# Soteriaa documentation (full text)

> Soteriaa is compliance record-keeping software for UK SMEs. It keeps records, dates and evidence in five workspaces (UK sponsor compliance, welding documentation, health and safety / RAMS, HR and employment, and commercial forms), emails reminders about the dates you record, and builds packs and exports for you to review. It does not submit anything to a regulator, certify anyone or give legal advice. Soteriaa (spelled with two a's) is the document generation and tracking platform from Soteria Services Ltd. It is not affiliated with any organisation named 'Soteria'. A free document generator, templates and packs need no subscription.

This file joins the pages under https://www.soteriaa.com/docs into one document. Updated 13 October 2026. Each page's source URL is on the line under its heading.

## Getting started with Soteriaa: from sign-up to your first due date

Source: https://www.soteriaa.com/docs/getting-started · Updated 13 October 2026

To get started, create an account, choose a workspace, start the 14-day free trial, add one record with a date, and read its due date on your dashboard.

### Before you start

- Trial: the trial is 14 days.
- Card: creating the account does not ask for a card. Stripe Checkout asks for a card when you start the trial.
- When the trial ends: the subscription starts and the card is charged the plan price, unless you cancel before the trial ends. If you cancel before it ends, you are not charged.
- After a subscription ends: the workspace is locked until a subscription is trialing or active again. Plan prices are in [Plans, prices and billing](https://www.soteriaa.com/docs/plans-and-billing).
- Free alternative: if you only need blank forms, the generator, templates and packs are free and need no subscription. See [Free documents vs tracked records](https://www.soteriaa.com/docs/free-documents-vs-tracked-records).

You can start without every record ready. Add what you have and fill in the rest later. Soteriaa organises records you enter; it does not certify them or decide compliance. See [What Soteriaa does and does not do](https://www.soteriaa.com/docs/what-soteriaa-does-and-does-not-do).

### Steps

1. Open [Sign up](https://www.soteriaa.com/signup).
2. Choose your workspace: Welding documentation, UK sponsor compliance, Health and safety / RAMS, HR and employment, or Commercial forms. The workspace sets which records and screens you see.
3. Choose your role. The roles offered depend on the workspace; see [Users and roles](https://www.soteriaa.com/docs/users-and-roles).
4. Enter your work email, company or workspace name, password, legal name and country. For the welding workspace you are also asked for a certification scheme and a default examining body.
5. Select Create workspace, then open the confirmation link in the email Soteriaa sends you.
6. Complete the two onboarding screens: your business details, and where you heard about Soteriaa.
7. Start the trial on the billing page. Choose a plan (sponsor: Starter, Team or Unlimited; welding, RAMS, HR and commercial: monthly or yearly), continue to Stripe Checkout and confirm. The 14-day free trial starts and nothing is charged until it ends.
8. Return to Soteriaa and wait for access to be confirmed. If it does not appear, select Check again. Do not start a second checkout while the first is processing.
9. Welding and sponsor workspaces then show an import step. Import existing records ([Importing documents](https://www.soteriaa.com/docs/importing-documents)) or select Skip for now. RAMS, HR and commercial open the workspace directly.
10. Add your first record, as set out for each workspace below.
11. Read the first due date on your dashboard, as set out for each workspace below.

### Add your first record and see your first due date

#### Welding documentation

1. Open Welders and select Add welder. Enter the welder's name and save.
2. Open Qualifications and select Add qualification. Choose the welder and enter the standard, welding process, certificate details and the date qualified.
3. Choose the revalidation basis (3-year, 2-year NDT, or unlimited under ISO 3834). Enter the revalidation date unless the basis is unlimited.
4. Save. The continuity date is filled in as six calendar months after the date qualified. You can overwrite it.
5. Open the dashboard. The qualification shows its continuity date, and shows as Due soon once the date is within 30 days.

#### UK sponsor compliance

1. Open the sponsored workers list and select Add worker. Fill in the required fields: worker full name, job title or role, work location or site, nationality or country, visa route, visa expiry date and annual salary.
2. Save. The worker appears on the dashboard.
3. The visa end date becomes a deadline. It shows as Due soon within 90 days and as Urgent within 30 days or when overdue.

#### Health and safety / RAMS, HR and employment, commercial

1. Open Records and select the option to add a record. You can enter it by hand, or import a PDF or Word file and review what is proposed before saving.
2. Choose the record type. RAMS: Site / project or Assessment / activity. HR: Employee / candidate or Employment document / review. Commercial: Customer / supplier or Commercial document.
3. Enter a title and a date: a review date, due date, probation date or appraisal date, depending on the record type.
4. Save, then open Deadlines and actions or the dashboard.
5. The date is listed as overdue, due today, or upcoming within 30 days. See [Records and due dates](https://www.soteriaa.com/docs/records-and-due-dates).

### What to do next

- Check who receives reminder emails and when: [Alerts and reminders](https://www.soteriaa.com/docs/alerts-and-reminders).
- Bring in existing documents: [Importing documents](https://www.soteriaa.com/docs/importing-documents).
- Prepare a pack or export: [Exports and packs](https://www.soteriaa.com/docs/exports-and-packs).

---

## Plans, prices and billing by workspace

Source: https://www.soteriaa.com/docs/plans-and-billing · Updated 13 October 2026

Each Soteriaa workspace has its own subscription with a 14-day free trial, and the tables below list every plan with its price and limits exactly as they are set in the product.

### Free generator and templates

| Plan | Price | Limits | Card |
| --- | --- | --- | --- |
| Generator, templates, packs and browser extension | £0 | 30 AI credits each month | No card needed |

Tracking subscriptions are separate and are listed below. See [Free documents vs tracked records](https://www.soteriaa.com/docs/free-documents-vs-tracked-records).

### UK sponsor compliance

| Plan | Monthly | Annual | Limits | Trial | Availability |
| --- | --- | --- | --- | --- | --- |
| Starter | £25 a month | Monthly billing only | Up to 5 sponsored workers. | 14-day free trial | Available |
| Team | £79 a month | Monthly billing only | Up to 20 sponsored workers. | 14-day free trial | Available |
| Unlimited | £149 a month | Monthly billing only | No cap on sponsored workers. | 14-day free trial | Available |

Sponsor prices are flat monthly prices for a band of sponsored workers. The price does not change within a band. Every band includes every sponsor feature; the bands differ only in how many sponsored workers you can keep. Sponsor plans are billed monthly.

Sponsored workers whose employment status marks them as a leaver, ended or archived do not count towards the limit. If you are at the limit, adding another worker is refused and you are asked to move to a larger band. Existing records are kept.

Owner page: [UK sponsor compliance](https://www.soteriaa.com/uk-sponsor-compliance).

### Welding documentation

| Plan | Monthly | Annual | Limits | Trial | Availability |
| --- | --- | --- | --- | --- | --- |
| Welding documentation | £199 a month | £1,910 a year | No cap on welders, qualifications or users is set in the plan. Each uploaded document can be up to 10 MB. | 14-day free trial | Available |

The yearly price is billed once a year.

Owner page: [Welding documentation](https://www.soteriaa.com/welding-documentation).

### Health and safety / RAMS

| Plan | Monthly | Annual | Limits | Trial | Availability |
| --- | --- | --- | --- | --- | --- |
| RAMS Pro | £49 a month | £490 a year (two months free when paid annually) | 1 user and up to 10 active sites or projects | 14-day free trial | Available |
| RAMS Team | £179 a month | £1,790 a year (two months free when paid annually) | Up to 10 users and unlimited sites or projects | None: not yet available | Not yet available |

Every plan includes every tracking feature: review dates, actions, evidence files up to 10 MB, record exports, daily email reminders, 100 document imports a month and 100 Ask Soteriaa questions a day. Annual: two months free when paid annually.

Owner page: [Health and safety / RAMS](https://www.soteriaa.com/verticals/health-safety).

