Health and safety / RAMS: full feature list

What you can create without an account

The five documents and the five-document pack are free. You keep the editable file; no tracking subscription is started.

Grouped guided fields

Each form asks for document control, the project and activity, then its own subject fields — hazards and controls for a risk assessment, substance and exposure for COSHH, incident facts and response for an incident report.

Three export formats

Word, PDF and Markdown from the same content, with your organisation details and document reference carried through.

Five-document pack

Enter shared organisation, project and location details once, complete each document's own fields, switch between previews and download all five as a ZIP.

Review note on every draft

Every health and safety draft carries the same note: it is a draft of supplied facts and controls for competent review, and it does not assess adequacy or establish that work is safe.

Forms it generates (5)

Forms are built from the information you supply and downloaded as editable Word, PDF or Markdown. Anything you leave blank stays visible as an [Add …] placeholder rather than being invented. Creating a form does not create a tracked record, a review date or an action.

Records the tracking preview holds

Two record types, each with a title, reference, status, owner, start, end, review and due dates, and an optimistic version number.

Sites and projects

Location, client and project scope, held as the parent record for the activities assessed on it.

Assessments and activities

Activity, location, hazards supplied, controls supplied, assessor and evidence references, each linked to its site or project.

Five record statuses

Draft, active, review needed, completed and archived. Completed and archived records leave the active counts and date queues.

Stale-edit protection

Every save carries the version it was loaded from. A second tab saving an older version is rejected with a conflict instead of overwriting the newer edit.

Dates and actions it watches

Dates taken from your records

Review dates, due dates and end dates on active records, plus expiry and review dates on their evidence, are collected into one queue in date order.

Overdue, due today and upcoming

Anything past its date is overdue, today is due today, and anything inside the next 30 days is upcoming. It is date-only arithmetic on what you entered.

Actions

Each action has a title, owner, due date, notes, a normal or high priority, and an open or completed state. Completing and reopening an action changes the dashboard and queues immediately.

Four dashboard counts

Active records, overdue dates, open high-priority actions, and missing evidence — active records with nothing linked to them. All four are derived from saved rows, never from sample data.

Evidence it stores

PDF and Word files up to 10 MB each, filed against a record and checked against their declared format before they are stored.

Six evidence categories

Assessment, method statement, source reference, incident, attendance and other.

Dates on each item

Issue, expiry and review dates plus notes, so an expiring document appears in the same queue as a record review.

Reviewed copies of generated documents

A document you generated and reviewed can be linked to a record as evidence, keeping the template, document version and the snapshot that was reviewed.

Historic links stay put

Editing the document afterwards does not rewrite the linked snapshot; linking the newer version is an explicit action.

Reminders, import and questions

Daily email reminders

Once a day, a digest of review dates, evidence dates and actions that are overdue or due today, those due in the next 30 days, and assessments with no evidence linked. Sent to the reminder email in Settings, or the workspace owner, at most once a day and only when something is listed. Preview the exact email before any is sent.

Import from a document

Upload an existing risk assessment, method statement or site document as a PDF or Word file and Soteriaa proposes a record from what is written in it. You review every field before saving; status and related records are always yours to set, and the file can be filed as evidence on the new record.

Ask Soteriaa

Ask what is overdue, what is due in the next 14 days, which assessments have no evidence, or what is on file for a named site. Answers come only from this workspace's saved records; blanks are reported as not on file. It is read-only and never judges whether a control is adequate.

Workspace, roles and exports

Nine workspace sections

Dashboard, Ask Soteriaa, records, documents and evidence, deadlines and actions, forms and packs, reports and export, activity, and settings.

Four roles

Owner / director and admin can do everything including archiving and settings; an operations manager edits records, evidence and actions but cannot archive; a read-only auditor can read and export only.

People and pending invites

Settings lists everyone in the workspace with their role. An owner or admin can record an invite for an admin, operations manager or read-only auditor, and cancel it. Invites are held as pending: joining from an invite is not available yet, so no email goes to the person invited.

Server-side permissions

Every mutation re-checks the role, the company and the area on the server. Hiding a button is not the control.

Record summary export

Word, PDF or Markdown summary of one record with its supplied fields, evidence index, actions and the area's review note.

Activity trail

The 100 most recent workspace events, with the record they relate to.

Development preview status

Documents are released, tracking is not

The five documents and the pack are live and free. The tracking workspace runs in local development review only and is refused in production, so there is no sign-up, price or checkout for it yet.

Capacity and paging

A workspace holds up to 10,000 records and 20,000 evidence items and actions. Lists show 50 items a page with search and filters, and past the limit the workspace refuses to show partial counts rather than a short total.

Fair-use limits

Document import is limited to 100 documents a month and Ask Soteriaa to 100 questions a day per workspace, counted before any model call. When a limit is reached, records can still be entered by hand and every view still works. The numbers are provisional until plans are priced.

No inherited entitlement

A welding or sponsor subscription grants no access to this area, and this area starts no subscription.