESG → Environmental → GHG Emissions. You can either:

• Manual entry: Enter the tCO₂e figure directly for each category (Scope 1/2/3, emission source).
• Auto-calculation: Vigilo automatically estimates Scope 1 and Scope 2 from your Energy Logs using GHG Protocol India emission factors. You can review and override these calculations.

👥 Social Pillar — Workforce, Safety & Well-being

The Social pillar in Vigilo is powered by two sources: live data from your Safety, Training, and Compliance modules, and an annual Workforce Snapshot that captures HR-specific data your safety system doesn't track.

Safety & Social KPIs Dashboard

Go to ESG → Social → Safety & Social KPIs. This dashboard is fully automatic — no data entry needed. It aggregates:

Workforce Snapshot (Annual HR Entry)

Go to ESG → Social → Workforce Snapshots → Add Snapshot once per financial year. This form captures the HR data required for GRI 405 and BRSR Section A/C disclosures.

1. Select the Financial Year (e.g. FY 2025 = April 2025 – March 2026).
2. Enter Headcount: total employees, permanent, contractual, and part-time.
3. Enter Gender breakdown: male, female, and other gender.
4. Enter Leadership diversity: board total and female directors; senior management total and female.
5. Enter Well-being benefits: health insurance %, accident insurance %, maternity benefit % coverage.
6. Enter Attrition: new hires and departures during the year.
7. Enter Compensation: median wages for permanent and contractual employees; minimum wage compliance (yes/no).
8. Enter CSR spend for the year (₹ and % of PAT).
9. Save. This snapshot is referenced automatically by the BRSR Report builder.

🏛️ Governance Pillar — Policies, Targets & Climate Risks

The Governance pillar establishes that your organisation has the right frameworks and accountability structures in place — not just good intentions. Regulators and auditors look for documented, board-approved policies and measurable targets.

ESG Policies (GRI 2-23 / BRSR Section B)

Go to ESG → Governance → ESG Policies. Each policy entry documents a commitment and maps it to the SEBI BRSR principle it covers.

1. Click Add Policy.
2. Choose the ESG Pillar (Environmental, Social, or Governance) and the Policy Type (e.g. OHS Policy, Climate Change Policy, Ethics & Anti-bribery).
3. Enter the Title and a brief description.
4. Set the Status: Draft → Under Review → Approved.
5. Tick Board Approved if the board of directors has formally approved this policy (required for BRSR Section B).
6. Set the Effective Date and a Review Due Date (e.g. annual review).
7. Map to the relevant NGRBC Principle (P1–P9) — this feeds the policy coverage matrix in the Governance Dashboard and BRSR Section B.
8. Save.

ESG Targets (BRSR Core / TCFD Metrics & Targets)

Go to ESG → Governance → ESG Targets. Targets give stakeholders confidence that your ESG commitments are measurable and time-bound.

1. Click Add Target.
2. Select the Metric Type — e.g. GHG Scope 1 (absolute tCO₂e), Renewable Energy %, LTIFR, Female Leadership %.
3. Enter a Baseline year and value — the starting point for measurement.
4. Enter the Target year and value — what you aim to achieve and by when.
5. Each year, update the Current value field with actual performance.
6. Set the Status: On Track · At Risk · Off Track · Achieved.

Climate Risk Register (TCFD / GRI 201-2)

Go to ESG → Governance → Climate Risk Register. This is your organisation's structured log of how climate change poses business risks — a key TCFD and BRSR P6 requirement.

There are two types of climate risk:

For each risk, enter:

• Likelihood (1–5) × Impact (1–5) — Vigilo calculates the Risk Score automatically.
• Timeframe: Short (<1 year), Medium (1–5 years), or Long (>5 years).
• Financial Impact Range (₹ low–high estimate) — optional but strengthens BRSR P6 disclosure.
• Management Response — what controls or adaptations are in place.
• Opportunity — every risk can also be an opportunity (e.g. carbon pricing risk → renewable energy opportunity).

📄 BRSR Report — Generating the SEBI Filing Document

Once you have entered data across all three pillars, Vigilo assembles the complete SEBI-format BRSR document at the click of a button. Go to ESG → BRSR Report.