### HR and employment

| Plan | Monthly | Annual | Limits | Trial | Availability |
| --- | --- | --- | --- | --- | --- |
| HR Micro | £19 a month | £190 a year (two months free when paid annually) | 1 user and up to 10 employees or candidates | 14-day free trial | Available |
| HR Small | £39 a month | £390 a year (two months free when paid annually) | Up to 3 users and up to 30 employees or candidates | None: not yet available | Not yet available |
| HR Growing | £79 a month | £790 a year (two months free when paid annually) | Up to 10 users and up to 100 employees or candidates | None: not yet available | Not yet available |

Every plan includes every tracking feature: review dates, actions, evidence files up to 10 MB, record exports, daily email reminders, 100 document imports a month and 100 Ask Soteriaa questions a day. Annual: two months free when paid annually.

Owner page: [HR and employment](https://www.soteriaa.com/verticals/hr-employment).

### Commercial forms

| Plan | Monthly | Annual | Limits | Trial | Availability |
| --- | --- | --- | --- | --- | --- |
| Commercial Solo | £29 a month | £290 a year (two months free when paid annually) | 1 user, with unlimited customers, suppliers and documents | 14-day free trial | Available |
| Commercial Team | £99 a month | £990 a year (two months free when paid annually) | Up to 5 users, with unlimited customers, suppliers and documents | None: not yet available | Not yet available |

Every plan includes every tracking feature: review dates, actions, evidence files up to 10 MB, record exports, daily email reminders, 100 document imports a month and 100 Ask Soteriaa questions a day. Annual: two months free when paid annually.

Owner page: [Commercial forms](https://www.soteriaa.com/verticals/commercial).

### How limits are applied

- RAMS, HR and commercial plan caps count records that are not closed. Archived, completed, paid, void, declined, ended, superseded, closed, recorded, sent and withdrawn records do not count.
- When you reach a cap, adding another record is refused with a message to archive one or upgrade. Records you already have are kept.
- A plan that does not include a record type refuses new records of that type only. Moving to a smaller plan never locks existing records.
- A plan that includes one user refuses a second invite. See [Users and roles](https://www.soteriaa.com/docs/users-and-roles).

### Plans that cannot be bought yet

Plans marked "Not yet available" in the tables above cannot be bought. They are the plans for more than one user: RAMS Team, Commercial Team, HR Small and HR Growing. No date is promised.

### Free trial and card

- Each subscription starts with a 14-day free trial.
- Creating an account does not ask for a card. Stripe Checkout asks for a card when you start the trial.
- Nothing is charged until the trial ends. Cancel before it ends and you are not charged.
- When the trial ends the subscription starts and the card is charged the plan price.
- Only trialing and active subscriptions open the workspace. Any other subscription status keeps the workspace locked.

### Upgrade, downgrade and cancel

- Open Billing and select Manage billing. This opens the Stripe billing portal, where you can update your payment method, see invoices and cancel.
- The portal for every workspace is set up to cancel at the end of the billing period, and to show invoices and payment method updates. It does not offer plan changes. To change plan, [contact Soteriaa](https://www.soteriaa.com/contact).
- If a sponsor workspace is over a smaller band's limit, existing worker records stay and adding new workers is refused until the count is under the limit.
- Once a subscription has ended the workspace is locked. In the welding workspace, the owner or an administrator can still download the full archive after a subscription ends. See [Exports and packs](https://www.soteriaa.com/docs/exports-and-packs).
- You can start a subscription again from Billing.

### Annual billing

- Welding: £1,910 a year, billed once a year.
- RAMS, HR and commercial: ten times the monthly price, shown as two months free when paid annually.
- Sponsor: monthly billing only. There is no annual sponsor plan.

### VAT

The prices on this page are the plan amounts set in Soteriaa's billing configuration. Checkout does not turn on Stripe automatic tax, so VAT treatment is not decided in the product. If you need to know how VAT appears on your invoice before you subscribe, [ask Soteriaa](https://www.soteriaa.com/contact).

---

## Importing documents: upload, extraction, review and save

Source: https://www.soteriaa.com/docs/importing-documents · Updated 13 October 2026

When you import a document, Soteriaa proposes the fields it can read, you review and correct every field, and nothing becomes a saved record until you confirm it.

### How import works

1. Upload a file, or paste text for the starter import.
2. Extraction reads the file and proposes a draft record. The draft is not saved.
3. Review every proposed field against the original. Correct what is wrong and fill in what is missing.
4. Save. Only then is a record created.

Extraction proposes values from the text of the document. It does not check that a document is genuine, valid, current or sufficient. You decide that. Soteriaa does not give legal or technical advice. See [What Soteriaa does and does not do](https://www.soteriaa.com/docs/what-soteriaa-does-and-does-not-do).

Extraction uses an AI model. A document that is blank, scanned without readable text or hard to read may produce an incomplete proposal, or none.

### Import routes by workspace

| Workspace and route | Accepts | What is proposed | What happens to the file |
| --- | --- | --- | --- |
| Welding: qualification certificate import | PDF only. Up to 20 MB. | A welder and a qualification (see the field list below). WPS and WPQR extraction is not available yet. | The PDF is uploaded and stored when you run extraction. The welder and qualification records are created only when you confirm. |
| Welding and sponsor: starter import (pasted text) | Pasted text, up to 20,000 characters. | Welding: welders, qualifications and continuity confirmations. Sponsor: workers, right-to-work checks, evidence, absences and change events. | No file is involved. On save, only welders (welding) and sponsored workers (sponsor) are created. Other reviewed items are listed as skipped so you can add them by hand. Duplicates are detected and not created again. |
| Welding: document library upload | PDF or .docx. Up to 10 MB. Old .doc files are not supported. | Text is extracted for search and an AI suggestion of the document type, a short summary and a likely matching record. | The file is stored and listed as soon as it is uploaded, with the suggestions attached. No welder or qualification record is created. |
| Sponsor: evidence upload with extraction | .pdf, .png, .jpg, .jpeg, .webp. Up to 20 MB. | For six evidence categories, field values plus signals on whether the document type and the name match the worker (see below). | The file is stored as evidence on the worker. Proposed values are applied only if you confirm them. |
| RAMS, HR and commercial: import a record | PDF or .docx. Up to 10 MB. 100 imports a month on every plan. | One record: the record type, a title, dates and the data fields for that type (see below). | The import step does not store the file. Attach it to the record as evidence if you want to keep it. |

### Welding: fields proposed from a qualification certificate

- Welder: full_name, identification, date_of_birth.
- Qualification: certificate_number, standard, welding_process, material_group, product_type, joint_type, position, thickness_min, thickness_max, diameter_min, diameter_max, backing, date_qualified, examining_body, revalidation_basis, revalidation_due, next_continuity_due, notes.
- Continuity: confirmed_on, confirmed_by, method, next_confirmation_due.
- Confidence: an overall score and short notes on uncertain or missing values.

A save is blocked until the draft has a welder name or identification, a certificate number, a qualification standard and at least one other qualification detail such as the welding process. That check only confirms the fields are filled in. It does not check the certificate. A document that looks like a blank template is flagged.

Ranges are entered as written on the certificate. Soteriaa does not calculate or approve qualification ranges by code.

### Sponsor: fields proposed from evidence

| Evidence category | Fields proposed |
| --- | --- |
| Passport / identity | full_name, document_number, expiry_date, nationality, date_of_birth |
| Visa / BRP / eVisa evidence | full_name, visa_type, document_number, expiry_date, start_date |
| CoS assignment confirmation | full_name, cos_number, visa_type, start_date |
| Right-to-work evidence | full_name, share_code, check_date, work_permission_expiry |
| Share code result | full_name, share_code, check_date, work_permission_expiry |
| Salary evidence | full_name, employer, gross_pay, net_pay, pay_period, annual_salary |

Other evidence categories are stored without structured fields. For every category the model is asked only whether the document is the expected kind and whether the name matches the worker. It does not judge validity or sufficiency.

