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Safety procedures

Define the safety checklists — lock-out / tag-out steps, PPE confirmation, hazard acknowledgement — that a technician must acknowledge before a task form becomes available on mobile.

Required role

Mapper or Admin.

Overview

A safety procedure is an ordered list of safety measures (steps) attached to one or more tasks. When a technician opens a task with a safety procedure on it, the mobile app walks them through each measure and requires acknowledgement before the task form loads.

Acknowledgements are timestamped and stored with the task record. Supervisors can see when each step was acknowledged during the review in Approving tasks — a tap-through-in-two-seconds pattern is visible and flaggable.

Safety procedures don't just exist for paperwork. They're a real safety layer: a technician can't submit the task without going through the steps.

Prerequisites

  • You have the Mapper or Admin role.
  • You know the safety standards your plant operates under — your safety officer or SHE team should own or co-own the content.

Open safety procedures

Safety procedures in the sidebar. You see a list with:

Column Meaning
Name The procedure name.
Measure count How many acknowledgement steps.
Linked tasks How many tasks reference it.
Last modified When and by whom.

Create a procedure

1. New procedure

Click New procedure.

2. Name it

Short, specific. Examples:

  • "Electrical lock-out — low voltage".
  • "Hot work — cutting and grinding".
  • "Confined space entry".
  • "Working at height > 2 m".

Avoid generic names like "Safety check" — one procedure per class of work is clearer than one catch-all.

3. Add measures

Each measure is a single step the technician will tap to acknowledge.

Click Add measure and fill in:

Field Notes
Order Position in the list. Lower numbers appear first.
Instruction What the technician must verify or do. Full sentence, clear imperative.
Required If off, the technician can skip. Almost always leave on.

Example measures for an electrical lock-out procedure:

  1. Verify lock-out tag is in place on the main disconnect.
  2. Confirm voltage reading is 0 V with a known-working meter.
  3. Confirm you are wearing Class 0 rubber gloves and arc-rated outerwear.
  4. Verify the area is barricaded.
  5. Confirm nobody else is working within the arc flash boundary.

4. Reorder

Drag measures up and down in the list to reorder. Order matters — the app shows them in the order you've set.

5. Save

Click Save. The procedure is created but not yet linked to any tasks.

Three ways:

  1. Open the task.
  2. In the Safety procedure section, click Attach.
  3. Pick the procedure from the dropdown.
  4. Save.
  1. Open the component type.
  2. On the linked task, pick a safety procedure from the dropdown.
  3. Save.

The procedure is inherited by every asset that uses this component type.

  1. Open the procedure.
  2. In the Linked tasks section, click Add tasks.
  3. Select tasks from the catalogue.
  4. Save.

Edit a procedure

Open the procedure → Edit.

  • Rename — propagates everywhere.
  • Add / remove measures — applies to future task executions. Existing submissions are not retroactively changed.
  • Reorder measures — applies to future executions.

Changes don't rewrite history

If a technician acknowledged steps 1-3 of a 3-step procedure yesterday, then you add a step today, yesterday's submission remains 3-of-3. Future executions will see 4 steps.

What a technician sees

When a technician on the mobile app opens a task with a safety procedure attached:

  1. Task summary screen loads.
  2. Start button reads Start (acknowledge safety first).
  3. Tapping Start opens the safety flow — one full-screen prompt per measure.
  4. Each prompt shows the instruction with a prominent Acknowledge button.
  5. After the last measure is acknowledged, the task form loads.

See Executing a task for the technician's experience.

Acknowledgements in the audit trail

Every acknowledgement is stored with:

  • Timestamp.
  • User ID of the technician.
  • Task ID.
  • Measure ID.

This record is visible:

  • To the Supervisor during Approving tasks.
  • In Task Reporting and Task History reports.
  • To auditors via the audit log (Admin view).

Deactivate a procedure

Procedures → (row) → Deactivate. Future task executions no longer gate on this procedure. Existing historical acknowledgements are preserved.

Deactivating mid-shift

If a technician is mid-execution when you deactivate, their acknowledgements still count — the app already picked up the rule when they started. New starts after the deactivation won't see the gate.

Delete a procedure

Delete only if the procedure was created by mistake and has no history. For retired procedures, deactivate and keep the record.

What makes a good procedure

Do:

  • Use numbered steps that read as imperatives.
  • Keep each step focused on one verifiable action.
  • Short — 3 to 8 steps is typical. Anything longer suggests the procedure should be split.
  • Name the specific tools / PPE required in the step text.
  • Review with the safety officer before activating.

Don't:

  • Mix general safety guidance with task-specific steps.
  • Use vague language ("Be careful of electrical hazards").
  • Add steps that can't be verified in the moment (e.g. "Ensure all risks have been assessed" — acknowledge what?).
  • Include more than one check per step — split them.

Common patterns

Baseline procedure for every task

Some plants attach a minimal 2-step procedure ("PPE confirmed", "Hazard assessment complete") to every task. It adds a few seconds per task but establishes a consistent safety baseline. The mapper links it from the component-task tree rather than every task individually.

Per-risk-class procedures

Create one procedure per distinct risk class:

  • Electrical lock-out.
  • Chemical handling.
  • Hot work.
  • Confined space.
  • Working at height.

Attach each to the relevant tasks. Review annually with the safety team.

Escalating severity

For tasks that involve multiple hazards, you can attach multiple procedures. The technician acknowledges them all in order before the task form loads. Keep the combined step count under ~10 or engagement drops.

Things to watch for

Don't let procedures become theatre

If your procedures are too long or too generic, technicians learn to tap-through in seconds. The safety value evaporates and the data becomes misleading. Audit acknowledgement times periodically — a pattern of 1-second taps means your procedure needs a rewrite, not a reminder.

Coordinate with your safety officer

Mapper owns the platform; the safety officer owns the content. The best outcomes come from co-authoring — Mapper handles the clicks, safety officer handles the wording.

Procedures don't block during offline execution

If a technician is offline, they still acknowledge each measure; acknowledgements upload with the task submission. Offline does not bypass the gate.

Troubleshooting

Problem Fix
Procedure doesn't appear on the mobile task Confirm it's attached to the task or to the component-task mapping; force-sync on the device
Measure order is wrong Open the procedure; drag to reorder; save
Technician can submit without acknowledging This shouldn't happen — the app enforces it. If you see it, report as a bug to Pegotec support
Acknowledgement timestamps all identical Technician tapped through without reading — coaching opportunity