Documentation

Complete guides and resources to help you master SafetyPhoenix and build safer workplaces.

Quick Start Guide

Get up and running with SafetyPhoenix in minutes. Follow these essential steps to set up your safety management platform.

1
Create Account

Register your organization and set up your admin account

2
Add Users

Invite team members and assign appropriate roles

3
Subscribe to Modules

Choose the safety modules that fit your needs

4
Start Managing

Begin using your safety management tools

Documentation by Role

Administrator Guide

Complete guide for system administrators covering user management, billing, module configuration, and organizational settings.

  • User Management & Roles
  • Module Subscriptions
  • Organization Settings
  • Billing & Payment

Initial Setup:

  1. Complete organization registration with company details
  2. Configure organization settings (name, address, industry)
  3. Set up billing information and payment method
  4. Create your first admin user account

First Steps:

  • Review available safety modules and subscribe to needed ones
  • Add manager and employee users with appropriate roles
  • Configure module-specific settings (OSHA establishment info, etc.)

Adding Users:

  • Admin Dashboard → User Management → Add User
  • Enter user details: first name, last name, email, department
  • Select role: Admin, Manager, or Employee
  • User receives email with login credentials

Role Permissions:

  • Admin: Full system access, billing management, user management
  • Manager: Safety program management, reporting, no billing access
  • Employee: Task completion, training participation, basic module access

Subscription Management:

  • Admin Dashboard → Module Status
  • View free modules (always available): Safety Program, Hazard Communication
  • Subscribe to premium modules: OSHA Forms, Inspections, Training, etc.
  • Manage billing through Stripe Customer Portal

Module Configuration:

  • Configure module-specific settings after subscription
  • Set up OSHA establishment information for compliance
  • Assign module permissions to appropriate user roles

Manager Guide

Essential documentation for safety managers to effectively use all safety modules and generate comprehensive reports.

  • Safety Program Management
  • OSHA Compliance
  • Training Coordination
  • Analytics & Reporting

Dashboard Features:

  • View upcoming training sessions and deadlines
  • Monitor pending inspections and findings
  • Track OSHA incident reports and compliance status
  • Access quick links to all available safety modules

Key Responsibilities:

  • Conduct safety meetings and toolbox talks
  • Schedule and oversee safety inspections
  • Manage training programs and employee participation
  • Generate reports for management and regulatory compliance

Creating Programs:

  • Safety Program Module → Create comprehensive safety policies
  • Develop standard operating procedures for safety tasks
  • Define roles and responsibilities for all team members
  • Generate PDF documents for distribution and posting

HazCom Program:

  • Manage chemical inventory and SDS database
  • Schedule mandatory HazCom training sessions
  • Track chemical exposure and safety protocols
  • Ensure GHS labeling compliance

Analytics Module:

  • Analytics → Overview: Get high-level safety performance metrics
  • Module-Specific Analytics: Deep dive into inspections, training, incidents
  • Track completion rates, compliance status, and trends over time
  • Export data for presentations and regulatory reporting

OSHA Reporting:

  • Generate OSHA 300 logs and 301 incident reports
  • Create annual 300A summaries for posting requirements
  • Track injury rates and benchmark against industry standards

Employee Guide

User-friendly guide for employees to complete training, participate in safety meetings, and report incidents.

  • Dashboard Navigation
  • Training Completion
  • Safety Meeting Participation
  • Incident Reporting

Employee Login:

  • Employees log in using username and password (not email)
  • Your administrator will provide your login credentials
  • Access the Employee Dashboard after logging in

Dashboard Overview:

  • View assigned training sessions and deadlines
  • See upcoming safety meetings and toolbox talks
  • Access available safety modules based on your permissions
  • Complete assigned forms and inspections

Training Participation:

  • Training Certificates: Complete assigned courses and tests
  • HazCom Training: Attend mandatory chemical safety sessions
  • Track your certification status and expiration dates
  • Request additional training through your supervisor

Safety Meetings:

  • Safety Meetings: Attend scheduled sessions and provide feedback
  • Toolbox Talks: Participate in brief daily/weekly safety discussions
  • Ask questions and share safety concerns during meetings

Form Completion:

  • Form Builder: Complete assigned safety forms and checklists
  • Inspections: Participate in workplace inspections when assigned
  • Submit photos and documentation as requested
  • Review completed forms and track submissions

Incident Reporting:

  • Report workplace injuries, near-misses, or safety hazards
  • Provide detailed descriptions and circumstances
  • Follow up on reported incidents with supervisors
  • Understand your rights and responsibilities in reporting

Module Documentation

Safety Program

Create and manage comprehensive safety programs, policies, and procedures.

Key Features:
  • Written Program: Generate OSHA-compliant safety programs with professional formatting
  • Policy Management: Create, edit, and organize safety policies by category
  • Procedure Builder: Step-by-step procedure creation with image uploads
  • Responsibilities Matrix: Define roles and responsibilities for all team members
  • PDF Generation: Export all documents for printing and distribution
Getting Started:

Navigate to Safety Program module → Start with Overview tab to see compliance status → Use Written Program tab to generate your foundation document → Add policies and procedures as needed.