### RAMS, HR and commercial: fields proposed

| Workspace | Record type | Data fields |
| --- | --- | --- |
| Health and safety / RAMS | Site / project | Location, Client, Project scope |
| Health and safety / RAMS | Assessment / activity | Activity, Location, Hazards supplied, Controls supplied, Assessor, Evidence references |
| HR and employment | Employee / candidate | Job title, Department, Employment status, Manager, Work location, Probation date, Appraisal date |
| HR and employment | Employment document / review | Document kind, Jurisdiction supplied, Objectives supplied, Actions supplied, Probation date, Appraisal date |
| Commercial forms | Customer / supplier | Party type, Address, Contact reference |
| Commercial forms | Commercial document | Document kind, Project reference, Currency, Items, Tax rate, Payment reference, Amount supplied |

The proposal also covers the start, end, review and due dates for the record type. It never chooses a status, because a status is a fact you record: a document is only paid or approved because you say so. It never links a parent record. You choose both.

### What you must check

- Compare every proposed value with the original document, especially names, numbers and dates.
- Fill in anything the proposal left blank.
- Decide yourself whether the document is genuine, current and fit for its purpose. Soteriaa does not.
- Keep the original with your own controlled records. Follow your own document-control and retention procedure.

### Frequently asked questions

#### Is anything saved automatically?

No record is created from an import until you review and confirm it. Two things are stored earlier: the welding qualification PDF is uploaded when extraction runs, and a file uploaded to the welding document library is stored and listed immediately.

#### Can I import a scanned PDF?

A scanned PDF with no selectable text is stored in the welding document library but cannot be searched, because OCR is not implemented. The record imports read the document with an AI model and may or may not be able to read a scan, so check the result.

#### What if the extraction is wrong?

Correct it in the review step before saving, or enter the record by hand. If extraction is unavailable, the screens say so and you can enter the record yourself.

---

## Records and due dates by workspace

Source: https://www.soteriaa.com/docs/records-and-due-dates · Updated 13 October 2026

A due date in Soteriaa is a date you enter on a record, and the app compares it with today's date: welding marks continuity due soon within 30 days, sponsor marks deadlines urgent within 30 days, and RAMS, HR and commercial list dates in the next 30 days.

### Welding documentation

#### Records

- Welder: name, identification, status (active or inactive) and join date.
- Qualification: standard, welding process, material group, product type, joint type, position, thickness and diameter ranges, backing, date qualified, examining body, certificate number and revalidation basis.
- Continuity confirmation: each confirmation is kept with its evidence link.
- WPS and WPQR: procedure records. They carry a test date only, so they create no due dates and no reminders.
- Job: a job with its weld operations, controlled procedure revisions and issued packs. See [Versions, history and sign-off](https://www.soteriaa.com/docs/versions-history-and-sign-off).
- Document: a stored PDF or Word file linked to a welder, qualification, WPS, WPQR or the company.

#### Fields that create due dates

- Next continuity due: filled in as six calendar months after the date qualified. You can overwrite it. If you later change the date qualified, a date that was derived is refreshed and a date you chose yourself is kept.
- Revalidation due: entered by you. The revalidation basis is 3-year, 2-year (NDT) or Unlimited (ISO 3834). With the unlimited (ISO 3834) basis there is no revalidation date.

#### Rules

| Date | Due soon | Overdue | No date |
| --- | --- | --- | --- |
| Continuity | Within 30 days | Before today | Shown as No expiry |
| Revalidation | Within 90 days | Before today | Shown as No expiry |

Inactive welders are left out of attention lists and reminders.

**Fictional example: welder A. Example**

- Date qualified: 15 September 2026
- Continuity due (derived): 15 March 2027
- Revalidation basis and date: 3-year, 15 September 2029 (entered by you)
- Status on 1 March 2027: Continuity due in 14 days: Due soon (within 30 days)
- Status on 16 March 2027: Continuity overdue by 1 day: Overdue

### UK sponsor compliance

#### Records

- Sponsored worker: name, job title, work location, nationality, visa route, visa dates, annual salary, CoS reference, start date, sponsorship end date and further details.
- Right-to-work check: the check date, work permission expiry and whether a follow-up is required, with the follow-up date.
- Evidence document: an uploaded file with a category and an optional expiry date.
- Absence, attendance hours and change event records for each worker.

#### Fields that create due dates

- Visa expiry date (the latest visa record for the worker).
- Right-to-work follow-up date. This applies only when a follow-up is required; a continuous right to work produces no follow-up. The date must be before the work permission expiry.
- Evidence document expiry date, for every evidence category except right-to-work categories, whose expiry is carried by the right-to-work check instead.

#### Rules

| Status | Rule |
| --- | --- |
| Urgent | A deadline within 30 days, or overdue |
| Due soon | A deadline within 90 days |
| On track | No deadline within 90 days |
| Review needed | An otherwise on-track worker with an open change event or absence |

Workers whose sponsorship has ended carry no visa-expiry follow-up on the dashboard.

**Fictional example: worker J. Example**

- Visa expiry date: 20 January 2027
- Status on 1 December 2026: 50 days left: Due soon (within 90 days)
- Status on 28 December 2026: 23 days left: Urgent (within 30 days)

### Health and safety / RAMS, HR and employment, commercial

| Workspace | Record type | Fields | Dates | Statuses |
| --- | --- | --- | --- | --- |
| Health and safety / RAMS | Site / project | Location, Client, Project scope | Start date, End date, Review date, Due date | draft, active, review needed, completed, archived |
| Health and safety / RAMS | Assessment / activity | Activity, Location, Hazards supplied, Controls supplied, Assessor, Evidence references | Start date, End date, Review date, Due date | draft, active, review needed, completed, archived |
| HR and employment | Employee / candidate | Job title, Department, Employment status, Manager, Work location, Probation date, Appraisal date | Start date, End date, Review date, Due date, Probation date, Appraisal date | candidate, active, ended, archived |
| HR and employment | Employment document / review | Document kind, Jurisdiction supplied, Objectives supplied, Actions supplied, Probation date, Appraisal date | Start date, End date, Review date, Due date, Probation date, Appraisal date | draft, active, review needed, completed, archived |
| Commercial forms | Customer / supplier | Party type, Address, Contact reference | Start date, End date, Review date, Due date | active, archived |
| Commercial forms | Commercial document | Document kind, Project reference, Currency, Items, Tax rate, Payment reference, Amount supplied | Issue date, End date, Review date, Due date | draft, issued, accepted, declined, paid, void, archived |

Evidence files linked to a record can carry an expiry date and a review date, and a follow-up action has its own due date. Each of these creates a date in the workspace.

#### Rules

| State | Rule |
| --- | --- |
| Overdue | The date is before today |
| Due today | The date is today |
| Upcoming | The date is within the next 30 days |
| Later | The date is more than 30 days away |

Records with a closed status are left out of counts and date lists. The closed statuses are archived, completed, paid, void, declined, ended, superseded, closed, recorded, sent, withdrawn. Active records with no evidence linked are listed as missing evidence.

**Fictional example: RAMS assessment**

- Record: Scaffold tower assessment (Unit 4 refurbishment), review date 20 November 2026
- Status on 5 November 2026: 15 days away: Upcoming (within 30 days)
- Status on 21 November 2026: Overdue

**Fictional example: HR employee**

- Record: A. Example, probation date 12 January 2027
- Status on 20 December 2026: 23 days away: Upcoming (within 30 days)

**Fictional example: commercial document**

- Record: Invoice INV-12 to Example Ltd, due date 30 November 2026
- Status on 30 November 2026: Due today
- After you set the status to paid: Closed: it leaves the date list. Paid is a status you record.

---

## Alerts and reminders: lead times, recipients and what happens if one is missed

Source: https://www.soteriaa.com/docs/alerts-and-reminders · Updated 13 October 2026

Soteriaa shows alerts in the app and emails reminders once a day, and every reminder goes only to the address or addresses set for the workspace: there is no automatic escalation to a second person.

