Every Feature in Detail

Company & People Database

Every contractor company and worker in one searchable record.

• Supplier database and record profilesOne searchable record for every contractor and supplier company, shared by every site and team.From Arrive
• Individual worker recordsEach worker has their own record, so a qualification belongs to the person who holds it, not just their employer.From Arrive
• Duplicate preventionSearch checks every field for an existing match and sorts alphabetically, so the same company isn’t added twice.From Arrive
• Bulk select for questionnaires and inductionsSelect many contacts at once and send them questionnaires and inductions together.From Arrive
• Staff database and house contractorsKeeps in-house staff and resident contractors in the same system as visiting contractors.From Stay

External Supplier Portal

Contractors upload and update their own documents, no login details needed.

Included from Arrive

• External self-service supplier portalContractors submit and update their own documents, so your team stops re-keying email attachments.
• People Matrix in the Supplier PortalSupplier contacts see their own workforce’s compliance at a glance: valid, expired, pending or still required. On for every client that uses credentials.
• Simpler contractor loginA clearer portal welcome makes it obvious no username or password is needed. Company contacts who are also users are sent straight to the right place.
• Requirements shown in the portalRequirements that can’t be uploaded, such as inductions, are shown to suppliers in the portal and the Expected On-Site view.
• Email links open the portalLinks in Heresafe’s emails take contractors straight into the supplier portal.

Banned Contractor Management

Banned at one site means banned across your whole organisation.

• Banned and archived user bannerBanned or archived users see a clear banner explaining their status and what to do next.From Arrive
• Banned contractor managementA company or worker banned at one site can’t be added back anywhere else in the organisation.From Work

Custom HSEQ Questionnaires

Your own prequalification questions, with branching, for every contractor.

• Custom HSEQ questionnaireA questionnaire written around your own standard sits behind every new contractor and supplier.From Arrive
• Questionnaire self-configurationEdit, add, remove and reorder questions and change branching in your own questionnaires on a visual flowchart, without asking Heresafe.From Arrive
• Multiple custom questionnaire typesDifferent questionnaires for different contractor types or risk levels.Enterprise add-on

Document Request & Management

Request any document, review it with Accept, Reject or Refer and chase what is missing.

Included from Arrive

• Document requests and 50GB storageRequest any document type you need (insurance, RAMS, Modern Slavery statements and more) and store it against the company or worker.
• Built-in document review workflowReviewers accept, reject with a reason or refer for a second opinion. The contractor is told automatically.
• Re-request buttonChase outstanding project credentials in one click, with each re-request date recorded.

Projects & Authorisation to Work

Set the credentials each job needs and see who is cleared for it.

• Projects and Authorisations to WorkCreate projects and jobs, set the credentials each one needs and see which companies, workers and sub-contractors meet them.From Work
• Project dashboardsJob-by-job compliance, including a column that turns green once every selected permit is issued.From Work
• Active company and worker allowanceWork covers up to 250 companies and 1,500 workers on a project or issued a permit; Stay covers up to 500 and 3,000. Arrive is uncapped because it holds compliance records only.From Work
• Single contractor editingSwap the contractor on a project in four clicks from the project or Project Search, without deleting or rebuilding.From Work · Switched on by request
• Auto closure on projectsProjects close themselves shortly after midnight once their end date passes.From Work · Switched on by request
• Multiple companies on projectsMore than one contractor company on the same project, each approved onto it separately.From Work · Switched on by request
• Restricted areasClients mark restricted areas on their sites, and any project or work in those areas needs extra approval before it can go ahead.From Stay
• Automated Requirement Manager (ARM)Tag each contractor with the services they provide and Heresafe adds the mandatory credentials for that service to every project automatically, with extra requirements still added ad hoc. Heresafe sets it up from your services matrix; change a service’s requirements later and live projects update to match.Enterprise add-on

Approval Controls & Audit Trail

Stop non-compliant companies being approved and record who overrides.

