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ProofSafe is your solution for data collection & managing compliance in any industry

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Management Systems

Paperless

You can use ProofSafe to replace your existing paper systems with customised forms on your people’s mobile devices. You create and customise the forms to record anything you need to record: location, images, data, comments etc.
With the ProofSafe App, any data set can be collected, collated, analysed and used to generate a tailored report. The App enables your people to upload data in real time, access critical documents, and give access to whoever needs it.

Collect and compile data

Your people ― whether in remote locations, a customer’s house, or on the factory floor ― can easily complete your digital forms for audits, progress reports, safety reports, etc. As soon as they’ve uploaded the data, it is immediately available for their team members, management, and anyone else, to access, analysis and use.

Create automatic reports

ProofSafe can automatically insert the information your people record in to customised report templates you’ve prepared and loaded on the system. ProofSafe can then send the completed reports wherever you need them sent ― it can do that on a regular basis (say, weekly or monthly) or as soon as a form’s data set is complete and uploaded. For example, ProofSafe can send a completed Incident report ― including images, signature and map ― to your OHS/WHS manager within minutes of the incident occurring and the data being uploaded.

Integration with your existing systems

When your people in the field complete a data set ― for example, timesheets, log books, quotes or inspections ― an API facilitates integration of the data into your existing business systems. All that happens regardless of whether your people have a phone connection when gathering the data and completing the forms.

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Compliance evidence

Your compliance information ― for example, a record of asset maintenance and status ― is securely managed, providing evidence for government authorities and work providers as needed. And helping you to keep on top of each asset.

Workplace Safety & Asset Management

Customised systems, editable forms

Each business is different and requires unique systems and forms ― for example: audits, risk assessments, incident or hazard reports, safety notes, toolbox meetings and asset inspections, maintenance or repairs.
Your ProofSafe systems and forms are created and customised to suit your operations ― you can edit them to keep them up to date.

Version control

A manager can edit a form and distribute the updated version to the entire team or organization within minutes ― as soon as the worker refreshes their app, they will be operating with the latest forms and lists, and eliminating problems around inconsistent paperwork.

Distribution of safety documents

Managers can distribute safety documents to individuals or teams via the ProofSafe app, documents such as SWMS, Operating Procedures or Project Management Plans. The worker can be required to confirm receipt of the new version to build a log of evidence around communications with staff.

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Individual account management

Managers can create, or deactivate, user accounts as needed, so new staff or sub-contractors are quickly added to the system. As ProofSafe costs are primarily calculated on usage (rather than the number of users), costs are fair and reasonable.

Safety compliance alerts

ProofSafe can be set up to notify key people of an alert trigger. For example, if a field crew upload a Job Safety Analysis (JSA) that includes a failure to properly manage risk, then ProofSafe can immediately flag that with the Safety Manager.

Administration systems

As well as the Safety related systems supported by ProofSafe, a business can use the platform for administrative purposes such as time sheets, vehicle log books, leave requests, work records, or quotes. An API facilitates integration of the data into your existing business systems.

Asset Management

Asset management on ProofSafe is in the testing phase. Soon managers will be able to use ProofSafe to manage assets from staff to vehicles to work sites or documents. Alerts can be scheduled for upcoming maintenance or training and for data access for asset review, updating and reporting.

Large teams

A manager using ProofSafe can author and distribute documents and forms to large teams, team members need only download the ProofSafe App and login. This extensive reach facilitates simple management of large-scale projects with multiple stakeholders. Additionally, the forms can include informative notes, instructions, images, documents and web links to assist workers.
If a new form is created or an existing form edited, the changes can immediately be made available to everyone involved in the project.

Single step data entry & amalgamation

Uploaded data sets can be automatically amalgamated with related data sets and immediately available for analysis ― no secondary data entry required. Once the data starts coming in, management can review the forms, lists and methodologies to see if any change are needed. If there are, then management can make those changes and send the updated forms etc. out to everyone with phone or data access.

Lookup lists

Questions can incorporate look-up lists including multi-layered, filtered lists that:

  • save your people time when entering data; and
  • ensure they use correct and consistent spelling, phrases etc. ― essential for ongoing data analysis.

Dynamic lists can be set up that reference staff names, company assets or worksites ensuring the forms are simple and intuitive for team leaders and workers to complete.

Field-based Data Collection

Field Research

ProofSafe forms can be created specifically for each project. Your people can use Android or iOS devices to complete the forms wherever they are ― no phone or data coverage required. Then the data can be uploaded securely to a central database, when they are back in range.

Single step data entry & amalgamation

Uploaded data sets can be automatically amalgamated with related data sets and immediately available for analysis ― no secondary data entry required. Once the data starts coming in, management can review the forms, lists and methodologies to see if any change are needed. If there are, then management can make those changes and send the updated forms etc. out to everyone with phone or data access.

Multiple question types

Forms can be created with question that seek a range of answer types ― for example: text, numbers, images, GPS locations, sketches, calculations, or a choice from a customized drop-down list. Additionally, questions can have visibility criteria, default answers, instructions etc. to keep the interface simple and intuitive.

Lookup lists

Questions can incorporate look-up lists including multi-layered, filtered lists that:

  • save your people time when entering data in the field; and
  • ensure they use correct and consistent spelling, phrases etc. ― essential for ongoing data analysis.

Input validation / constraints

Each question on your forms can include validation, or constraint, settings to minimise typing errors and invalid or incorrect entries.

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Complete datasets

ProofSafe uses visual clues, required question settings, etc. to ensure your people fully complete data sets in the field ― rather than arriving back at the office or depot only to discover they failed to answer some crucial questions.

Large teams and citizen science projects

A project leader of a team using ProofSafe can author and distribute forms to large groups of people. Each person in the group simply downloads the ProofSafe App and login. This facilitates management of large-scale projects with multiple stakeholders. The forms can include informative notes, instructions, images, documents and web links.
If a new form is created or an existing form edited, the changes can immediately be made available to everyone involved in the project.

Real-time feedback and verification

A form can automatically generate a report so that as soon as a user uploads a result, they can review the report to see if the data they entered appears the way they want it to appear. This real-time feedback greatly improves data accuracy and participant engagement.