### What Soteriaa sends

| Workspace | In-app alert | Email | Who receives it | When it fires |
| --- | --- | --- | --- | --- |
| Welding | Alerts page and dashboard. Continuity is due soon within 30 days, revalidation within 90 days, and overdue once the date has passed. | One email per qualification and date type (continuity or revalidation). | One address: the alert email in Settings, otherwise the workspace owner. | 90, 60 and 7 days before the due date by default, and once when overdue. |
| UK sponsor compliance | Dashboard deadlines. Urgent within 30 days or overdue, due soon within 90 days. | One digest email per day, only when there is something to list. | The sponsor alert recipients in Settings, otherwise the workspace alert email, otherwise the first member of the workspace. | Every day. The digest lists deadlines within 90 days and marks those within 30 days or overdue as urgent. |
| Health and safety / RAMS, HR and employment, commercial | Dashboard dates and the Deadlines and actions view. Upcoming means the next 30 days. | One digest email per day, only when there is something to list. | One address: the alert email in Settings, otherwise the first member of the workspace. | Every day. The digest lists overdue and due-today items, items due in the next 30 days, and records with no evidence linked. |

Emails are sent by one scheduled job that runs every day at 07:00 UTC. The job covers all three kinds of reminder above.

### Default lead times and how to change them

#### Welding

Continuity and revalidation reminders default to 90, 60 and 7 days before the due date. To change them, open Settings and edit the email reminder fields (First, Second and Final reminder). Each must be a whole number from 1 to 365, with no repeats. You can also turn email reminders off, change the alert email, and send a test email from the same screen.

#### UK sponsor compliance

The windows are fixed: 90 days for the digest and 30 days for urgent. You can change who receives the digest, turn email reminders off, and send a test email from Settings. You cannot change the windows.

#### Health and safety / RAMS, HR and employment, commercial

The upcoming window is fixed at 30 days. In Settings you can set the alert email, turn the digest off, and send today's digest now (once a day at most). You cannot change the window.

### Who receives each alert

- Welding: Each reminder goes to one address: the alert email set in Settings, otherwise the workspace owner.
- Welding: There is no automatic escalation to a second person.

- UK sponsor compliance: The digest goes to the sponsor alert recipients set in Settings (one or more addresses), otherwise the workspace alert email, otherwise the first member of the workspace.
- UK sponsor compliance: There is no automatic escalation to a second person. Every recipient gets the same digest at the same time.

- Health and safety / RAMS, HR and employment, commercial: The digest goes to one address: the alert email set in Settings, otherwise the first member of the workspace.
- Health and safety / RAMS, HR and employment, commercial: There is no automatic escalation to a second person.

Reminders go to the owner or to the addresses you configure. There is no automatic escalation to a second person, and Soteriaa does not send a reminder on to anyone else if the first is ignored. The sponsor digest can be sent to several addresses, but they all receive it at the same time.

### What happens if an email is missed

- If the scheduled job does not run on a day, the next run catches up. In the welding workspace it sends the most urgent reminder that has not yet been sent for each qualification and date type. It does not send a burst of older reminders.
- If a welding email fails to send, or is skipped because reminders are off or no address is set, that reminder is tried again on the next run. A reminder counts as delivered only when it was sent.
- A welding overdue reminder is sent once for each due date. If you correct the due date, new reminders are produced for the new date.
- The sponsor and RAMS, HR and commercial digests are rebuilt from your current dates every day. An item that was in a missed digest is in the next one, as long as it is still inside the window or overdue.
- If email reminders are turned off, or no recipient address can be found, nothing is sent. The skip is logged against the workspace.
- In the welding and the RAMS, HR and commercial workspaces, Settings shows when the last reminder email was sent.

A missed email never changes a record or a due date. The dates are in the app whether or not an email arrived.

### Three checks buyers ask about

#### Does Soteriaa remind you, prepare the report, or submit it?

Soteriaa reminds you and records. It emails reminders about dates you have recorded, and it can assemble packs and summaries from your records for you to review and download. It does not submit anything to a regulator, the Home Office or any other body. You review and submit.

#### How does Soteriaa calculate deadlines?

Deadlines come from dates you enter, with one derived date. In the welding workspace the continuity date defaults to six calendar months after the date qualified (you can overwrite it), and the revalidation date is entered by you. In the sponsor workspace the dates are the visa end date, the right-to-work follow-up date and evidence expiry dates that you enter. In the RAMS, HR and commercial workspaces they are the review, due, start, end, probation, appraisal and evidence dates that you enter. Soteriaa then compares those dates with today's date: welding marks continuity due soon within 30 days and revalidation due soon within 90 days, sponsor marks deadlines urgent within 30 days and due soon within 90 days, and the other workspaces list items due in the next 30 days.

#### Do alerts escalate to a second person, and is there an audit trail?

No. There is no automatic escalation to a second person. A reminder goes to the address or addresses configured for the workspace, and nothing is passed on if it is ignored or missed. For the audit trail: document history records who changed a stored document, what changed and when, with an optional note; the welding workspace keeps a history for jobs and controlled procedure revisions; the sponsor workspace keeps an audit log and change history per worker; and the RAMS, HR and commercial workspaces keep an Activity log. Changes to welder and qualification records are not recorded in a change history.

### Reminder facts by workspace

#### Welding

- Reminders: Continuity and revalidation reminder emails default to 90, 60 and 7 days before the due date, adjustable from 1 to 365 days, and are sent again once the date is overdue.
- Recipient: Each reminder goes to one address: the alert email set in Settings, otherwise the workspace owner.
- Escalation: There is no automatic escalation to a second person.

#### UK sponsor compliance

- Reminders: A daily email digest lists deadlines within 90 days and marks those within 30 days or overdue as urgent.
- Recipient: The digest goes to the sponsor alert recipients set in Settings (one or more addresses), otherwise the workspace alert email, otherwise the first member of the workspace.
- Escalation: There is no automatic escalation to a second person. Every recipient gets the same digest at the same time.

#### Health and safety / RAMS, HR and employment, commercial

- Reminders: A daily email digest lists items that are overdue or due today, items due in the next 30 days, and records with no evidence linked.
- Recipient: The digest goes to one address: the alert email set in Settings, otherwise the first member of the workspace.
- Escalation: There is no automatic escalation to a second person.

Reminders are sent only for dates you have recorded. WPS and WPQR records have no due date and send no reminders. Soteriaa does not tell you what a regulator or standard requires. See [What Soteriaa does and does not do](https://www.soteriaa.com/docs/what-soteriaa-does-and-does-not-do).

---

## Free documents vs tracked records

Source: https://www.soteriaa.com/docs/free-documents-vs-tracked-records · Updated 13 October 2026

A document you generate in Soteriaa is not a tracked record: generating, editing or downloading a document creates no worker, welder, qualification or due date, because tracking needs a subscription and a record you add yourself.

### What is free and what needs a subscription

| What you get | Free | Needs a subscription |
| --- | --- | --- |
| Document generator and templates | Yes. All general and specialist document templates. | No |
| Five-document packs | Yes. The pack builders. | No |
| Guided forms | Yes. No account needed to fill a guided form, edit it and download it. | No |
| AI generation | Yes. 30 AI credits each month. Standard generation costs 1 credit, screenshot or PDF reconstruction 3, and a basic presentation 5. | No |
| Saving privately and manual editing | Yes. Sign in to save. Manual editing and downloads use no AI credits. | No |
| Exports from the generator | Yes. Word, PDF, Markdown and basic PowerPoint. | No |
| Browser extension and token-based API and MCP | Yes. The extension is an unpacked preview. See [Connect ChatGPT or Claude](https://www.soteriaa.com/docs/connect-chatgpt-or-claude). | No |
| Tracking records and due dates | No | Yes. A subscription for each workspace. |
| Email reminders | No | Yes. See [Alerts and reminders](https://www.soteriaa.com/docs/alerts-and-reminders). |
| Change history for tracked documents and jobs | No | Yes. See [Versions, history and sign-off](https://www.soteriaa.com/docs/versions-history-and-sign-off). |
| Ask Soteriaa questions about your records | No | Yes. See [Ask Soteriaa](https://www.soteriaa.com/docs/ask-soteriaa). |

Credits reset monthly with no rollover. If your allowance runs out, wait for the reset; no automatic charges apply. Tracking subscriptions each start with a 14-day free trial. Prices are in [Plans, prices and billing](https://www.soteriaa.com/docs/plans-and-billing).