Included from Work

• Project approval restrictionsA company can’t be accepted onto a project until every required credential is approved, unless a user has override permission. On by default and can be switched off.
• ’Approved by’ audit trailShows which user approved each company onto a project and when, including any override of a missing credential.

Digital Permits

Full digital permit issuance, built into Work and Stay with no separate purchase needed.

• Digital permit issuingIssue, send, accept, sign and close permits digitally across every location, with e-signatures, a work team register and RAMS attached. Nine pre-set permit types are included.From Work
• Permit dashboard, issue log and reportingEvery live permit by status and type, plus a log and reports you can export.From Work
• Permit duplication and handoverCopy a permit for repeat work and hand it over cleanly between shifts.From Work
• Restrict permit issue to inducted workersOnly workers who have completed induction, from approved companies, can be issued a permit.From Work
• Permissions by permit typeOnly the right people can issue each type of permit.From Work
• Automated permit notificationsAlerts track each permit’s issue, acceptance and return.From Work
• Schedule permit remindersSet reminders against permits so returns and renewals aren’t missed.From Work
• Block permits without a valid inductionOnly people with a valid induction can be added to a permit.From Work · Switched on by request
• Permit audit recordingRecord and upload your own permit audits directly against permits.From Work
• Permit search and logSearch and filter permit history by issuer, status, location, date, company, project reference and parent location, with description of works shown.From Work
• Project, permit and check-in mappingLive permits, projects and check-ins on a site map, so overlapping work is visible before it becomes a clash.From Stay
• Custom permit templatesYour existing permit paperwork digitalised as permit templates, beyond the pre-set library. Currently priced from £1,250 per template.Enterprise add-on

Remote Induction & Assessment

Share your own induction content before arrival, with an assessment that checks understanding.

• Your own induction contentContractors complete your induction before arrival and finish with an assessment that checks understanding.From Arrive
• Prequalifying induction assessmentAn assessment that has to be passed before the contractor is cleared.From Arrive
• Induction dashboard and pre-arrival materialShows who has passed and who hasn’t, and shares site material ahead of the visit.From Arrive
• Multiple induction and assessment typesDifferent inductions for different sites, areas or visitor types, beyond Stay’s standard assessment.Enterprise add-on
• Custom animated induction videosA bespoke animated induction made for your site.Enterprise add-on
• Multilingual supportInductions and content in more than one language.Enterprise add-on

Site Check-in

Check-in and out tracking, then kiosk mode and self-service mobile check-in with geo-tagging.

• Check-in and check-out trackingCheck contractors in and out against a project and see any issues in one place.From Work
• Check-in times on contact cardsHover over On Site to see exactly when a contractor checked in.From Work
• Named check-ins and check-outsRecords which team member checked each contractor in or out.From Work
• Check in without a projectLets contractors check in even when they aren’t on a project.From Work · Switched on by request
• Self-service mobile check-inContractors check themselves in on their phone by geo-tagging, QR codes or both, which suits large sites without a manned entrance. QR codes can be generated and printed for each location you set up.From Stay
• Kiosk modeA self-service check-in kiosk at your entrance.From Stay
• Custom visit questionsYour own questions asked when contractors check in or out.From Stay

Digital Badges

A pass a supervisor can scan to see documents, permits and induction status.

• Printable digital badgesPrint a worker’s digital badge as a paper pass when a physical copy is needed.From Work · Switched on by request
• Photo on digital badgesShows the worker’s photo on their digital badge.From Work · Switched on by request
• Check in and out from digital badgesWorkers check in and out straight from their digital badge.From Work · Switched on by request
• Other issued item trackingKeep track of other items issued to workers on site.From Stay
• Digital badgeA digital pass a supervisor can scan to see a worker’s documents, permit status, induction and approved area.From Stay
• Custom badge templatesDigital and printable badge designs built around your own site passes.Enterprise add-on

On-Site Now & Expected On-Site

Who is due, who has arrived and who is on site right now, across every location.

Included from Work

• On-site now reportingEveryone currently on site, across every location, live.
• Expected on-site reportingWho is due, when and which permits they will need.
• Live Project SearchFind any job by name or location in seconds.

