See who checked a contractor in or out - Available from your next App update

Heresafe now records the name of the team member who checks each contractor in or out, giving you a clearer audit trail of on-site activity.

What’s new

Named check-ins and check-outs
Each time a contractor is checked in or out, the team member who completed the action is now recorded alongside it.

A clear point of contact
If you need to query a contractor’s check-in or check-out, you can quickly see who handled it and follow up with the right person.

Why it matters

Help desk and gatehouse teams sometimes need to look into why a contractor was checked in or out, particularly when something happens outside the usual process.

Previously, this could mean asking around to find out who completed the action. Now, the name is recorded alongside each check-in and check-out, making it easier to trace what happened and speak to the right person.

It also provides a clearer and more complete audit trail of contractor movements on site.

Where did this come from?

This improvement came directly from customer feedback on our Feedback Board. Thank you to everyone who suggested, voted for and commented on the idea.

Have an idea that could make Heresafe work better for your team? Share it on our Feedback Board.

Single Contractor editing

Ever had to create a new project because the contractor has changed? Or found yourself deleting the existing contractor before you can add the new one, thinking there must be an easier way? 👀

Well, there is! 🎉

You can now swap a contractor in just four simple clicks. No need to delete the existing contractor or create a whole new project.

The best part? You can do it either from within the project itself or directly from Project Search.

This update will be available with your next app update, so you’ll soon be able to make those contractor changes much quicker and easier. 🚀

Check out the demo below to see it in action!

Questionnaire Configuration: Phase 1 is Live! 🎉

The first stage of our Questionnaire Self-Configuration is now live!

You can now:

• Re-order questions within your existing questionnaires

• Change branching and update how your existing questionnaire flows work

This is just the beginning. 🚀

We’re currently putting the finishing touches to the next stage, which will allow you to edit existing questions and create completely new questions. We’re just finalising this functionality before we release it, so keep an eye out for the next update!

Automated Post-Expiry Credential Reminders

We’ve introduced automated reminders for expired credentials, helping you stay on top of documentation that has passed its expiry date.

What’s new?

Heresafe already sends notifications to subcontractors and suppliers when credentials are approaching their expiry date. This new functionality takes things a step further by continuing the reminder process after a credential has expired.

Once enabled, the system will automatically send reminders to relevant subcontractors and suppliers whose credentials have expired. These reminders will continue at the agreed frequency until the required updated documentation has been uploaded.

Choose your reminder frequency

The post-expiry reminder alert can be configured to suit your requirements. Whether you want reminders weekly, fortnightly or at another regular frequency, we can set this up for you.

Please contact us to enable this alert and let us know your preferred reminder frequency.

Why is this useful?

This helps reduce the need for manual follow-ups and makes it easier to maintain up-to-date contractor documentation.

By continuing to remind suppliers after a credential has expired, you can help ensure important documents such as insurances, policies and certifications are kept current and compliance gaps are quickly brought to attention.

No more expired credentials quietly gathering dust. Heresafe will keep the reminders coming until the updated document is uploaded. 📋🔔

🚨 Alerts Module: It’s Here, With More to Come! 🚨

You may have noticed you’ve been seeing and receiving a few more notifications recently… and here’s why! 👀

We’ve changed the way Alerts work to make them more user-friendly and, more importantly, give you greater control over how they work.

With more of our system alerts being added to the module, and a My Subscriptions section coming soon, we’re giving you the flexibility to decide:

🔔 What alerts are triggered
👥 Who receives them
⚙️ How they’re sent

The aim is simple: put you in control of your notifications, so you get the alerts you need, without being bombarded by the ones you don’t.

Want to see how it all works? 👀 Our lovely Dev, James, is here to talk you through it in the video below! 🎥🚨 Alerts Module: It’s Here, With More to Come! 🚨

You may have noticed you’ve been seeing and receiving a few more notifications recently… and here’s why! 👀

We’ve changed the way Alerts work to make them more user-friendly and, more importantly, give you greater control over how they work.

With more of our system alerts being added to the module, and a My Subscriptions section coming soon, we’re giving you the flexibility to decide:

🔔 What alerts are triggered
👥 Who receives them
⚙️ How they’re sent

The aim is simple: put you in control of your notifications, so you get the alerts you need, without being bombarded by the ones you don’t.

Want to see how it all works? 👀 Our lovely Dev, James, is here to talk you through it in the video below! 🎥

Version of the people matrix on the portal

Keeping track of workforce compliance just got easier. Within the Supplier Portal, the People Matrix gives contractors a simple, at-a-glance view of every team member's compliance status, showing which credentials are valid, expired, pending, or still required, all in one place.

Login page more contractor friendly

We've listened to your feedback and made improvements to the Supplier Portal login experience. Contractors are now greeted with a clear welcome message and helpful guidance, making it obvious that they don't need a username or password to access the portal. The updated login page provides a simpler, more intuitive experience, helping users get started with confidence.

