🦺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

3.3 Custom Roles (Module Visibility)

Beyond the five system roles above, Managers can create their own Custom Roles — labels like "HR" or "Department Head" — to control which modules show up in a user's sidebar and dashboard. Manage them from Settings → Custom Roles.

• Create a role — Settings → Custom Roles → New Role. Give it a name and description, then switch off any modules it shouldn't show.
• Assign it — from Manage Team, pick a Custom Role for each employee, or set one when inviting a new user.
• Unassigned = unrestricted — a user with no custom role sees every module their organisation has enabled, exactly as before this feature existed.

📈Executive Overview New

A single, read-only page that rolls up safety, action, and compliance performance across every module — for Managers and Safety Managers who need the big picture without opening 14 separate dashboards. Find it at the top of the sidebar, above the module groups.

Safety KPI Band

The top band shows your core lagging safety metrics for the selected year, each with a year-over-year change indicator:

• TRIFR and LTIFR (per 1,000,000 hours worked — hidden until hours are logged in Incidents → Manpower Log; when a single site is selected, only that site's own daily manpower entries count, since a legacy org-wide monthly total can't be attributed to one site)
• Severity rate, recordables, LTIs, fatalities, near-misses, and days lost
• Action health — open/overdue corrective actions, overdue %, average age, and 12-month on-time closure rate
• Compliance health — your org-wide Legal Compliance score

Filter by Year and, if your organisation has multiple sites, by Site. Data refreshes automatically every 15 minutes (or click Refresh for the latest).

Leading Indicators & Trend Charts

Below the KPI band, a second band tracks the leading indicators that predict incidents before they happen: inspection completion rate, observation flow (raised vs. closed), BBS safe-act %, HIRA high/critical hazard counts and review timeliness, training compliance %, and permit activity — each shown only if that module is enabled for your organisation.

Four charts visualise 12-month trends: incidents by severity (stacked bar), the safety triangle (near-miss → first aid → medical treatment → lost time), corrective actions opened vs. closed, and observations raised vs. closed.

Site League Table, Departments & Needs Attention

For organisations with two or more sites, a Site Safety Score (0–100, graded A–F) ranks every site side by side — weighted across incident outcome, corrective-action discipline, inspection completion, and observation follow-through. Any fatality automatically caps a site at grade F.

• By Department — incidents, actions, and observations broken down by the top 10 departments by volume.
• Needs Attention — one prioritised list of everything overdue org-wide: corrective actions, HIRA reviews, compliance obligations, investigations open over 30 days, and overdue inspections. Click any item to jump straight to it.

ISO 45001 Evidence Pack

Next to Executive Overview in the sidebar, ISO 45001 Pack generates a ready-to-hand-to-an-auditor ZIP of PDF reports, one per ISO 45001 clause:

1. Go to ISO 45001 Pack and choose a date range (defaults to the last 12 months).
2. If your organisation has multiple sites, pick a single site or "All sites" — a site-restricted user is automatically limited to their own site(s).
3. Click Generate to download the ZIP: a master index plus sections covering Organisation (Clause 4), HIRA (Clause 6), Compliance (Clause 6), Training (Clause 7), Operations (Clause 8), Inspections (Clause 9), Performance (Clause 9), Incidents (Clause 10), and Actions (Clause 10).

Compliance Exceptions

Some workflows allow a deviation to proceed rather than blocking work outright — for example, approving a Permit to Work after its planned end, or with a critical pre-work checklist item unresolved (see Module 2, "Approving / Rejecting"). Every one of these gets logged to Compliance Exceptions (Manager / Safety Manager) so nothing that was let through quietly disappears.

1. Go to Compliance Exceptions to see every logged deviation, filterable by module, kind, severity, and status, with an open-count and last-30-days KPI strip at the top.
2. Open an item and click Acknowledge (reviewed, no further action) or Dismiss (not a real issue) — both accept an optional note.
3. Use Export CSV to download the currently filtered list.

Sidebar Status Signals

Sidebar group headers (Safety Operations, People & Culture, etc.) show a small number badge when something in that group needs attention — an overdue action, an unreviewed BBS at-risk flag, a pending grievance, and similar per-module counts. A group with nothing outstanding shows a green all-clear chip instead, so you can tell at a glance whether anything in that area needs a look before opening it.

