Signed safety policy acknowledgments from every crew, every shift, every subcontractor.
ReadSignFlow is safety policy acknowledgment software for HSE and EHS teams: it distributes SOPs, toolbox talks, RAMS, and urgent safety bulletins to frontline crews over email and a recipient portal (SMS, WhatsApp and Enterprise QR campaigns coming soon), enforces a read gate, and captures signed acknowledgments aligned to eIDAS and ESIGN/UETA. Automatic reminders 7 days, 3 days, and 24 hours before the deadline, plus manager escalations, chase the stragglers, and a one-click audit pack — signed PDFs plus an append-only event log — gives inspectors and principal contractors defensible evidence. Free for up to 20 employees, with contractor inductions and 5 recipient languages built in; joiner/mover/leaver (JML) auto-enrollment is on Growth and above.
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Toolbox talks, method statements, LOTO updates, and urgent safety bulletins reach every operative and contractor on the phone in their pocket — over email and the recipient portal, with SMS, WhatsApp and Enterprise QR campaigns coming soon — read-gated, signed, and audit-ready before the next shift starts.
Paper sign-off sheets don't survive contact with a live site.
- 01 — Toolbox talk sheets live on clipboards. Signatures on a wet, coffee-stained sheet in a site cabin aren't evidence — they're a liability. Half are illegible, some are missing, and nobody can say which revision of the talk was actually briefed.
- 02 — Deskless crews never see the email. Operatives, drivers, and subcontractors don't sit at a desk and often have no corporate inbox. A safety alert that lands in email reaches the office — not the people holding the tools.
- 03 — The audit scramble. When the inspector, insurer, or principal contractor asks who acknowledged revision 7 of the RAMS, the evidence is scattered across binders, spreadsheets, and someone's phone photos of a sign-in sheet.
Eight HSE workflows, one platform.
From incident-driven stand-downs to contractor inductions — every read-and-sign workflow a safety team runs, on channels frontline crews actually use.
- Incident & near-miss safety alerts — The moment an incident is confirmed, push a stop-work or stand-down bulletin by email and on the recipient portal. Watch acknowledgments land in real time and escalate the unresponsive to their supervisor.
- Toolbox talk sign-off — Retire the clipboard: crews open the talk from their email link or the recipient portal, read it on their phone, and sign. Every toolbox talk becomes a timestamped, per-person, per-revision record.
- Safety procedure & SOP acknowledgment — Publish a revised SOP or safe system of work with version control and require re-acknowledgment from exactly the sites and roles the change affects. A read gate keeps signing locked until they confirm they have reached the end of it.
- LOTO & permit-to-work updates — When isolation points or permit conditions change, confirm every authorized technician has signed the revision before their next lockout — with per-recipient deadlines and a tamper-evident audit trail.
- PPE policy acknowledgment — Issue PPE policy and matrix updates by site and role. Signed acknowledgments give you the paper trail when an inspector — or an injury claim — asks who was told what, and when.
- Contractor site induction sign-off — A gate tablet on the recipient portal opens the induction pack in the contractor's own language — no app, and a personal email address is enough. Signed before they're badged in, retained for the principal contractor.
- Emergency procedure rollouts — Roll out revised evacuation routes, muster points, and fire procedures across every site, with automatic reminders 7 days, 3 days, and 24 hours before the deadline and manager escalations chasing the last 10% for you.
- Environmental & spill procedures — Distribute updated spill-response, waste-handling, and permit-condition procedures to the teams they affect — and prove acknowledgment for ISO 14001 and environmental-regulator audits.
What HSE teams actually send through ReadSignFlow.
The stand-down bulletins, procedure revisions, and induction packs that need a signed acknowledgment from every operative before the next shift — not a signature on a clipboard.
Safety alerts & urgent bulletins
- Incident & near-miss safety alerts
- Stop-work & safety stand-down notices
- Equipment defect & recall bulletins
- Seasonal hazard bulletins (heat, ice, storms)
Procedures & method statements
- SOP & safe-system-of-work revisions
- RAMS & method-statement acknowledgments
- LOTO & permit-to-work procedure updates
- Emergency & evacuation procedure rollouts
Policies & inductions
- PPE policy & issue acknowledgments
- Contractor & visitor site inductions
- Environmental & spill-response procedures
- Toolbox talk sign-off records
Designed around the rules you actually answer to.
Versioned documents, retention policies, and audit-pack evidence built for the regulators, standards, and principal contractors HSE teams face.
Frameworks covered: OSHA 29 CFR 1910 & 1926, ISO 45001, ISO 14001, Health and Safety at Work etc. Act 1974 (UK), CDM Regulations 2015 (UK), COSHH, RIDDOR, EU Framework Directive 89/391/EEC, LOTO — OSHA 1910.147, HAZWOPER (29 CFR 1910.120), ATEX / DSEAR, Seveso III Directive, EPA RCRA & SPCC, Working at Height Regulations 2005 (UK), NFPA 70E.
Frequently asked questions
Can crews sign toolbox talks and safety briefings on their phones without an app?
Yes — that's the core workflow. Each operative gets a secure magic link by email — SMS, WhatsApp and Enterprise QR campaigns are coming soon; they read the talk on their own phone and sign, with no app to install and no password. A read gate means they can't sign until they confirm they have reached the end of the content, and every acknowledgment is timestamped per person.
How do new starters and contractors get their safety induction automatically?
Joiners arrive from your HRIS over the REST API (or by CSV) and are auto-enrolled into an always-on onboarding campaign, so the site induction pack, PPE policy, and emergency procedures are assigned on day zero without anyone raising a ticket. Contractors without corporate email are added with a personal address as the email on their staff record, sign in to the recipient portal on their phone or a gate tablet, read in one of 5 recipient languages, and sign before they're badged in.
What evidence do I get for an HSE inspector, auditor, or principal contractor?
A one-click audit pack: the signed PDF for every acknowledgment, a completion report showing each person's status (including end of document reached, as reported by their device), and the campaign's append-only event trail of actions and signatures, with UTC timestamps. Signatures are aligned to eIDAS (EU/UK) and the US ESIGN Act/UETA, and document versioning shows exactly which revision of a procedure each person signed.
How much effort is it to roll out across multiple sites and shifts?
You can send your first campaign within days: upload the procedure, sync or import people, target by site, department, or role using segments, set a deadline, and send. A shared tablet on the recipient portal covers site gates and mess rooms (each worker signs in with their own email address and a one-time code), and automatic reminders 7 days, 3 days, and 24 hours before the deadline plus manager escalations do the chasing across shifts for you.
Is ReadSignFlow a safety training or LMS tool?
No — there are no quizzes, courses, or scoring. ReadSignFlow does one job well: proving that a specific person opened, confirmed, and signed a specific version of a safety document by a deadline, with audit-grade evidence. It runs alongside your LMS and incident-management tools, covering the acknowledgment layer they don't.
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