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Auto-populate General Permit from Work Authorisation
Populate the General Permit with the details of the associated Work Authorisation, or allow the Work Authorisation to be issued as the General Permit. Currently the same details have to be duplicated manually into the General Permit, which is repetitive and error-prone.
Basic edit facilities required
Contractors need to be able to delete uploaded files. i.e, for Contractors All Risk Insurance I have multiple docs & would like to remove the ones that have been superseded. I have also uploaded some items into the wrong sections so again, we need some basic editorial ability.
Heresafe Portal – Subcontractor Performance Section
Would it be possible to add a Subcontractor Performance section to the HereSafe portal, where we can record whether a subcontractor’s performance has been positive or negative, along with a short comment? This could help us monitor supplier performance and support future reviews and decisions.
Dedicated log in page
Could we have a dedicated sign in page. I cannot in any way navigate to the page where my certificates are uploaded.
QR Code
One of the challenges we currently face is that many contractors are reluctant to provide their email addresses in advance and would prefer to complete their induction upon arrival at site. At present, contractors complete a paper induction when they arrive, which is then scanned and uploaded into HereSafe. This process is quite time-consuming and involves additional administration. We are therefore exploring whether there is a more efficient solution available within HereSafe. Specifically, would it be possible to display a QR code at the site entrance or reception area that contractors can scan using their mobile phone or company-issued tablet and complete the induction directly through Heresafe? Ideally, this would allow contractors to complete the induction digitally on arrival, remove the need for paper forms and scanning, and ensure records are automatically captured within the system.
Auto reminders For Credentials not Submitted on a project
It would be beneficial if the system could automatically send reminder notifications where project or job documentation (such as the Health & Safety Questionnaire, RAMS, Professional Indemnity Insurance, and Employers' Liability Insurance) remains outstanding. Similarly, if a worker has been assigned to a project or job but has not completed their site induction, the system could automatically remind both the worker and the host manager of the outstanding induction. Ideally, the first reminder could be issued three days after the job is created or the worker is assigned to the project, with subsequent reminders sent at appropriate intervals (4 days). If, after three reminders, the required documentation or induction is still outstanding, the notification could be escalated to the company's primary contact. The escalation should include the job number, job title, and the name of the employee who has not completed the induction or details of the outstanding documentation. I believe this functionality would help improve compliance and reduce the need for manual follow-up.
Project/Job Questions improvements
We currently find the contractor rating system useful, but it is quite limited and there are a few improvements that would make it much more valuable for managing contractor performance. Review Overview It would be really helpful if the review list included the Review Date, overall star rating, and the first comment/question response. This would give us a much better overview of completed reviews without having to open each one individually, making it much quicker to identify specific reviews and assess contractor performance at a glance. Current Screen PROPOSED SCREEN Multiple Rating Categories At the moment, we're only able to capture a single rating as part of the review. We'd like the ability to add multiple rating categories, ideally up to five, so we can score different aspects of a contractor's performance, such as quality, communication, health and safety, timeliness, and professionalism. The system could then automatically calculate an overall rating based on these individual scores, giving us a more balanced and meaningful assessment of contractor performance.
Timestamp for Project/Job Creation
Would be great to have a timestamp for when projects were created on the system. Maybe above the close job button when viewing the project.
Save Internal Notes During Credential Verification
Request Summary Addition of a Save button within the Internal Notes field during the credential verification process. Current Behaviour At present, any notes entered into the Internal Notes field can only be saved when the verifier either accepts or rejects the credential. This means users must make a verification decision in order to retain any notes entered. Requested Enhancement Introduce a standalone Save function that allows users to save Internal Notes without being required to accept or reject the credential. Business Need / Use Case The customer would like the ability to document observations, queries, or potential issues identified during the verification process and save these notes for future reference while leaving the credential in its current pending state. This would enable verification work to be paused and resumed later, without losing information or forcing a premature decision. Expected Benefit Allows verifiers to record findings during review without making an immediate approval or rejection decision. Improves auditability and traceability of the verification process. Supports collaboration and handover between users reviewing credentials. Provide a clearer audit trail of actions and observations made during credential verification.