### Why a generated form is not a tracked record

A generated form is a file. A tracked record is an entry in a workspace, such as a welder, a qualification, a sponsored worker, a site or an employee, with dates that Soteriaa watches and emails you about.

- Generated documents do not create tracked records.
- Generating or downloading a form does not add a due date or a reminder.
- A generated form is not a live job record.

#### Saving a copy into your workspace

With an active subscription you can save a reviewed copy of a document into your workspace. This is an action you take, and it stores a copy only:

- Welding: the copy is saved to the welding document library as a Word file.
- UK sponsor compliance: the copy is saved to the sponsor generated forms.
- RAMS, HR and commercial: you choose the record, and the reviewed version is linked to it as evidence. Later edits to the original do not change the linked copy.

Saving a copy does not create the underlying record. You still add the welder, worker or record yourself. Some roles cannot save a copy: read-only roles and external advisers are refused.

### When to use each

- Use the free documents when you need paperwork now and do not need Soteriaa to watch dates.
- Use a tracking workspace when you want records, dates and reminders in one place.

---

## Versions, history and sign-off

Source: https://www.soteriaa.com/docs/versions-history-and-sign-off · Updated 13 October 2026

Soteriaa numbers every change to a stored document, records who made it, what changed, when and why, and an issued job pack keeps the exact document versions it was issued with.

### Document versions

Documents stored in the welding document library are versioned. Each change to a document creates a new numbered version, and the earlier versions are kept.

- Who: the name of the workspace member who made the change.
- What: a summary of the change, the fields that changed, and the kind of change: uploaded, new file, details changed or extraction updated.
- When: the date and time of the change.
- Why: an optional note you add when you make the change, up to 1,000 characters.

History is read-only: members can read it but cannot edit or delete it. Each version can be opened, including the file as it was. When history was switched on, the current state of each existing document was captured as a baseline. Earlier edits were not recorded.

### Jobs link to exact versions

A welding job links to a specific version of each controlled document, such as a WPS. A link needs a purpose and a note saying why it was made. Moving a link to a newer version needs a note too. The before and after are kept in the job history, and a removed link is kept as removed rather than deleted.

A job that is marked complete or archived has to be reopened before its document links can change.

#### Controlled procedure revisions

A WPS or WPQR revision is issued from a reviewed procedure document in your workspace. You confirm that you have reviewed it and give a change note. Soteriaa keeps a copy of the source document with the revision. A revision that has been superseded is flagged when a weld is recorded against it.

### Sign-off: issuing a job pack

There is no PIN or electronic signature step in Soteriaa. Sign-off of a job pack is a recorded review:

1. A reviewer checks the job and its linked documents.
2. The reviewer confirms they have reviewed the job and writes a reviewer statement. Both are required.
3. Soteriaa issues the pack as a saved snapshot of the reviewed job and its recorded welds, with the name of the person who issued it and the time. At least one weld must be recorded first.

A pack can be withdrawn later. A withdrawal needs a reason, and the pack then shows as withdrawn with that reason, who withdrew it and when.

A weld inspection result of accepted, rejected or repair required needs the inspector, the date and supporting evidence before it can be saved. Soteriaa records the result. It does not decide whether a weld is acceptable.

### What an issued pack keeps

An issued pack is a snapshot. It keeps the job record and the document versions it was issued with. Later edits do not change an issued pack. If a document is updated after the pack was issued, the pack still shows the earlier version.

### Example: WPS v3 to v4

**Example job · fictional company, people and dates**

- J-2417 · Stair frame, Block B: Drawing D-114 rev C · in progress
- Pack issued · 12 Aug 2026, 14:02: Reviewer R. Patel checked the linked documents, wrote a reviewer statement and confirmed. Records WPS-07 v3.
- New WPS version · 3 Sep 2026, 09:41: S. Okafor uploaded WPS-07 v4. Change summary: "Preheat note updated after WPQR review." v3 file kept.
- Job link updated · 3 Sep 2026, 10:15: R. Patel moved the job's link from v3 to v4 with a change summary. Before and after kept in the job history.
- Issued pack today: Still shows WPS-07 v3. Later edits don't change an issued pack.
- Job export: ZIP with CSV, JSON, original files and a manifest.json of SHA-256 checksums

v3 and v4 are document library versions, numbered separately from issued WPS revisions.

### Other workspaces

- UK sponsor compliance: each worker has an audit log and a change history, and generated forms and packs are assembled from the records on the day you build them.
- Health and safety / RAMS, HR and employment, commercial: each record has a version number, and the workspace keeps an Activity log. A reviewed document linked to a record as evidence keeps the version it was linked at; later edits to the original do not change the linked copy.
- Welder and qualification records have no change history. The welding document library, jobs and procedure revisions do.

---

## Exports and packs: contents, formats and how to export

Source: https://www.soteriaa.com/docs/exports-and-packs · Updated 13 October 2026

Soteriaa packs are assembled from your own records on the day you build them, and each export below lists what it contains and the formats it comes in: Word, PDF, Markdown, HTML or a ZIP.

### UK sponsor compliance packs

Open Pack builder in the sponsor workspace, choose a pack type and a worker where the pack is for one worker, and check the readiness list. Sections that are missing evidence are listed as outstanding. The pack still builds, with the gaps shown.

| Pack | Scope | Contents |
| --- | --- | --- |
| Worker audit pack | One worker | Worker record summary (always included), document checklist, right-to-work record, CoS details, visa dates, uploaded documents index, change history and reportable events, absence records, audit log and record history, and an outstanding items list (always included). You choose which optional sections to include. |
| Company pack | Whole licence | Licence summary, sponsored worker register, deadline schedule and evidence completeness report. |
| Lawyer pack | One worker | Cover sheet and document index, worker record summary, visa and CoS details, right-to-work records, salary evidence, all uploaded documents, change history, absences and an outstanding items note. |
| Right-to-work record | One worker | Check history, follow-up schedule and supporting documents. |
| CoS tracker | Whole licence | Assigned CoS register, with start dates and statuses. |
| Evidence checklist | One worker | Required evidence list, on-file and missing marks, and suggested next steps. |

#### Formats and how to export

- Worker audit pack: Download ZIP (the pack as index.html plus a manifest.json), Save as PDF (opens your browser's print dialog), or Download HTML.
- The other packs: download as an HTML file.
- Packs are assembled on demand and downloaded. They are not stored in Soteriaa.
- Sponsor record summary reports (for one worker or for the company) are built from Reports in the workspace and saved there.

### Welding packs and exports

| Export | Contents | Formats |
| --- | --- | --- |
| Job traceability pack | A saved snapshot of a reviewed job. It holds the job details, the reviewer statement, the documents recorded for the job with the version used, and a table for each weld: welder, date and process, WPS revision, qualification, material heat, inspection result, evidence, review note and any warnings. At least one weld must be recorded before a pack can be issued. A pack can be withdrawn with a reason. | Generated as Markdown and PDF inside the job or workspace export. |
| Job export | The job with its full history and linked dependencies: records as JSON and CSV, original files and file versions, generated pack documents, and a manifest.json of SHA-256 checksums. | ZIP |
| Workspace archive | Welders, qualifications, continuity confirmations, WPS, WPQR, documents and their versions, templates, alert rules and events, jobs and history, workspace members, and your saved generator documents. Each as JSON and CSV, with original files and a manifest.json of SHA-256 checksums. | ZIP |
| Printable records | An ISO 9606-style qualification record, and generated WPS and WPQR records, opened from the record. | Print or save as PDF from your browser |

- Only the workspace owner or an administrator can download the archive or a job export.
- The archive stays available after a subscription ends.
- The archive has a limit of 100 MB and 10,000 files. If it is exceeded, export individual jobs instead.