Finding Your Way in the Sidebar

• Search menu — type in the box at the top of the sidebar (or press / anywhere) to filter the menu, e.g. "permit" or "training dash". Press Enter to open the first match, Esc to clear.
• Pin favourites — hover any sidebar item and click the ☆ star to pin it to the top under Pinned; click the filled ★ to unpin. Pins are saved in your browser, so they follow you on this device only.
• One group at a time — opening a group closes the others, keeping the menu short. The group for the page you are on always stays open.
• The sidebar keeps its scroll position as you move between pages, so the item you clicked stays where it was.

🔍Module 1 — Observations

An observation is any reported condition worth tracking — a safety hazard or unsafe act, a quality defect or non-conformance, or a general workplace issue. Each observation carries a Category (Safety / Quality / General) so different teams can filter to their own. Vigilo tracks every observation 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 what you observed.
2. Pick a Category — Safety Quality General — so the right team can filter to their observations.
3. Select the Location from your facility list.
4. Set the Date Observed (defaults to now; change if reporting retrospectively).
5. Choose Severity — Low Medium High
6. Write a detailed Description of what you observed.
7. Optionally attach a Photo (Before).
8. Select the Assigned To person responsible for fixing it.
9. Set a Target Date for closure.
10. 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, category and location
• Trend over time (chart)
• AI closure scores, where available, alongside each closed observation
• 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:

If the permit's Work Type and Location match a mapped checklist (see 5.5 below), a pre-work checklist section appears inline on this same form — each question gets a Pass / Fail / N-A response and an optional comment, and the browser is asked to capture the device's GPS location in the background. Both are filled by the requestor at Raise, not at a later step.

5.3 Approving / Rejecting (Manager / Safety Manager)

1. Open the permit with status Submitted.
2. Review all sections, the risk assessment, any attachments, and the requestor's completed pre-work checklist and captured GPS point.
3. Pin the authorised work location on the map — click the map, drag the marker, or use Use my current location. This is optional, but when set it lets the system compare it against where the checklist was actually filled in. Approving without a pin skips that check.
4. Click Approve — add a comment and confirm. This immediately moves the permit to Active and stamps the actual start time; the requestor is notified that work may proceed. No separate activation step follows.
5. Or click Reject — provide a rejection reason. This closes the permit out; it can't be edited or resubmitted, so the requestor needs to raise a new permit addressing the reason.

Approving runs the same checks that used to happen at activation, now as warnings rather than blockers — the permit is always approved, but each of these logs a compliance exception for follow-up:

• Approved after the permit's planned end time
• Approved without a work location pin (checklist location check skipped)
• A CRITICAL checklist item not marked Pass
• No GPS captured when the checklist was filled in
• The checklist was filled more than 250 m from the approver's pinned work location

5.4 Closing a Permit

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 and, optionally, upload a site photo showing the restored area. Actual end time is recorded. Status → Closed.

The closure photo (if added) shows on the permit detail page and in the downloadable PDF alongside the closure comment.

5.5 Work-Type Checklists

Instead of the same static checklist for every job, an organisation can map each work type (Hot Work, Confined Space, Electrical, etc.) — optionally per site — to a reusable checklist built in Inspections → Templates. Configure this at Permit to Work → Checklist Mapping (Manager / Safety Manager).

• Leave Site blank to make a template the organisation-wide default for that work type; a site-specific mapping overrides the default for that site only.
• When a work type has no mapping, its permits simply keep the standard checklist fields above (toolbox talk, barricading, gas test) — nothing changes for unconfigured work types.

On the Raise form, choosing a Work Type and Location that don't resolve to a mapping shows a notice that no checklist is set up for that combination (distinct from a mapped template that has no questions configured yet) — so it's clear the gap is deliberate, not a bug.

5.6 Downloadable PDF & Location Tag

Once a permit reaches Active or Closed, a Download PDF button appears on the permit detail page — one report with the work details, risk & controls, the standard checklist, the work-type checklist (if configured) with every response and comment, the approver's pinned work location, where the checklist was actually filled in, and (once closed) the actual end time, who closed it, and the closure photo if one was added.

The GPS location captured at Raise is shown as coordinates with a link to view on Google Maps, compared against the approved work location. If location access was denied or unavailable, the PDF and permit detail page simply show "not captured" instead — this never blocks raising or approving the permit.

⚠️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 Manpower Log

LTIFR / TRIFR need hours worked as their denominator. Go to Incidents → Manpower Log:

1. Pick a date and, if your organisation has more than one site, a site (leave blank for org-wide, e.g. single-site orgs).
2. Enter the headcount for each manpower type — Staff, Workers, Contractor Employees, Visitors, and Other — and pick the hours per person (1–24 h; it starts at your organisation's standard shift, 8 h by default). Total hours worked fills in as headcount × hours per person — overwrite the total on days when actual hours differ (overtime, a short day), and re-pick the hours per person to recalculate it.
3. Save — one entry per date/site/type; re-entering the same day updates it rather than duplicating it.