Hazard Communication

Manage chemical inventories, SDS files, and OSHA HazCom compliance.

Key Features:
  • Written HazCom Program: Generate OSHA 1910.1200 compliant programs
  • Chemical Inventory: Track all workplace chemicals with CSV import/export
  • SDS Library: Upload, organize, and track Safety Data Sheets
  • GHS Labeling: Reference guide for proper chemical labeling
  • Employee Training: Schedule and track mandatory HazCom training
Training System:

Built-in HazCom training scheduling with OSHA-compliant topics, facilitator assignment, and employee attendance tracking. Completely separate from Training Certificates module.

OSHA Forms

Complete guide to OSHA 300, 301, and 300A forms and incident tracking.

Key Features:
  • OSHA 300 Log: Track all recordable workplace injuries and illnesses
  • OSHA 301 Reports: Detailed incident reports with complete investigation data
  • OSHA 300A Summary: Annual summary for posting requirements
  • Compliance Dashboard: Real-time compliance status and reminders
  • Official Forms: Print-ready forms matching exact OSHA requirements
Workflow:

Report incidents → Complete 301 forms → Generate 300 log → Create 300A summary → Print for posting → Export for analysis

Inspections

Create inspection templates, conduct inspections, and track findings.

Key Features:
  • Template Builder: Drag-and-drop form builder with 8 field types
  • Scheduled Inspections: Recurring inspections with automated reminders
  • Findings Management: Track issues with priority, assignment, and due dates
  • Follow-up System: Complete workflow from identification to resolution
  • Photo Documentation: Capture and store inspection evidence
Workflow:

Create templates → Schedule inspections → Conduct inspections → Track findings → Follow up on issues → Generate reports

Training & Certificates

Manage training programs, track certifications, and monitor compliance.

Key Features:
  • Training Curriculum: Create comprehensive courses with learning objectives
  • Test Builder: Build quizzes with multiple question types and scoring
  • Certification Tracking: Monitor expiration dates and renewal requirements
  • Progress Monitoring: Track employee completion and performance
  • Award Certificates: Manual certification for external training
Note:

Separate from HazCom training. This module handles formal training programs, certifications, and testing workflows.

Analytics & Reports

Generate insights, track performance, and create comprehensive reports.

Key Features:
  • Overview Dashboard: High-level safety performance metrics and trends
  • Module Analytics: Deep dive into inspections, training, OSHA forms, and more
  • Performance Tracking: Monitor completion rates, compliance status, and KPIs
  • Benchmarking: Compare performance against industry standards
  • Export Options: Generate CSV files and professional reports
Available Analytics:

Inspections, OSHA Forms, Training, Safety Meetings, Toolbox Talks, User Management, SDS Database - each with dedicated analytics tabs

Safety Meetings

Schedule, conduct, and document safety meetings with comprehensive attendance tracking.

Key Features:
  • Meeting Scheduling: Schedule meetings with facilitator assignment and topic selection
  • Topics Library: Pre-built and custom safety meeting topics with content
  • Attendance Tracking: Record attendees and track participation rates
  • Meeting Reports: Generate PDF reports with agenda, notes, and attendee lists
  • Agenda Integration: Display agenda during meeting conduct for reference
Workflow:

Schedule meeting → Select topic → Assign attendees → Conduct meeting → Generate report → Archive for compliance

Toolbox Talks

Brief daily safety discussions with session tracking and effectiveness ratings.

Key Features:
  • Talk Creation: Build talks with objectives, safety tips, and discussion questions
  • Session Conduct: Quick session setup with attendance and hazard documentation
  • Effectiveness Ratings: Rate sessions on 5-point scale with feedback
  • Analytics Dashboard: Track most popular categories and session trends
  • Reference Cards: Collapsible talk content for easy reference during sessions
Use Cases:

Daily huddles, shift briefings, equipment-specific training, seasonal safety reminders, incident follow-ups

Form Builder

Create custom safety forms and checklists with dynamic field types and submission tracking.

Key Features:
  • Dynamic Form Creation: 8 field types including text, photo upload, and pass/fail
  • Form Templates: Build reusable forms for various safety processes
  • Submission Tracking: Monitor completed forms and track usage analytics
  • PDF Generation: Professional PDF download of completed forms
  • Usage Analytics: Track most used forms and category breakdown
Form Types:

Safety checklists, incident reports, job hazard analysis, equipment inspections, permit applications

SDS Database

Centralized Safety Data Sheet management with advanced filtering and binder creation.

Key Features:
  • Advanced Filtering: Search by product, manufacturer, signal word, physical state
  • Quick Filters: Find expired SDSs, missing PDFs, and expiring documents
  • SDS Binders: Create collections of related SDSs for specific work areas
  • Bulk Download: Download multiple SDSs as ZIP files
  • Integration: Seamless connection with HazCom module for complete management
Compliance:

Meets OSHA HazCom requirements for SDS accessibility, organization, and employee access to chemical information

Need More Help?

Our documentation is continuously evolving. While we build out these comprehensive guides, our support team is here to provide personalized assistance.

Documentation in Progress: We're actively developing detailed documentation for all modules and features. In the meantime, each module includes built-in "How to Use" guides accessible from within the platform.
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