Health and safety consultant software for keeping a client's records
Your client keeps their safety records in SafetyPro360 and gives you access to the parts they choose. You open their account from SafetyHub360 and work on the same screens they see.
14 days free, then from £9.99 a month, with no card needed to start.
How your client gives you access
When your client holds the account, access starts with them. An account admin at their end opens the Connections screen, presses Generate token and goes through three steps. Nobody else on their account can connect or disconnect a consultant.
- Sites. They tick the sites you can work on. You will see the records of those sites, and records that are not tied to any site.
- What you can use. They tick any of eight parts of the account: staff and roles, training, documents, incidents, monitoring (their inspections and checks), toolbox talks, PPE stock and actions.
- The token. SafetyPro360 produces a connection token. Your client copies it to you, or types in your email address and has it sent to you as an invitation. The email carries the token and names the business that sent it.
You enter the token in your SafetyHub360 account. It works once. From then on your client sees you on their Connections screen, with the date you connected and exactly which sites and screens you were given.
What you see when you open a client's account
You open the account from SafetyHub360 and land on your client's dashboard. A blue banner runs across the top of every screen with your name, the words "operating on behalf of" and your client's business name, so there is no doubt whose records you are in. An Exit Portal button in the banner takes you back to SafetyHub360.
The dashboard greets you by name and says you are working on behalf of your client. It lists what needs attention in the parts you were given: expired training, missing documents, open incidents, overdue actions. Parts you were not given are left out of the counts.
The link from SafetyHub360 into a client's account works once, for a few minutes. If it has gone stale, open the account from SafetyHub360 again.
Only the screens and sites you were given
The menu lists every part of the product, but anything your client did not tick is shown with a padlock and cannot be opened. On the screens you do have, you see and can change what your client can: add a training record, upload a replacement certificate, complete a check, close an incident.
Each tick covers a group of screens. Training gives you the training matrix, the courses and the training records. Documents gives you the register and the document matrix. Staff and roles gives you both of those lists.
A few things are different for you:
- You only see people and records at the sites you were given, plus records with no site against them.
- You cannot delete an incident report. Only your client's account admin can.
- Sites, areas, users, billing and connections are never open to a consultant.
Checks you complete carry your name, and your changes are written to your client's activity log.
How access ends
Your client can end the connection whenever they like. On their Connections screen they press Disconnect and confirm, and your access stops straight away. To let you back in they would generate a new token. The disconnection is recorded in their activity log.
A token that has not been used yet can be revoked, and a used token cannot be used a second time.
The sites and screens are fixed when the token is made. If you need access to more, your client generates a new token with the wider choice.
SafetyHub360 is where you work from
You do not need a SafetyPro360 login of your own. You work through SafetyHub360, the sister product for safety consultancies. It is where you manage your clients, and where you open each client's account from.
Your client can start the account themselves and connect you with a token, as above. You can also create the client's account from SafetyHub360. On an account your client starts, they decide what you can use, and the records stay with them if the two of you stop working together.
Getting connected to a client
Your client generates a token
An account admin picks the sites and the screens on their Connections screen.
They send it to you
Copied into a message, or sent as an email invitation from the same screen.
You enter it in SafetyHub360
The token works once. Your client then sees you listed as connected.
You open their account
The banner at the top tells you whose records you are in.
What it does not do
- It does not give you read-only access. On a screen your client ticks, you can see and change the records. There is no view-only setting for a consultant.
- It does not write risk assessments or COSHH assessments. There is no guided form for them. Write them as you do now and upload the finished file to your client's document register.
- It does not export reports or PDFs. What you show your client is the screen itself, which they can open at any time.
- It does not send reminders. No email or text goes to you, your client or their staff. What is overdue shows on the dashboard when someone opens the account.
Questions people ask
Do I need a SafetyPro360 account of my own?
No. Your client holds the SafetyPro360 account and you reach it through SafetyHub360, the sister product for safety consultancies. You do not log in to SafetyPro360 with a password of your own. Each time, you open the client's account from SafetyHub360 and a banner shows whose records you are working in.
Can I see all of a client's records?
Only what they chose. Your client ticks the sites you can work on and which of eight parts of the account you can use. Screens they did not tick show a padlock. Sites, areas, users, billing and connections always stay with the client.
Can my client see what I have changed?
Yes. Your changes are written to the client's activity log, which their account admin can read, and a check you complete carries your name as the person who did it. A PPE stock adjustment you make shows in the item's history as made by a consultant.
What happens if a client disconnects me?
Your access stops straight away. The records you kept stay in the client's account, because the account is theirs. Disconnecting does not delete anything you entered. If they want you back, they generate a new token and you enter it in SafetyHub360 as before.
Can I set up a new client's account for them?
Yes, there are two ways. Your client can start the account, add their sites and connect you with a token, and sites, users and connections then stay with them. Or you can create the client's account from SafetyHub360. Once you have access to staff and roles and training, you can add their people, roles, courses and training records, and the training matrix fills in from there.
Can I change which screens I have access to?
Not yourself. The sites and screens are chosen by your client when they generate the token. A consultant cannot widen their own access from inside the client's account. If the work grows, ask them to generate a new token with the extra sites or screens ticked.
Get your first client connected.
Ask your client to start a SafetyPro360 account and generate a token for you, or create their account from SafetyHub360. If you would like to talk it through first, get in touch.
14 days free, then from £9.99 a month, with no card needed to start.