### Health and safety / RAMS, HR and employment, commercial

Each record has a record summary: the record's fields, an evidence index and its follow-up actions, with the area's boundary note. Download it from the record or from the Reports and export view.

- Formats: Word, PDF and Markdown.
- Evidence files can be downloaded from the record. Reviewed documents linked as evidence can be downloaded in Word, PDF or Markdown.

### Five-document packs (free)

Each pack is five editable documents. You fill in your own facts, review the result and download it. Packs are free and need no subscription.

| Pack | The five documents |
| --- | --- |
| Welding documentation pack | Welder qualification record; Welding continuity record; Welding procedure specification; WPQR record; Welding document index |
| Sponsor worker-record pack | Sponsor worker summary; Right-to-work check record; Attendance and absence record; Sponsor change and reporting log; Sponsored worker file checklist |
| Health and safety / RAMS pack | Risk assessment; Method statement; COSHH assessment; Incident report; Toolbox talk record |
| HR and employment pack | Employment contract; Job description; Offer letter; Return-to-work form; Appraisal form |
| Commercial forms pack | Invoice; Quotation; Purchase order; Receipt; Timesheet |

- Choose Word, PDF or Markdown, then download all five as a ZIP, or download one document.
- You can also save the pack to My documents.
- The generator exports a single document as Markdown, Word, PDF, PowerPoint.

---

## Users and roles

Source: https://www.soteriaa.com/docs/users-and-roles · Updated 13 October 2026

Today each Soteriaa workspace is used by the person who created it: invitations can be recorded, but an invited person cannot yet accept and join, and plans for more than one user are coming soon.

### Who can use an account today

- The person who creates a workspace is its owner and chooses a role at sign-up.
- Invites: in the sponsor workspace (Settings, People) and in the RAMS, HR and commercial workspaces (Settings, Team) you can record an invite with an email address and a role. An invite is stored as pending. There is no step yet where an invited person accepts it and joins, so an invite does not give anyone access.
- The welding and sponsor plans set no user cap. The RAMS Pro, HR Micro and Commercial Solo plans include one user.

#### Team plans: coming soon

Team plans are coming soon. RAMS Team, HR Small, HR Growing and Commercial Team cannot be bought yet, because checkout for them opens only once invited users can join their workspace. No dates are promised. See [Plans, prices and billing](https://www.soteriaa.com/docs/plans-and-billing).

### Welding documentation roles

- Owner / Director: Business owner or director overseeing the welding workspace.
- Responsible Welding Coordinator: Owns welding coordination and qualification oversight.
- Quality Manager: Manages records, traceability, and quality documentation.
- Operations Manager: Coordinates workshop operations and upcoming requirements.
- Admin: Handles day-to-day workspace administration.

The five roles are recorded on the account and work the same way in the product, with one exception: only the owner or director and an administrator can download the workspace archive or a job export.

### UK sponsor compliance roles

| Role | Add and edit workers | Upload evidence | Manage alerts | Delete or archive | Settings and team | View and export packs |
| --- | --- | --- | --- | --- | --- | --- |
| Owner / Director | Yes | Yes | Yes | Yes | Yes | Yes |
| HR Manager | Yes | Yes | Yes | No | No | Yes |
| Operations Manager | Yes | Yes | Yes | No | No | Yes |
| Office Manager | Yes | Yes | Yes | No | No | Yes |
| Immigration Admin | Yes | Yes | Yes | Yes | Yes | Yes |
| External Adviser | No | No | No | No | No | Yes |
| Read-only Auditor | No | No | No | No | No | Yes |

Any role can be chosen when you record an invite. A role that is not allowed to change records is read-only: it can view and export but cannot make changes. An unknown role is treated as read-only.

### Health and safety / RAMS, HR and employment, commercial roles

| Role | View | Add and edit | Archive | Settings | Export |
| --- | --- | --- | --- | --- | --- |
| Owner / director | Yes | Yes | Yes | Yes | Yes |
| Admin | Yes | Yes | Yes | Yes | Yes |
| Operations manager | Yes | Yes | No | No | Yes |
| Read-only auditor | Yes | No | No | No | Yes |

The owner role is never invited. Invites can use these roles: Admin, Operations manager, Read-only auditor.

---

## What Soteriaa does and does not do

Source: https://www.soteriaa.com/docs/what-soteriaa-does-and-does-not-do · Updated 13 October 2026

Soteriaa is record-keeping software: it stores the records you enter, tracks their dates, emails reminders and builds packs for you to review, and it does not certify, approve, submit to a regulator or give legal advice.

### How to read this page

Each workspace has one table with two columns, "Soteriaa does" and "Soteriaa does not". Each "does not" row is also written as a plain sentence under the table so it can be read on its own.

Soteriaa does not give legal advice. For what the law requires, use official sources such as [GOV.UK sponsor guidance](https://www.gov.uk/uk-visa-sponsorship-employers), [GOV.UK right to work checks](https://www.gov.uk/check-job-applicant-right-to-work), [GOV.UK employing people](https://www.gov.uk/browse/employing-people) and the [Health and Safety Executive](https://www.hse.gov.uk/).

### UK sponsor compliance

Soteriaa does not submit to the Home Office SMS, assign Certificates of Sponsorship, perform right-to-work checks or ID verification, or give immigration advice. The table below sets out what UK sponsor compliance does and does not do.

| Soteriaa does | Soteriaa does not |
| --- | --- |
| Soteriaa records each sponsored worker's visa, Certificate of Sponsorship and right-to-work check details that you enter. | Soteriaa does not perform right-to-work checks or ID verification. |
| Soteriaa tracks visa expiry, right-to-work follow-up and evidence expiry dates and emails a daily deadline digest. | Soteriaa does not submit anything to the Home Office Sponsor Management System (SMS). |
| Soteriaa holds the Certificate of Sponsorship number you enter against a worker. | Soteriaa does not assign Certificates of Sponsorship. |
| Soteriaa assembles audit packs from your records for you to review. | Soteriaa does not give immigration advice or decide whether you are compliant. |

#### In plain sentences

- Soteriaa does not perform right-to-work checks or ID verification.
- Soteriaa does not submit anything to the Home Office Sponsor Management System (SMS).
- Soteriaa does not assign Certificates of Sponsorship.
- Soteriaa does not give immigration advice or decide whether you are compliant.

#### Facts

- Price: Starter £25 a month (up to 5 sponsored workers), Team £79 a month (up to 20 sponsored workers), Unlimited £149 a month (no cap on sponsored workers). Each is a flat monthly price for its band.
- Limits: Every sponsored worker counts towards the band limit unless the employment status marks them as a leaver, ended or archived. Adding a worker beyond the limit is refused until you move to a larger band or a worker stops counting.
- Trial: 14-day free trial.
- Reminders: A daily email digest lists deadlines within 90 days and marks those within 30 days or overdue as urgent.
- Recipient: The digest goes to the sponsor alert recipients set in Settings (one or more addresses), otherwise the workspace alert email, otherwise the first member of the workspace.
- Escalation: There is no automatic escalation to a second person. Every recipient gets the same digest at the same time.

Owner page: [UK sponsor compliance](https://www.soteriaa.com/uk-sponsor-compliance). Prices and limits are set out in [Plans, prices and billing](https://www.soteriaa.com/docs/plans-and-billing).

### Welding documentation

Soteriaa does not certify welders, calculate or approve qualification ranges by code, or replace a welding coordinator. The table below sets out what Welding documentation does and does not do.

| Soteriaa does | Soteriaa does not |
| --- | --- |
| Soteriaa records welder qualification details, continuity dates and revalidation dates that you enter. | Soteriaa does not certify welders. |
| Soteriaa stores WPS and WPQR records with the values you supply. | Soteriaa does not calculate or approve qualification ranges by code. |
| Soteriaa links jobs to exact document versions, and an issued pack keeps the versions it was issued with. | Soteriaa does not replace a welding coordinator. |
| Soteriaa's free generator produces editable welding forms from the information you supply. | A generated form is not a live job record: Soteriaa does not create tracked records from generated forms. |
| Soteriaa keeps NDT reports and calibration certificates as documents you upload and link. | Soteriaa is not an ERP system, machine telemetry or NDT execution. |

#### In plain sentences

- Soteriaa does not certify welders.
- Soteriaa does not calculate or approve qualification ranges by code.
- Soteriaa does not replace a welding coordinator.
- A generated form is not a live job record: Soteriaa does not create tracked records from generated forms.
- Soteriaa is not an ERP system, machine telemetry or NDT execution.