How to Create a BRSR Report

1. Go to ESG → BRSR Report → New Report.
2. Select the Financial Year (e.g. FY 2025).
3. Enter Section A corporate identity fields:
   • CIN — 21-character Corporate Identity Number from MCA
   • Registered & Corporate Address
   • Stock Exchanges (NSE, BSE, etc.)
   • Paid-up Capital (₹)
   • Turnover & Net Worth — required to auto-calculate GHG and energy intensity ratios
4. Enter the BRSR Reporting Officer contact details (SEBI requires a named contact).
5. Enter Number of Locations (plants and offices, national and international).
6. If externally assured, enter the Assurance Provider and type.
7. Click Save & View Report.

The report view shows the complete SEBI BRSR document with all three sections populated. Fields that still require manual narrative input are clearly marked. When satisfied, click Print / Save PDF — the browser's print function produces a clean, sidebar-free document ready for inclusion in your Annual Report.

Change the Status from Draft to Final / Filed once it has been submitted to SEBI.

📚 GRI Content Index — Your Disclosure Scorecard

Go to ESG → GRI Content Index. The GRI Content Index is a table that maps every GRI Standards disclosure number to its data source in Vigilo and shows whether it is currently Reported, Partially Reported, or Not Reported.

This is useful for three things:

• Gap identification — quickly see which disclosures are missing data so you can prioritise data collection.
• Investor communication — many ESG rating agencies (MSCI, Sustainalytics, CDP) ask you to provide a GRI Content Index. You can Print/Save PDF directly from Vigilo.
• Audit evidence — the index references exactly which module in Vigilo holds the underlying data, making third-party assurance straightforward.

🛡️ TCFD Report — The Four-Pillar Climate Report

Go to ESG → TCFD Report. The TCFD Report assembles your climate-related disclosures into the four pillars prescribed by the Task Force on Climate-related Financial Disclosures (2017). This is the format expected by institutional investors, banks, and international ESG frameworks.

Use the Year Selector to view the report for any financial year. Click Print / Save PDF to export the clean four-pillar document for inclusion in your Integrated Annual Report or for sharing with investors.

Who Does What in the ESG Module

First-Time ESG Setup Checklist

If you are setting up the ESG module for the first time, follow this sequence to get your first BRSR report ready:

• Enable the ESG module — Administration → Module Access → turn on ESG
• Enter Energy Logs for the past 12 months (one entry per location per month)
• Enter Water & Waste Logs for the same 12-month period
• Review GHG Emissions — confirm auto-calculated Scope 1 & 2 figures are correct
• Add Workforce Snapshot with HR data for the financial year
• Create ESG Policies covering all 9 NGRBC Principles (P1–P9) — mark board-approved ones
• Add at least 3–5 ESG Targets with baseline year values (GHG, energy, LTIFR, diversity)
• Add Climate Risks — start with 3–5 most material risks (at least one transition, one physical)
• Create BRSR Report — fill corporate identity section, then view the auto-generated disclosure document
• Check GRI Content Index — address any "Not Reported" gaps, then Print/Save PDF

ESG — Frequently Asked Questions

🔒Module 13 — Lockout / Tagout (LOTO) New

The LOTO module manages hazardous energy control during equipment maintenance — the control that prevents workers from being struck, crushed, burned or electrocuted by unexpected re-energization. It follows the structure of OSHA 29 CFR 1910.147 (Control of Hazardous Energy) and ANSI/ASSP Z244.1: isolate every energy source, verify zero energy, apply personal locks, do the work, then remove every lock before re-energizing.

13.1 Why LOTO Is Its Own Module

Permit to Work already has an "isolation required" checkbox, but that's just a note — it doesn't track which specific energy sources exist on a machine, who physically applied a lock, or whether it's safe to re-energize. The LOTO module adds that missing layer: a reusable registry of energy sources per machine, and a permit workflow where re-energizing is blocked by the system, not just a checklist item, until every personal lock is accounted for.

13.2 Isolation Points — the Energy Source Registry

Before raising a LOTO permit, the energy sources on your equipment need to be registered once. Go to Lockout / Tagout → Isolation Points → Add Isolation Point.

13.3 Creating a LOTO Permit

Go to Lockout / Tagout → New LOTO Permit.