The Manpower Log page also shows month-to-date and year-to-date cumulative totals, a printable daily register, and a running "safe man-hours" counter since the last LTI or Fatality. A legacy monthly-total entry (Incidents → Hours Worked) is still available as a fallback for months before daily logging started — a month with no daily entries automatically falls back to its legacy total.

7.4 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 Inspections → 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 Importing a Checklist from Excel New

Already have your checklist in a spreadsheet? Skip building it item-by-item:

1. Go to Inspections → Templates → Import from Excel.
2. Upload an .xlsx file with up to three columns: Section, Question, and Critical (Y/N). A header row is optional; leave Section blank on a row to continue the previous row's section.
3. Enter a Title and Category, then click Import.

The template is created Inactive and opens straight into the edit screen, so you can review every imported question and critical flag before switching it on for scheduling.

8.3 Scheduling & Conducting an Inspection

1. Go to Inspections → Schedule Inspection.
2. Select the Template and assign an Inspector.
3. Pick Scheduled Dates from the calendar — click as many dates as you need, or use a quick-fill button (Weekly ×4, Fortnightly ×6, Monthly ×6/×12) to lay out a recurring schedule counting forward from today, then add or remove individual dates afterwards. One Inspection is created per date selected.
4. On the day, open the relevant inspection and click Start Inspection.
5. For each item, tap Pass, Fail, or N/A (styled buttons for easy mobile use).
6. Add a photo and comment for any failed item.
7. Click Complete Inspection — a score is auto-calculated (passes ÷ total excluding N/A).
8. Critical failures automatically create linked Corrective Actions.

8.4 Routing a Failed Finding New

On a completed inspection, any Failed item that wasn't already auto-routed (critical items auto-raise a Corrective Action) can be sent onward with one click, from the inspector or a Manager:

• → Corrective Action — raises a CA at a severity you choose, linked back to the inspection.
• → Observation — logs it as a full Observation instead, when the finding needs the richer observation workflow (only available when the inspection has a structured Location, not free text).

Each failed item can only be routed once, keeping one clear trail from finding to resolution.

8.5 Reference Photos & Drawings New

Attach a floor plan, a layout drawing, or a "what good looks like" photo to a checklist so inspectors can look at it while they inspect — without leaving the inspection form.

1. Open the template (Inspections → Templates, click its name) as a Manager / Safety Manager.
2. For material that applies to the whole checklist, use Reference material → Add reference. For one question, click the paperclip + at the end of that question's row.
3. Upload a photo or PDF (JPG, PNG, GIF, WebP or PDF, up to 20 MB), or paste a link to a drawing hosted elsewhere (Google Drive, SharePoint…). Give it a title, or leave it blank to use the file name.

When someone conducts an inspection from that template, a Reference material panel appears at the top and a paperclip button appears next to each question that has its own material. Tapping one opens the photo or drawing in a pop-up over the form — tap an image to zoom it to full size, or use Open full size to view it in its own tab (best for pinch-zooming a drawing on a phone). Close it and the answers already entered are exactly as you left them.

8.6 Reports & Statistics

• PDF Report — branded inspection report with score, findings, and photos (Manager / Safety Manager).
• Statistics (Inspections → 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 how often it recurs) and, optionally, upload the current Licence / Certificate / Permit copy — the statutory document itself.
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, overdue compliance items, incidents, or change management reviews).

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, optionally attach learning material — a content link (YouTube, Drive, SharePoint, Slides) or an uploaded PDF/video file — 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 the overall start/end dates, and select the employees to include.
3. Set a separate deadline for each phase — Goal Setting, Self-Assessment, and Manager Review — so reminders fire against the right milestone rather than one blanket end date.
4. Optionally assign a Calibrator — defaults to a suggestion based on each employee's manager (reports to), but can be set to anyone. The cycle's creator always retains calibration access too.
5. Add Categories (e.g. Safety, Technical Skills, Teamwork) with weights that sum to 100%.
6. Within each category, add Items — the specific behaviours or KPIs to be rated.
7. 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: the assigned Calibrator, the cycle's creator, or any Safety Manager can review scores across all employees and adjust for consistency. A short note is required to justify any adjustment — the employee sees an indicator and the calibration history on their own appraisal record, not just the final number.
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 Tour or Peer 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 — Open, Actioned, or Dismissed.
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

Sites & Multi-Site Access

An organisation with more than one factory or facility can split its data by Site. Managers create and manage sites at Settings → Sites, and each Location belongs to one site.