Is the main company contact also a user? We've made that experience simpler too. If a contractor is both the company contact and a user, they no longer need to worry about choosing the correct account to log in with when uploading company credentials. The Supplier Portal now guides them straight to the right place, making the process quicker, clearer, and hassle-free.

Blocked projects

Keeping projects compliant has never been easier. When this feature is enabled, only users with the appropriate override permission can approve a project before all mandatory requirements have been met.

For all other users, the Approve Project action remains unavailable until every required credential and project requirement has been submitted, reviewed, and approved. This helps ensure that no one can gain access to site without meeting the required compliance standards, unless an authorised user explicitly overrides the restriction.

If you'd like to take advantage of this functionality, simply let us know and we can enable it on your app.

Hi everyone 👋

I'm Kelly, and I look after Customer Success here at Heresafe.

That means I spend most of my days talking to you, understanding how you're using the platform, and helping you get the most from it.

Over the last few months, I've noticed something interesting. I'll finish a call with someone at a large university who's found a clever way to manage contractor inductions across a sprawling campus, then speak to someone at a defence services company tackling almost exactly the same challenge from scratch.

That's something we'd love to change.

The Heresafe Community has been created as a place for you to learn from each other, share ideas, ask questions and suggest improvements.

You're all managing contractors, navigating compliance requirements, balancing stakeholder expectations and trying to get busy suppliers to upload their documents on time. While your organisations may be very different, many of the challenges are surprisingly similar.

To get the conversation started, we’ve added a few posts inside the community for you to explore.

Have a look around, jump into any discussions that catch your eye, or start your own post if there’s a question, idea, workaround or “surely someone else has solved this?” moment you’d like to share.

A good place to begin:

If you could add one thing to Heresafe tomorrow, what would it be?

Big idea or tiny tweak, we’d love to see what you think.

See what’s being discussed in the Heresafe Community

Looking forward to seeing the conversations that come from this space,

Kelly

We’ve made several improvements to Heresafe, with multiple updates arriving in your next app release.

These changes are the result of feedback and feature requests from Heresafe users, so please keep sharing your ideas. Your input helps us improve Heresafe in ways that make a real difference to the teams using it.

Check-In Time now visible

You asked for more visibility around contractor check-in and check-out activity, including the ability to see what time contractors checked in.

With this update, check-in times are now visible on the contractor check-in/out page within a project. When a contractor is marked as On Site, you can hover over the On Site notification on their contact card to see the time they checked in.

This gives teams a clearer view of when contractors arrived on site and makes contractor attendance easier to monitor throughout the day.

Re-Request button

You asked for an easier way to remind contractors when project credentials are still outstanding.

Project credentials now include a Re-request button, allowing you to send another request for the missing documents. Heresafe will also display the dates those documents were re-requested, giving teams a clearer record of follow-ups and making it easier to track outstanding contractor information.

Contractor Rating

Ever wanted to be able to score a contractor based on the work they have completed and have it stored against that project and their profile? Well now you can with the next stage of our project questions work.

You can see a timeline of the questions asked and the answers given, giving teams a clearer record of the information captured through project questions.

And now you can also select a star rating when creating project questions. Once star rating questions are in use, Heresafe will show an average rating for any scored company in company search results and on the company profile.

Project Approval Restrictions

You asked for a way to stop users from accepting a project company before all criteria and requirements have been met.

This functionality is now available. Once enabled, users without the relevant override permission will not be able to accept a project company until the required criteria have been completed.

Users without the override permission will see disabled buttons with the help text shown below:

To enable this, please contact your Customer Success Partner and let them know which permissions should have the ability to override this restriction.

We know the old menu structure could be a bit frustrating at times, whether it was not scrolling quite far enough or just feeling a little too large for your screen.

That’s about to change.

A new and improved menu structure is on the way and will be available in your next app update. It’s been redesigned to be cleaner, more structured, and much easier to navigate.

Here’s a quick preview of what to expect: a more organised sidebar that helps you find what you need, faster.

✅ New: Better user visibility, reporting and exports

We’ve made it easier to get a clearer picture of user activity in Heresafe, with more useful user information now available in the Reports section.

The Dashboard view now includes a more detailed breakdown, including:

• Total credentials and credentials by individual

• Inductions by type and completion status

• Group logins

• Permits issued

• Projects created

• Users

• Visits made

You asked for a simpler way to pull a list of users and their roles, and that is now available in the Reports section of the app, under the Internal User Report.

The new report now includes:

• Last login

• Number of logins

• Roles

Projects can now be set to close automatically once their end date has passed.

When this feature is enabled, you’ll see a new checkbox when creating a project, located beneath the start and end date fields. If selected, the project will automatically close shortly after midnight following its end date.

For example, if a project ends on 1st March, it will close overnight and be marked as closed by the morning of 2nd March.

Please note, this feature is not enabled by default. If you would like this functionality applied to your account, please let us know. It will appear in your app the next time it is updated.

This setting does not apply to projects that are already open, but it can be used for new projects or added to existing projects by editing the project details.