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Safety promotion

You sent it. Can you show that they read it?

Every operation sends safety notices. Almost none can say who opened and acknowledged one. The difference between those two things is the difference between having communicated something and being able to prove it.

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The safety promotions list: 26 promotions, 12 open, 8 sent and 4 overdue, each with its type, dates and how many recipients have completed it, beside a person reading on a tablet

An email to all staff is not a control

If the safety of an operation depends on people knowing something, then knowing whether they know it is part of the job. Sending is the easy half, and it is usually the only half systems handle.

Promotions

Acknowledged, per person, by name

Write the notice, attach what goes with it, and send it to individuals, to groups, or to email addresses of people who do not have an account. Each recipient is tracked on their own: sent, and then completed, with the date they did it.

When somebody has not, an admin can pick them out and nudge them. That list of who has not acknowledged is the thing an auditor asks for, and it is a screen rather than an afternoon of searching email.

  • Individuals, groups, or plain email addresses
  • Acknowledgement tracked per recipient, with dates
  • Nudge the people who have not, when you choose to
  • Overall status: open, sent, overdue, completed
A hi-vis policy update sent to 19 recipients, tracked per person: Alex Reyes and Jordan Okafor completed, Morgan Ellery incomplete with a button to nudge

Required actions

Reading it is not always enough

Some notices need something done, not just seen. A promotion can require the recipient to submit a form or complete training before it counts as finished, with a due date on it. What you get back is not an open rate: it is a list of who has accomplished its requirements.

  • Require a form submission or training
  • A due date, with overdue derived from it
  • Completion recorded per person
A hi-vis policy promotion's requirements step: read and acknowledge, complete and submit a form, complete training, or no action, with a due date of October 20, 2026

Meeting minutes

The meeting, and what came out of it

An agenda set before the meeting, with a presenter and a time against each item. Attendance marked per person, present, absent or excused. Against each item: what was discussed, what was raised, and what was decided.

The safety meeting is where most operations do their best thinking and their worst record keeping, because the decisions live in somebody's notes leaving actions completely untracked.

  • Agenda items with presenter and time
  • Attendance recorded per person
  • Decisions captured against the item they belong to
  • Draft, in progress, completed, archived
A monthly safety meeting being planned: an agenda item reviewing last month's incidents, facilitated by Morgan Ellery for 20 minutes, and 8 attendees, ready to start

What the meeting owes

An action item, not a line in the notes

An action raised in a meeting becomes a real action, assigned to a person with a date, and it appears in the action register alongside everything else being tracked. It remembers which agenda item it came from, so six weeks later the question of why this is on somebody's list has an answer.

  • Actions raised in the meeting join the action register
  • Each one remembers the agenda item it came from
  • The minutes get distributed as a promotion
A monthly safety meeting in progress, where the review of last month's incidents raises a follow-up task to fit anti-slip matting at the bay doors, assigned to Alex Reyes and due October 20, 2026

Questions

Questions people ask

Can we see who has read a safety notice?
Yes. Each recipient is tracked individually, with the date they completed it, and the promotion rolls up to open, sent, overdue or completed. An administrator can select the people who have not acknowledged it and send them a reminder.
Can a safety notice require an action, not just acknowledgement?
Yes. A promotion can require the recipient to submit a form or complete training before it counts as finished, with a due date. What you get back is a list of who has accomplished its requirements rather than an open rate.
Do meeting action items connect to the rest of the system?
Yes. An action raised against a meeting agenda item becomes a real task in the action register, assigned to a person with a date, and it remembers which agenda item it came from.

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