• Row-level visibility. Observers and Action Owners see only the records (observations, permits, incidents, corrective actions, LOTO, inspections, HIRA, change requests, BBS observations and grievances) for the site(s) they belong to. Managers and Safety Managers see every site.
• Assigning people to sites. Set a member's sites on Settings → Manage Team (a multi-select column), on the invite form, or in bulk via the worker-import spreadsheet's Sites column. A scoped user with no site assigned sees no records — the Manage Team page flags this in red.
• Every record carries its site automatically. It is taken from the chosen location, or from a site picker on modules that have no structured location (HIRA, BBS, grievances). Grievance handlers (HR) route across every site regardless of membership.
• Filtering. Managers get a "Site" dropdown on every list view and on the LOTO, HIRA and BBS dashboards, plus a site selector on the ISO 45001 Evidence Pack.

Single-site organisations are unaffected — there is one automatic "Main Site" and nothing to configure.

💳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 — ask your Vigilo admin to turn it on for your organisation
• 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.

💬Module 14 — Grievance Management

A structured channel for employees to raise workplace grievances and for HR to route, investigate, and resolve them with a documented audit trail. Optional add-on — there's no self-service toggle in Organisation Settings; ask your Vigilo admin to enable it for your organisation.

14.1 Raising a Grievance

Any employee — including Employee ID + PIN worker accounts — can raise a grievance from Grievances → Raise Grievance.

1. Enter a short Title and a detailed Description of the issue.
2. Set the Priority — High, Medium, or Low.
3. Optionally attach supporting photos or documents.
4. Submit. The grievance enters the Raised stage, visible to you and to whoever can handle grievances at your organisation.

14.2 Review & Forwarding

A grievance handler reviews the grievance and forwards it to the concerned department — choosing a Department and then an assignee — anyone in that department, whatever their role, including Employee ID + PIN worker accounts. (People appear in the list only once their Department is set on Manage Team.) Being assigned does not make someone a grievance handler: they can open only the grievances forwarded to them — listed under Assigned to Me — and submit closure evidence. This moves the grievance to Forwarded — Under Investigation.

14.3 Investigation & Closure Evidence

The assigned person investigates and, once resolved, submits Closure Remarks describing the corrective action taken, plus any supporting proof (photos, documents). This moves the grievance to Pending HR Verification.

14.4 HR Verification & Rework

A grievance handler reviews the closure evidence and decides:

• Satisfactory — Close Case: the grievance is marked Closed.
• Not Satisfactory — Return to Department: the grievance goes back to Forwarded with a rework reason attached, and the assignee can investigate and resubmit. This can repeat as many times as needed.

Every stage is recorded with its date and time and who did it — raised, forwarded, closure submitted, each Not Satisfactory return (with its reason), and closure. They're listed in order in the Timeline on the grievance page, so every rework round stays visible even after the grievance is resubmitted or closed.

Email notifications go out automatically at each step, with a link straight to the grievance:

• Raised → every HR Handler.
• Forwarded → the assignee.
• Closure submitted → the HR Handler who forwarded it (or every HR Handler, if that person can no longer handle grievances).
• Closed or returned for rework → the assignee, including the rework reason.

To protect confidentiality, emails never include the grievance description or the name of the person who raised it. Users without an email address (Employee ID + PIN accounts) aren't emailed. They see their grievances under Assigned to Me instead.

14.5 Who Can Handle Grievances

🪪Module 15 — Employee Screening New

A customer-configurable form for capturing someone's details before or as they join a site — contractor, visitor, or new employee — with a snapshot PDF and, optionally, an instant system account. Optional add-on; ask your Vigilo admin to enable it for your organisation. Available to Managers and Safety Managers only.

15.1 Configuring Fields

From Screening Forms → Manage Fields, define exactly what the form asks. Name and Employee ID are built in and always required — the "add to system" option depends on them — but every other field is yours to add: Short Text, Number, Date, Long Text, Dropdown (with your own options), or a Yes/No checkbox, each optionally marked required. Fields can be reordered and edited any time.

15.2 Screening Someone

1. Click New Screening in the sidebar.
2. Fill in the configured fields, optionally attach a photo, and pick a Site if your organisation has more than one.
3. Tick Add this person to the system to also create them a login.
4. Click Save. A snapshot PDF is generated for the record.

