Safety forms and compliance documentation are configured through the Checklist Templates module. When properly set up, FieldPulse can enforce completion of required safety documentation before a work order is allowed to transition to Completed status.
Creating Safety Forms
Safety forms are created as specialized checklist templates with additional compliance flags enabled.
- Navigate to Settings > Forms & Checklists > Templates
- Select New Template and choose Safety/Compliance as the template type
- Configure the following compliance-specific options:
- Require completion before job close — prevents status change until submitted
- Capture timestamp and geolocation — records when and where the form was completed
- Retain for — sets automatic retention period (options: 3 years, 7 years, 10 years, indefinite)
Compliance Tracking Fields
Safety forms support field types specifically designed for regulatory documentation:
| Field Type | Use Case | Compliance Value |
|---|---|---|
| Signature with timestamp | Technician sign-off, supervisor approval | Audit-ready proof of completion |
| Photo with EXIF retention | Safety equipment verification, hazard documentation | Original metadata preserved for legal review |
| Barcode/QR scan | Equipment serial numbers, PPE tracking | Links documentation to specific assets |
| Controlled value list | Pass/Fail inspection items, severity ratings | Standardized responses, no free-text ambiguity |
Assigning Safety Requirements to Work Orders
Safety forms may be assigned through three mechanisms:
- Service Type Association
- Link safety forms to specific service types (e.g., "Electrical Panel Work" automatically requires "Arc Flash Safety Checklist")
- Customer-Level Requirements
- Attach standing safety requirements to customer records for sites with ongoing compliance obligations
- Manual Assignment
- Dispatched ad-hoc through the work order form or Dispatch Board
Monitoring Compliance Status
The Compliance Dashboard (Reports > Compliance) provides visibility into safety form completion across active work orders.
Available views:
- Overdue Safety Documentation — jobs approaching scheduled completion without required forms submitted
- Completion Rate by Technician — percentage of assigned safety forms completed on time
- Audit Trail Export — comprehensive record of all safety form submissions with timestamps and geolocation
SLA Integration
Safety form completion may be incorporated into SLA Breach Alerts. Configure rules to trigger notifications when safety documentation remains outstanding past defined thresholds.
Regulatory Retention and Export
Completed safety forms are retained according to the template-level retention setting. Export options include:
- Individual PDF — with digital signature verification
- Bulk CSV — response data for analysis
- Legal hold package — complete audit trail including original photo files and metadata
Note: The legal hold export format was updated in version 3.2. Packages generated prior to March 2025 may use the previous file structure. Contact support if you require packages in the legacy format.
See Also
- Creating a Custom Checklist Template
- Assigning Checklists to Work Orders
- Viewing Submitted Checklist Responses
- SLA Breach Alerts