Credential Recovery & Management Improvements
Introduce functionality that allows authorised users to recover or reinstate credentials that have been removed, expired, or archived in error, without needing to rely on support intervention. This could include a restore option, recovery workflow, audit history, or other credential management tools that enable organisations to quickly reinstate valid credentials and maintain continuity across active projects and contractor records. Problem Statement Currently, when a credential is removed or becomes unavailable unintentionally, clients may need to contact support or perform additional administrative steps to correct the issue. This can create delays, increase operational overhead, and impact project workflows while access or compliance records are being restored. Suggested Improvement Provide enhanced self-service credential recovery capabilities that allow authorised users to: View recently removed or archived credentials. Reinstate credentials where appropriate. Review an audit history of credential changes. Resolve accidental removals without requiring support assistance. Potential Benefits Faster recovery from accidental credential removals. Reduced dependency on support tickets. Improved administrative efficiency. Better operational continuity for live projects and contractor records. Increased visibility and control through credential change history.
Bulk Location Importer
Currently, locations must be created individually within the system. For organisations with a large number of sites, buildings, areas, or location hierarchies, this can be a time-consuming and repetitive administrative task. Proposed Enhancement Introduce a bulk location import feature that allows users to create multiple locations in a single action via a spreadsheet upload (e.g. Excel or CSV template). Key Benefits Reduces the time required to set up new environments. Simplifies the creation of large location structures. Minimises manual data entry and the risk of human error. Improves efficiency when organisational sites, buildings, or areas need to be added or updated in bulk. Provides a quicker and more scalable administration experience. Suggested Functionality Downloadable import template. Ability to create multiple locations and sub-locations from a single upload. Validation checks prior to import. Error reporting for any failed records. Option to identify parent-child relationships within the location hierarchy. Ability to create new locations and optionally update existing ones. Current Process Locations must currently be created individually within the platform. For organisations with a large number of sites or complex location structures, this can result in significant administrative effort. Business Value This enhancement would reduce administration time, improve data accuracy, and make it easier for clients to establish and maintain large location structures within the system.
Remove Credentials from Projects Without Deleting the Source Document
Current Behaviour: When a credential or document, such as a Quality Questionnaire, is removed from a project, the underlying document is also deleted from the contractor's records. This means that if the document is required elsewhere, it must be re-uploaded. Requested Enhancement: Allow users to remove credentials from a specific project without deleting the original document from the contractor portal. The action should simply disassociate the document from that project, while retaining it within the contractor's document library for future use. Benefit: This would provide greater flexibility when managing project-specific requirements and reduce the administrative burden of repeatedly requesting and uploading the same documentation. It would also minimise the risk of important credentials being unintentionally removed from the contractor's records when they are no longer required for a particular project.
Change "Issue to" When copying Permits
When copying a permit, all fields are currently editable except for the "Issue To" field. It would be beneficial if users were able to amend the "Issue To" field when creating a copied permit, particularly for long-running projects where supervisors or responsible persons may change over time. At present, this means a new permit must be created from scratch if the permit needs to be issued to a different supervisor. Allowing this field to be edited would reduce administration, improve efficiency, and make the permit copying function more flexible for ongoing works.
Planned
Project Site Rules Improvements
At the moment, when adding documents, the only option is to upload a file directly from a local device. It would be really useful to have the ability to either upload a local file or select a document that has already been uploaded to a document group. For us, this would help ensure we're always using the correct version of a document and avoid the need for multiple uploads of the same file. A specific example is site-specific briefings. Our host managers don't necessarily have access to all of these documents on their local devices, but the documents already exist within document groups in the system. Being able to select them directly would make the process much simpler and reduce administration. Benefits: Reduces duplicate document uploads. Improves version control by using existing managed documents. Saves time for users creating records. Makes it easier to access documents that are already stored within the platform. Reduces reliance on users having local copies of documents available.
Archive Expired Documents
When a document has expired and no further updated versions will be uploaded under that specific document category, it should be archived. When we archive a document ourselves, it should no longer appear on the dashboard as an expired item. Archived documents are no longer active or required, so they should not continue to show as overdue or expired. This will help keep the dashboard accurate, reduce unnecessary expired document notifications, and ensure users focus only on current compliance requirements.
Allow Portal Users to delete or remove uploaded documents
As a contractor/portal user, I want to be able to delete or remove a document that I uploaded in error, so that I can correct mistakes without having to contact the client or host organisation.
Site Notice!