When "Add this person to the system" is checked:

• If the Employee ID already belongs to an existing user, the submission is simply linked to that account — no duplicate is created.
• Otherwise, a new Employee ID + PIN worker account is created on the spot, scoped to the selected site. The generated PIN is shown once in the success message — share it with the person immediately, as it can't be retrieved again afterwards.

15.3 Reviewing Submissions

Screening Forms lists every submission (filterable by site), each opening to a detail page with the captured photo and all field values. From there, Download PDF produces the same branded snapshot report generated at submission time.

Use Download → Excel (.xlsx) or CSV at the top of the list to export every submission as a spreadsheet — one row per person, one column per form field (including fields you've since edited or retired, for the submissions that captured them), plus site, who submitted it and whether they were added to the system. It follows the site filter you have selected. The photo isn't included; use the PDF for that.

✅Module 16 — Induction Training New

Tracks new-hire induction against a topic checklist your organisation defines, and shows each person's completion progress alongside whether they're still active or have left. Optional add-on — there's no self-service toggle in Organisation Settings; ask your Vigilo admin to enable it for your organisation.

16.1 Defining Induction Topics

From Induction Training → Induction Topics, Managers and Safety Managers define the checklist every new induction record is pre-populated with — e.g. "PPE", "Emergency Procedures", "Site Hazards". Topics can be reordered, edited, or retired; retiring a topic removes it from new records but keeps it showing on any record that already had it checked off, so past checklists never change.

16.2 How Records Are Created

An induction record is created automatically whenever someone is screened via Employee Screening → New Screening (Module 15) — whether or not "Add this person to the system" was checked. This means induction tracking covers everyone who was screened, including people who were never given a system login. For anyone not run through Screening (existing staff, for example), a Manager can add them directly from Induction Tracker → Add Person, optionally linking an existing employee account if they have one.

16.3 Completing the Checklist

Open a person's record from the tracker to tick off each topic as it's delivered, with a date and optional trainer and notes. A record's status — Not Started, In Progress, or Complete — is calculated automatically from how many topics are checked off.

16.4 The Induction Tracker

The tracker is a register-style table: one row per person, showing topics completed, status, and an Active / Left badge. For people with a system login, this reflects their account's active/deactivated state from Manage Team automatically. For people with no login (screened only, or manually added), a Manager can flip Active/Left directly on the tracker.

Download → Excel (.xlsx) or CSV exports the tracker as a spreadsheet exactly as filtered on screen (site, status, Active/Left): one row per person with status, topics covered/total and completion date, then one column per induction topic showing the date it was covered, Pending, or blank if the person was inducted before that topic existed.

🔁Module 17 — Change Management

A Management of Change (MOC) register for anything that alters how work is done — a new process, a piece of equipment, an organisational or legal/regulatory change, a work method, or an emergency change made under pressure — so the safety impact is reviewed before it's rolled out, not discovered afterwards. Maps to ISO 45001 Clause 8.1.3. Enabled by default for every organisation.

17.1 Initiating a Change

Any user except a Contractor can raise a change from Change Management → Initiate Change.

1. Enter a Title, pick a Change Type (Process, Equipment/Machinery, Organisational, Legal/Regulatory, Procedure/Work Method, Emergency, or Other), and a Scope — Permanent or Temporary (temporary changes get a "reverse or make permanent by" date).
2. Set the Impact Level — Low, Medium, High, or Critical.
3. Describe the Reason for the change and exactly what will change.
4. Optionally note potential hazards, risk mitigation controls, the affected area/location, a communication plan, and a planned implementation date.
5. Save — the change is created as Draft, editable by you or a Manager until it's submitted.
6. Click Submit for Review when it's ready. Status → Submitted.

17.2 Review & Approval (Manager / Safety Manager)

1. Go to Change Management → Pending Review — every Submitted change awaiting a decision, badge-counted in the sidebar and the notification bell.
2. Open a change, review the full request and any linked HIRA register.
3. Click Approve — status → Approved — or Reject with a reason, which the requestor sees on the change.

17.3 Implementing & Closing

1. Once Approved, the requestor or a Manager clicks Mark as Implemented, records the date it went live, and adds implementation notes. Status → Implemented.
2. A Manager or Safety Manager then clicks Close, adding a post-implementation review date and notes confirming the change worked as intended. Status → Closed.

❓Frequently Asked Questions