Features
Everything below runs on the phone with no connection. The dashboard is the only part that needs one, because it is showing you other people's records.
Take 5 assessments
The personal risk assessment a worker does in the minute before starting a task. Five steps, and the app walks through them in order.
- Stop. What am I about to do, where, and who am I.
- Look. Tick anything that applies from a prompt list: line of fire, stored energy, working at height, other people in the area, and the rest.
- Assess. Worst realistic outcome, and how likely it is.
- Manage. Choose the controls, add anything specific to this task.
- Proceed, or stop work. A Take 5 that ends in stop work is a good Take 5, and the app says so rather than nudging towards a tick.
The result is recorded as PROCEED or STOP WORK, and a stop work shows on the dashboard as needing attention.
Pre-start inspections
The daily equipment check. Every item is answered Yes, No or N/A, grouped into the sections your template defines.
- Critical items. Mark an item critical and a No answer fails the whole inspection, whatever else passed. Brakes and seatbelts should never be outvoted by thirty tidy items.
- Notes and photos on failures. Anything marked No takes a note and up to twenty photographs per record.
- Unit history. The app remembers the machines this phone has checked, so the fleet number is a tap rather than a typed guess.
- Drafts survive. An interrupted inspection, a flat battery or a phone that went to sleep does not lose the work. It is restored on reopening.
The outcome is PASS, PASS WITH DEFECTS or FAIL, and it is printed across the top of the PDF where nobody can miss it.
Your own forms
Four templates ship with the app: light vehicle, truck, underground loader and integrated tool carrier. They are a starting point, not a standard, and the app is built on the assumption that you will change them.
A template is a spreadsheet with three columns: the section, the item, and whether it is critical. Export a starter file, edit it in Excel, import it back. There is nothing to learn and no technical help needed.
You can also add the fields the operator fills in before starting, such as an odometer reading or a shift dropdown, by adding a few lines at the top of the same sheet.
On a paid plan, a template you write is pushed to every phone on the team, so a change made once at the office arrives on site.
The full format is in the template writing guide.
The record itself
What comes out the other end, and where it goes.
Signed PDF
Produced on the device the moment the inspection is completed. It carries the answers, the notes, the defect photographs, the operator's drawn signature, the declaration they signed against, and the time.
Saved before sending
The PDF is written to the phone first, every time, whether or not there is a connection and whether or not you have an account. Nothing is conditional on the network.
Location stamp
On the phone apps, if the worker allows location access, an approximate position is recorded at submission and printed on the PDF. Decline it and the record is completed without one.
Queued upload
On a team plan, records queue on the device and upload themselves when coverage returns. A shift underground arrives at the surface and sends itself.
Share anywhere
Any record can be shared straight from the phone through the normal share sheet: email, Teams, WhatsApp, anything installed. Useful on the free tier where there is no dashboard.
Machine readable too
Each record is also stored as structured data alongside the PDF, so an export into another system later is a data problem rather than an archaeology problem.
Supervisor dashboard
A web page, not another app to install. It opens on the site office PC or on a phone.
Failures first
The header counts what needs attention over the last 30 days, how many records came in, how many machines were checked, and how many passed clean. Anything that failed, noted defects or ended in stop work is one tap away.
Filter by machine
Type a fleet number and see that unit's history. Useful when a machine is about to go to the workshop and somebody asks what has been reported on it.
Daily report export
Download whatever is currently filtered as a spreadsheet that opens straight into Excel. The export always matches the screen, so the numbers cannot disagree.
Archive rather than delete
The everyday action hides a record from the working list without destroying it, because safety records usually have to be kept. Permanent deletion exists, but it asks you to type the record's reference first.
Teams, roles and joining
Getting thirty phones configured is normally the worst part of rolling out a tool like this. It is one scan here.
Join by QR code
Generate an invite and print the code, or send the link. Scanning it joins the worker to the team and enrols their phone in a single step, with no address or key typed into a phone in a workshop.
Three roles
Owner pays and can do everything. Supervisor sees the dashboard and every record. Worker submits forms and sees only their own. Every member takes one seat whatever their role.
Remove somebody properly
Removing a member frees the seat and cuts off the phones enrolled to them immediately. The records they already submitted stay, because they are the company's safety records.
Limits worth knowing before you buy
Stated here rather than discovered later.
- Up to twenty photographs per record, and a record uploads in one go up to about ten megabytes.
- A person belongs to one team. Somebody who genuinely works for two businesses needs two accounts.
- The dashboard shows uploaded records only. A record completed on the free tier, or before a phone was enrolled, exists on that phone and nowhere else.
- Location is on the phone apps only. The browser version does not collect it at all.
- No offline dashboard. Reading other people's records needs a connection, which is not a limitation anybody can engineer away.
- No single sign-on except on an Enterprise agreement.
What it deliberately does not do
Take 5 Live records inspections. It does not certify anything, approve equipment, or discharge a duty under work health and safety law. It has no certification and no regulator endorsement, and the built-in templates are common industry practice rather than a standard. See the terms.
Free for one person, forever
Try the whole thing on your own phone before deciding whether the team needs the dashboard.