#### Facts

- Price: £199 a month or £1,910 a year.
- Limits: The welding plan sets no cap on welders, qualifications or users. Each uploaded document can be up to 10 MB.
- Trial: 14-day free trial.
- Reminders: Continuity and revalidation reminder emails default to 90, 60 and 7 days before the due date, adjustable from 1 to 365 days, and are sent again once the date is overdue.
- Recipient: Each reminder goes to one address: the alert email set in Settings, otherwise the workspace owner.
- Escalation: There is no automatic escalation to a second person.

Owner page: [Welding documentation](https://www.soteriaa.com/welding-documentation). Prices and limits are set out in [Plans, prices and billing](https://www.soteriaa.com/docs/plans-and-billing).

### Health and safety / RAMS

Soteriaa does not identify hazards or approve controls. You supply them. The table below sets out what Health and safety / RAMS does and does not do.

| Soteriaa does | Soteriaa does not |
| --- | --- |
| Soteriaa records the sites, projects and assessments you add, with the hazards and controls you supply. | Soteriaa does not identify hazards. You supply them. |
| Soteriaa tracks review dates, follow-up actions and linked evidence. | Soteriaa does not approve controls or judge whether work is safe. |

#### In plain sentences

- Soteriaa does not identify hazards. You supply them.
- Soteriaa does not approve controls or judge whether work is safe.

#### Facts

- Price: RAMS Pro £49 a month or £490 a year (two months free when paid annually). RAMS Team is not yet available.
- Limits: RAMS Pro includes 1 user and up to 10 active sites or projects. Evidence files can be up to 10 MB, and every plan allows 100 document imports a month and 100 Ask Soteriaa questions a day.
- Trial: 14-day free trial.
- Reminders: A daily email digest lists items that are overdue or due today, items due in the next 30 days, and records with no evidence linked.
- Recipient: The digest goes to one address: the alert email set in Settings, otherwise the first member of the workspace.
- Escalation: There is no automatic escalation to a second person.

Owner page: [Health and safety / RAMS](https://www.soteriaa.com/verticals/health-safety). Prices and limits are set out in [Plans, prices and billing](https://www.soteriaa.com/docs/plans-and-billing).

### HR and employment

Soteriaa does not give employment-law advice, run payroll or make employment decisions. The table below sets out what HR and employment does and does not do.

| Soteriaa does | Soteriaa does not |
| --- | --- |
| Soteriaa records employees and candidates, their documents, and probation and appraisal dates. | Soteriaa does not give employment-law advice. |
| Soteriaa tracks review dates, follow-up actions and linked evidence. | Soteriaa does not run payroll. |
| Soteriaa shows you what is on file and what is coming up. | Soteriaa does not make employment decisions or fitness decisions. |
| Soteriaa lets you attach the documents you upload to a person's record. | Soteriaa does not provide e-signatures and does not delete records automatically. |

#### In plain sentences

- Soteriaa does not give employment-law advice.
- Soteriaa does not run payroll.
- Soteriaa does not make employment decisions or fitness decisions.
- Soteriaa does not provide e-signatures and does not delete records automatically.

#### Facts

- Price: HR Micro £19 a month or £190 a year (two months free when paid annually). HR Small and HR Growing are not yet available.
- Limits: HR Micro includes 1 user and up to 10 employees or candidates. Evidence files can be up to 10 MB, and every plan allows 100 document imports a month and 100 Ask Soteriaa questions a day.
- Trial: 14-day free trial.
- Reminders: A daily email digest lists items that are overdue or due today, items due in the next 30 days, and records with no evidence linked.
- Recipient: The digest goes to one address: the alert email set in Settings, otherwise the first member of the workspace.
- Escalation: There is no automatic escalation to a second person.

Owner page: [HR and employment](https://www.soteriaa.com/verticals/hr-employment). Prices and limits are set out in [Plans, prices and billing](https://www.soteriaa.com/docs/plans-and-billing).

### Commercial forms

Soteriaa does not do accounting, process payments or file tax. The table below sets out what Commercial forms does and does not do.

| Soteriaa does | Soteriaa does not |
| --- | --- |
| Soteriaa records customers, suppliers and commercial documents with the amounts you supply. | Soteriaa does not do accounting. It is not a ledger. |
| Soteriaa records the status you set on a document, including paid. | Soteriaa does not process payments. Paid status is recorded by you. |
| Soteriaa tracks issue dates, due dates and review dates. | Soteriaa does not file tax or approve purchases. |

#### In plain sentences

- Soteriaa does not do accounting. It is not a ledger.
- Soteriaa does not process payments. Paid status is recorded by you.
- Soteriaa does not file tax or approve purchases.

#### Facts

- Price: Commercial Solo £29 a month or £290 a year (two months free when paid annually). Commercial Team is not yet available.
- Limits: Commercial Solo includes 1 user, with unlimited customers, suppliers and documents. Evidence files can be up to 10 MB, and every plan allows 100 document imports a month and 100 Ask Soteriaa questions a day.
- Trial: 14-day free trial.
- Reminders: A daily email digest lists items that are overdue or due today, items due in the next 30 days, and records with no evidence linked.
- Recipient: The digest goes to one address: the alert email set in Settings, otherwise the first member of the workspace.
- Escalation: There is no automatic escalation to a second person.

Owner page: [Commercial forms](https://www.soteriaa.com/verticals/commercial). Prices and limits are set out in [Plans, prices and billing](https://www.soteriaa.com/docs/plans-and-billing).

### Frequently asked questions

#### Does Soteriaa remind you, prepare the report, or submit it?

Soteriaa reminds you and records. It emails reminders about dates you have recorded, and it can assemble packs and summaries from your records for you to review and download. It does not submit anything to a regulator, the Home Office or any other body. You review and submit.

#### How does Soteriaa calculate deadlines?

Deadlines come from dates you enter, with one derived date. In the welding workspace the continuity date defaults to six calendar months after the date qualified (you can overwrite it), and the revalidation date is entered by you. In the sponsor workspace the dates are the visa end date, the right-to-work follow-up date and evidence expiry dates that you enter. In the RAMS, HR and commercial workspaces they are the review, due, start, end, probation, appraisal and evidence dates that you enter. Soteriaa then compares those dates with today's date: welding marks continuity due soon within 30 days and revalidation due soon within 90 days, sponsor marks deadlines urgent within 30 days and due soon within 90 days, and the other workspaces list items due in the next 30 days.

#### Do alerts escalate to a second person, and is there an audit trail?

No. There is no automatic escalation to a second person. A reminder goes to the address or addresses configured for the workspace, and nothing is passed on if it is ignored or missed. For the audit trail: document history records who changed a stored document, what changed and when, with an optional note; the welding workspace keeps a history for jobs and controlled procedure revisions; the sponsor workspace keeps an audit log and change history per worker; and the RAMS, HR and commercial workspaces keep an Activity log. Changes to welder and qualification records are not recorded in a change history.

---

## Ask Soteriaa: what the assistant can read and what it cannot change

Source: https://www.soteriaa.com/docs/ask-soteriaa · Updated 13 October 2026

Ask Soteriaa is a read-only assistant: it answers questions from the records saved in your own workspace, and it cannot create, edit or delete anything.

### What it can do

You ask a question in plain words. Ask Soteriaa looks up the matching records in your workspace and tells you what is on file, naming the record each answer comes from. If a value is not on file, it says so.