1. Enter the Work Description — what maintenance/repair is being performed.
2. Select every Energy Source (isolation point) this job needs to isolate.
3. Choose the Primary Authorized Employee — the coordinator responsible for verification and final release. Only employees in the Authorized Employees registry (13.7) appear here.
4. Set the Planned Start and, optionally, an Expected End — used to flag jobs that run long on the LOTO dashboard.
5. Optionally link a related Permit to Work, and mark whether this job uses a group lock box / hasp.
6. Save. Vigilo auto-generates a permit number in the format LOTO-YYYYMMDD-####.

13.4 Isolate, Release & Verify

On the permit detail page, each energy source has its own three-step control sequence, matching OSHA's procedure:

1. Mark Isolated — the isolating device (breaker, valve, etc.) has been operated. Attach a photo of the device in the isolated position.
2. Log Energy Release — if the source has stored or residual energy (pressure, suspended load, capacitors), record how it was released or restrained.
3. Verify Zero Energy — the try-out test: attempt to start the equipment (or take a meter/gauge reading) and confirm no energy remains before recording the verification method.

13.5 Applying & Removing Personal Locks

Once every energy source is verified, the permit accepts personal locks. Click Apply a Lock:

1. Select the Authorized Employee applying the lock and enter the lock serial / ID number.
2. For worker accounts (Employee ID + PIN login), the employee must re-enter their own PIN at this moment to confirm they are the one physically applying the lock — a coordinator cannot apply a lock on someone else's behalf.
3. Attach a photo of the physical lock in place, then submit.

To remove a lock, click Remove Lock on that entry:

• Self-removal — the employee who applied the lock removes it themselves (PIN re-confirmation for worker accounts). No further approval needed.
• Removal by someone else — only a Manager or Safety Manager can do this, and only by completing the documented exception procedure (OSHA 1910.147(e)(3)): a reason is required (e.g. employee unavailable, contacted and informed), and the override is permanently recorded against the lock and shown on the permit and its printable form.

13.6 Group Lockout

When more than one trade or worker needs to be locked onto the same job simultaneously, they each apply their own personal lock to the same permit — there is no single shared lock for the whole crew. A permit automatically shows as Group Lockout once a second employee applies a lock.

• Every employee's lock is tracked and displayed independently on the permit, with its own applied/removed timestamps.
• If a group job uses a physical lock box or hasp, tick uses a group lock box when creating the permit and record the box identifier — each employee's personal padlock then secures the box rather than the isolation point directly.
• The equipment cannot be re-energized until every single employee's lock has been removed — not just the coordinator's.

13.7 Authorized Employees & Periodic Audits

LOTO authorization is a certification, separate from a user's role in Vigilo — a contractor or operator can be LOTO-trained even if they're not a Manager. Go to Lockout / Tagout → Authorized Employees (Manager / Safety Manager only) to manage who can be assigned locks and coordinate permits: authorization date, an optional training certificate upload, and an optional expiry date.

OSHA 1910.147(c)(6) requires each energy control procedure to be reviewed at least annually. Go to Lockout / Tagout → Audits to log a review against an isolation point, note any deviations found, and set the next due date. Overdue audits and authorizations expiring within 30 days both surface on the LOTO Dashboard.

13.8 Workflow at a Glance — Who Does What

If you're new to LOTO, start here. A job is never one person's responsibility — these are the people you'll see referenced at every stage, and the seven statuses every permit moves through in order.

1. Planned Authorized Employee — job and energy sources are described; see 13.3. Affected employees are told the equipment will be shut down.
2. Isolating Authorized Employee — each energy source is shut off at its isolation point; see 13.2.
3. Isolated & Verified Authorized Employee — stored energy is released and zero energy is proven, not assumed; see 13.4.
4. Locked Out Authorized Employee Employee(s) — every employee working the job applies their own personal lock; see 13.5 and 13.6 for group lockout.
5. Work in Progress Employee(s) — maintenance or repair is carried out; the equipment cannot start while any lock is applied.
6. Pending Release Authorized Employee Affected Employees — work is finished and affected employees are told re-energizing is about to happen, before any lock comes off.
7. Closed / Re-energized Employee(s) Authorized Employee — each employee removes their own lock; only once every lock is gone can the permit close and the equipment be re-energized.

❓Frequently Asked Questions