Product Suggestion Introduce a Site Notice field within the system that allows authorised users to create and manage important site-wide notifications which are then displayed directly on relevant permits. This would ensure that critical information is consistently visible at the point of permit creation and review, improving awareness of site conditions, restrictions, and ongoing activity. Examples of site notices could include: Health & safety alerts Fire alarm testing schedules Car parking restrictions Severe weather warnings Concurrent works being carried out on site Temporary access restrictions or diversions Problem Statement There is currently no centralised way to display important site-wide notices directly within permits. As a result, users may need to communicate this information separately, which can lead to: Important updates being missed Inconsistent communication across contractors Reduced visibility of live site conditions Increased reliance on external messaging or manual updates Suggested Improvement Add a configurable Site Notice field at site or workspace level, allowing authorised users to: Create and update active site notices Set visibility rules (e.g. workspace, project, or permit-level display) Display notices prominently on all relevant permits Update or remove notices as site conditions change The notice should be clearly visible during permit creation, review, and approval workflows. Potential Benefits Improved visibility of critical site information Better communication of live risks and restrictions Reduced chance of contractors missing important updates More consistent messaging across permits Enhanced safety awareness on site Centralised management of temporary site conditions
In Review
Restore Deleted Project Contacts
Product Suggestion Introduce functionality that allows users to restore project contacts that have been accidentally deleted, without requiring intervention from the support team. This could include a temporary recycle bin, restore option, or audit history within the project contacts section, enabling authorised users to quickly recover recently removed contacts. The feature would help streamline project administration and reduce delays caused by accidental deletions. This would be particularly beneficial within busy operational environments where project contacts may be removed unintentionally and need reinstating quickly to maintain communication, approvals, or workflow continuity. Problem Statement Currently, if a project contact is accidentally deleted, users are unable to restore the contact themselves and must instead raise a support ticket for assistance. This creates unnecessary delays and additional administrative effort for both clients and support teams. Suggested Improvement Implement a self-service restore function for deleted project contacts, allowing authorised users to: View recently deleted contacts Restore contacts directly within the project Recover deletions without requiring support intervention Potential Benefits Faster recovery from accidental deletions Reduced dependency on support tickets Improved user experience and efficiency Reduced administrative delays Better operational continuity within live projects
In Review
Ability to sort reports by preference
Product Suggestion Introduce an “Order By” or sorting dropdown within system reports, allowing users to organise report results based on the information most relevant to their workflow. Users would be able to sort report data by selectable fields such as: Expiry date Start date Alphabetical order Creation date Status Company or contractor name This enhancement would provide greater flexibility when reviewing large datasets and improve the usability of reports for operational, compliance, and management purposes. The functionality could also support ascending and descending sorting options to allow users to prioritise urgent or upcoming items more effectively. Problem Statement Currently, report results display in a fixed or limited order, which can make it difficult for users to quickly identify the information most relevant to them. This can slow down reporting workflows, particularly when managing high volumes of records or time-sensitive compliance data. Suggested Improvement Add an “Order By” dropdown or sorting functionality to reports, enabling users to organise report data based on their preferred criteria. Potential Benefits Improved report usability and flexibility Faster identification of urgent or relevant records Better visibility of upcoming expiries and key dates Reduced manual filtering and data manipulation Improved operational efficiency for users managing large datasets
In Review
Document Requests Audit Log
Product Suggestion Introduce a dedicated audit log for document and credential requests, providing clear visibility of all request activity within the system. The audit log would display: When a document was requested Who requested it Whether the request was system-generated or manually triggered The status of the request Potentially which project, permit, or workflow triggered the request This functionality would create a clearer history of credential request activity and improve transparency for both administrators and contractors managing compliance documentation. The feature would be particularly useful in environments with multiple administrators or automated workflows, where duplicate requests can occur due to limited visibility of previous request activity. Problem Statement Currently, users have limited visibility of previous document requests, making it difficult to determine: Whether a credential has already been requested When the request was sent Who initiated the request Whether the request came from automation or manual action This can result in duplicate credential requests, unnecessary contractor communication, and additional administrative workload. Suggested Improvement Add a document request audit log within the credential/document management areas of the system, allowing users to review historical request activity and request origins. Potential Benefits Reduced duplicate credential requests Improved transparency and auditability Better visibility of automated vs manual actions Improved contractor communication Reduced administrative confusion and workload Stronger compliance tracking and reporting