Automated Alerts & Escalations

Renewal reminders, configurable alerts and escalations by email and SMS.

• Automated email alertsNotifications to the right people when something needs attention.From Arrive
• Automated renewal reminder alertsSuppliers are reminded before documents expire, so the approved list stays current.From Arrive
• Configurable alertsChoose which alerts fire, who gets them and how they are sent.From Work
• SMS alerts (5,000 a year)Text alerts, for example to tell a site manager the moment someone arrives. Additional SMS bundles are an Enterprise add-on.From Stay
• Custom escalation processesEscalation routes built around your own chain of responsibility.Enterprise add-on

Digital Dashboarding & Reporting

Live dashboards with trends and exportable reports for every audit.

• Digital dashboards and reportingDashboards for projects, approvals, visitors, inductions, permits and credentials.From Arrive
• Credential reportingTracks credentials from awaiting response to verified, rejected, expiring in 7, 14 or 30 days and expired.From Arrive
• Exportable configurable reportsHistorical visits, permits, passes, projects and inductions, all exportable.From Arrive
• Overview Dashboard with trendsVolumes and approval status across the organisation, each with its own trend over time.From Work
• Custom report formatsA report built to match your board pack or audit template.Enterprise add-on

Usage Stats & Reporting

See how Heresafe is used and which of your users are logging in.

Included from Stay

• Usage stats and reportingCredentials, inductions, logins, permits, projects and visits, broken down by type in one view.
• Internal user reportYour own users, their roles, last login and number of logins, exportable.

Contractor Rating

Custom project and contractor review questions, with star ratings stored against the project and profile.

Included from Stay

• Project and contractor review questionsScore a contractor on completed work with star-rated questions, with an average shown on their profile and in search.
• Project questions timelineA timeline of every question asked against a project and the answer given.

Uncapped Users, Permissions & Roles

No cap on users or user types, with role-based permissions from Stay.

• Uncapped users and user typesNo limit on users or user types on any package.From Arrive
• Uncapped company and worker profilesNo limit on company and worker records on any package.From Arrive
• Login optionsMagic link login, username and password, or both, with an option to ask for a password after a magic link sign-in.From Arrive
• Configurable role-based user permissionsDecide exactly what each role can see and do.From Stay

Workspaces & Locations

Add your own locations, with extra workspaces available on Enterprise.

• Self-serve locationsAdd locations and sub-locations yourself, with latitude and longitude for map accuracy.From Work
• Extra workspacesEvery package includes one workspace. Extra workspaces, each with their own visibility, locations and sub-locations, can be added on Enterprise.Enterprise add-on

Single Sign-On & Branding

Microsoft sign-on, a custom login homepage with your logo and your own brand colours.

• Custom login homepage with company logoYour own login homepage with your company logo.From Arrive
• Custom brand coloursHeresafe in your own brand colours.From Work
• Azure AD single sign-onYour team signs in with their existing Microsoft accounts.From Stay

Custom Workflows & Configuration

Workflows, email templates and contract terms built around your organisation on Enterprise.

• Security and hostingISO 27001 certified, UK-hosted, maintained and backed up, with business continuity in place.From Arrive
• Support, training and deploymentProfessional services for deployment, two online training sessions, account management and application support of 2 hours a month on Arrive, 3 on Work and 4 on Stay.From Arrive
• Heresafe CommunityFeedback board, public roadmap, changelog, help centre and the Safee AI assistant.From Arrive
• In-app messenger and surveysChat and surveys inside Heresafe, alongside the in-app feedback board.From Arrive
• Company data importYour existing contractor company data imported when you set up Heresafe.From Arrive
• Custom workflowsWorkflows set up around how your organisation already works.Enterprise add-on
• Custom email templatesNotifications written in your own wording.Enterprise add-on
• Additional data importsFurther contractor data imports beyond the general company import included at set-up.Enterprise add-on
• Enterprise contract, onboarding and supportYour own contract terms, custom onboarding (IT security reviews, vendor questionnaires, procurement sign-off) and support beyond the included hours.Enterprise