Forms: use your own PDF, Word or Excel form

For admins: add the form

Forms → All forms → Add form. Give it a name and a category, choose Uploaded file, and attach it — a PDF, a fillable PDF, a Word document or an Excel sheet. You can change the file later from the form's Template tab; the old one is replaced, not kept.

For workers: fill it in and send it back

Forms on your personal side lists every active form; a downloadable one says so. Open it, tap Download the form, fill it in — on a computer, a tablet, or on paper — then Upload the completed form: the file itself, or photos of the signed pages. Your supervisor is told it has been filed.

Turn findings into action items

On the submission's page, Add action item: a title, what needs doing, who does it and by when. Assign it to a person, or to a position so everyone in that role sees it. Whoever it's assigned to gets a notification that opens straight to the item in their Action Items, and it appears in the company-wide Action Items register for admins, linked back to the form it came from.

Sign-off: who approves a submission

Turn on Require admin sign off on a form or inspection type and each submission waits as pending until someone signs it off. A Company Admin can always sign off. To let an Admin review and approve everyone's submissions, give them Sign Off Form Submissions or Sign Off Inspection Submissions on their own Access tab. Nobody can sign off their own submission unless they're a Company Admin — someone else has to.

Signing happens on the document

A submission is signed off on its review screen, never from a list. Open it from Waiting for approval (or Review and sign on its page) and the submission shows as a PDF laid out like the paper form — every question in order, the answers in boxes, and the signature block at the bottom. The Sign button unlocks once the document has loaded. Type your name and sign: your name, the date and time, and the exact version you read go on the record, and the PDF's signature block shows it from then on. Tickets are verified the same way, with the uploaded ticket open above the button.

If a submission changes after it's signed, the signature stays on the record marked Signed on an earlier version, and it goes back to waiting for a new sign-off.

The same works in Inspections and Meetings

• Inspections: open a hazard & safety form type and, on its Overview tab, use Blank form to upload a PDF, Word or Excel copy. Workers choose Upload completed form on the inspection, tap Download the blank form, fill it in, and upload it back — PDF, Word or Excel.
• Meetings: a meeting type's presentation can be a PDF, a Word document or a PowerPoint, and a meeting's own documents (agenda, minutes, sign-in sheet) can be PDF, Word, Excel or a photo.