- UK sponsor compliance: look up a named worker's details, and list workers by deadline or document status. Fields it can report include visa expiry, visa start, visa type, cos number, passport number, passport expiry, right to work, nationality, date of birth, start date, salary, job title, occupation code, work location, employment status, checklist status, and the status of each evidence checklist item.
- Welding: "Which qualifications are overdue?", "Which welders have expiring qualifications?", "Who needs continuity confirmation?", "Show qualifications due in the next 30 days.", "Show revalidations due soon.", "Show all qualifications for James Holloway.", and similar questions about welders, qualifications, WPS and WPQR records and uploaded documents.
- Health and safety / RAMS, HR and employment, commercial: look up one record by name, or list records by overdue, due soon, missing evidence, open actions, high priority actions, by status, by owner, by type, list all.

### How it handles edits

Ask Soteriaa does not propose or make edits. It has no way to create, change, archive or delete a record, evidence file, date or setting. Any change to your records is made by you, on the record.

Soteriaa uses AI to propose values in two other places, and in both you review and save:

- Importing a document: the proposal is a draft that you review and correct. Nothing is saved until you confirm. See [Importing documents](https://www.soteriaa.com/docs/importing-documents).
- Generating a document: the result is editable text that you review, edit and save or download. See [Free documents vs tracked records](https://www.soteriaa.com/docs/free-documents-vs-tracked-records).

### Which data it reads

| Workspace | What it reads |
| --- | --- |
| UK sponsor compliance | Your sponsored worker records: personal and role details you entered, visa and CoS details, right-to-work checks, evidence checklist status. |
| Welding | Your welders, qualifications, WPS and WPQR records, and the text of documents you uploaded. |
| Health and safety / RAMS, HR and employment, commercial | Your records, their dates and open actions, and the evidence linked to them. For a question about one record it reads that record in full. |

- It reads only the workspace you are signed in to. Reads run as you, under the same row-level access rules as the rest of the app, so it cannot see another company's data.
- It reads only what is saved. It does not read files you have not uploaded, emails or anything outside Soteriaa.
- Role permissions do not let it write on your behalf, because it never writes.

### How it answers

1. In the sponsor and the RAMS, HR and commercial workspaces an AI model first sorts your question into a fixed set of options, such as a lookup of one record or a list across records.
2. Soteriaa's own code then finds the matching rows. The model is never given a database query tool or your whole workspace.
3. Lists are shown as retrieved, so no item is dropped or miscounted. An answer about one record is worded by the model from that record's data only, under a rule to report only what is on file.
4. In the welding workspace, answers are built directly from your saved records without an AI model.

### What it will not do

- It will not say that a record, document or person is compliant, valid, sufficient, safe or fine. For a question like "is the visa OK?" it states what is on file and reminds you to check it against your source documents.
- It will not give legal advice, immigration advice, employment advice or safety advice, or answer general questions. See [What Soteriaa does and does not do](https://www.soteriaa.com/docs/what-soteriaa-does-and-does-not-do).
- It will not invent a record, value, date or link.

### Limits

- You must be signed in to a workspace with an active plan.
- Questions are limited in length: 1,000 characters in the sponsor and RAMS, HR and commercial workspaces, and 2,000 in the welding workspace.
- Each RAMS, HR or commercial workspace allows 100 questions a day on every plan.
- If the AI service is not available, the assistant says so. The dashboard, records and deadlines views still show everything on file.

The help chat on the website and in the app is separate. It answers questions about using Soteriaa and does not answer from your records.

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## Connect ChatGPT or Claude to Soteriaa

Source: https://www.soteriaa.com/docs/connect-chatgpt-or-claude · Updated 13 October 2026

You can connect an MCP-compatible AI assistant to your Soteriaa documents today by creating a connection token and adding the server https://www.soteriaa.com/api/mcp with that token as a bearer header, but there is no one-click ChatGPT or Claude connection yet.

### Before you start

- You need a Soteriaa account. The free account is enough: connections use the same templates, documents and monthly allowance as the website (30 AI credits a month).
- Your client must support a remote MCP server over Streamable HTTP with a custom Authorization header.
- The connection reaches your documents: the free generator and saved documents. It does not reach tracked records. See [What the tools cannot do yet](#cannot).

### 1. Create a token

1. Sign in and open [My account](https://www.soteriaa.com/maker/account).
2. Find Extension & agent connections and enter a connection name.
3. Choose the access. Tick Read and download only to give the token the documents:read scope only. Leave it unticked to give documents:read, documents:write and documents:generate.
4. Select Create connection and copy the token straight away. It is shown once and starts with sot_.

- Scopes: documents:read, documents:write, documents:generate.
- Expiry: a token expires 90 days after you create it. Create a new connection before then.
- Revocation: select Revoke next to the connection in My account. A revoked or expired token stops working immediately.
- Keep the token in your client's secret configuration. Do not put it in prompts or shared files.

### 2. Add the MCP server

Add a remote server with the URL https://www.soteriaa.com/api/mcp and an Authorization header of Bearer followed by your token. In a client that uses a JSON configuration file:

```
{
  "mcpServers": {
    "soteriaa": {
      "url": "https://www.soteriaa.com/api/mcp",
      "headers": {
        "Authorization": "Bearer YOUR_CONNECTION_TOKEN"
      }
    }
  }
}
```

- Transport: Streamable HTTP, stateless. Use POST. A GET request returns 405.
- The server accepts requests only for the Soteriaa host.

Optional check from a terminal: list the tools with the command below. A valid token returns the seven tools in the next section.

```
curl -s https://www.soteriaa.com/api/mcp \
  -H "Authorization: Bearer YOUR_CONNECTION_TOKEN" \
  -H "Content-Type: application/json" \
  -H "Accept: application/json, text/event-stream" \
  -d '{"jsonrpc":"2.0","id":1,"method":"tools/list"}'
```

### 3. What the tools can do

| Tool | What it does | Scope needed | Credits |
| --- | --- | --- | --- |
| list_templates | Lists document templates, their required inputs and the five-document packs. | documents:read | None |
| get_usage | Reads your shared credit allowance and its reset date. | documents:read | None |
| list_documents | Lists up to 100 recently saved documents in the account. | documents:read | None |
| get_document | Reads one saved document and its version, by id. | documents:read | None |
| generate_document | Generates or revises a document from a template and your instructions. Use a new requestId (a UUID) for each generation and reuse it only to retry the same request. | documents:generate | 1 for text, 3 for reconstruction from an image or PDF, 5 for a presentation |
| save_document | Saves manual edits to a document. Pass the current version number to edit an existing document. | documents:write | None |
| export_document | Exports a saved document as a base64 file resource. The format is one of md, docx, pdf, pptx. Decode it to a local file. | documents:read | None, including repeat exports |

Tools never send email, monitor an inbox or run instructions found inside a document. Your client decides what to do with the files you download.

Try it: ask your assistant to run get_usage, then list_templates, then generate a document from a template and review the result before you rely on it.

### What the tools cannot do yet

- There are no tools for tracking records. An assistant cannot read or update welders, qualifications, sponsored workers, due dates or any other workspace record through MCP. Those are only in the app.
- There is no one-click ChatGPT or Claude connection. You add the server and token by hand. A one-click connection needs an OAuth consent integration that is not available yet.
- A connection token works only for documents. It cannot open a tracking workspace.

### Errors you may see

| Code | Meaning |
| --- | --- |
| 401 TOKEN_REQUIRED or INVALID_TOKEN | No token, or the token is wrong, expired or revoked. Create a new connection. |
| 403 SCOPE_REQUIRED or READ_ONLY | The token does not have the scope for that tool. Create a token without Read and download only. |
| 402 INSUFFICIENT_CREDITS | Your monthly allowance is used up. No generation started. |
| 409 IDEMPOTENCY_CONFLICT or VERSION_CONFLICT | The request id was reused with different inputs, or the document changed. Read the current version and retry. |
| 413 INPUT_TOO_LARGE | Reduce the size of the request. |

The full list of REST endpoints, input limits and error codes is in the [API reference](https://www.soteriaa.com/developers).

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