Safety & Custom Forms · SubTrade feature
Compliance without
the binder
Paper hazard forms get rained on, lost in the truck, or filled out after lunch. Build each form once, add it to the job, and your crew scans a site QR code to tick the hazards, check their PPE and sign on their phone.
Up and running in under 10 minutes.
Safety Forms in 55 seconds: build the form once, add it to the job, scan, tick and sign on site.
Forms Management
Build the form once
Your FLHA, toolbox talk, lift inspection or the form your GC insists on, built in the office and used on every job from then on. Drag elements into sections, name the fields the way your crews talk, and preview it before anyone sees it. No developer, no PDF to retype.
- Fields: text, select, radio, checkbox, checklist, textarea, email, number, date, time, yes or no
- Photo capture and signatures, captured on the worker’s phone
- Location and weather elements, plus attendees for toolbox talks
- Static text, images, PDF attachments, calculations, dividers and two-column layouts
- Sections to keep a long form in order: site info, hazards, PPE, sign-off
- Each field has its own settings, conditional logic and automations
Option lists
Hazard and PPE lists, ready to pick
Nobody should be typing out ninety hazards by hand. SubTrade comes with system lists for hazards, PPE requirements, controls and safe work practices, and toolbox talk topics, ready for any select, checkbox, radio or predefined list. Add your own lists for the things only your shop uses, like your crew, your equipment or your GCs.
- Hazards: 96 items, from unguarded floor openings to silica and drywall dust
- PPE requirements, controls and safe work practices, toolbox talk topics
- Create your own lists and reuse them across every form
- Static options typed in, or imported, on any field
Approvals
Sign-off, built in
Some forms need a supervisor’s name on them before they count. Turn on approvals for that form and pick who signs: named people, or anyone with a role. Choose whether any one of them can approve it or all of them have to. Submissions that need sign-off wait as pending until they get it.
- Require approval form by form, not across the board
- Any one approver, or all must approve
- Approvers by name, or by role so it survives staff changes
- Pending approvals counted on the submissions page
- Signature settings, public access and duplicate submissions set per form
Project Forms
Add it to the job
Forms Management is where forms are built. Project Forms is where your team uses them. Open a project, add the forms that job needs from your library, and the crew on that site has them. A drywall job gets the hazard assessment and the lift checklists; an office reno might only need the FLHA.
- Add forms to a project from your library in one click
- Assigned forms, total submissions and approvals counted for the job
- Top forms by submissions, so you see what actually gets filled
- Public, duplicable and approval forms marked in the list
- Folders in the library: safety, office admin, quality control, material counts
QR codes
One QR code per form, per site
Every form on a project gets its own QR code for that site. Print it on an A4 page, tape it by the door or the gang box, and workers scan it with their phone camera to open the right form for the right job. Set it to expire, regenerate it, or revoke it when the job wraps.
- A QR code for each form on each project
- Copy the link, or print an A4 page for the site
- Expiry: never, 7 days, 30 days or 90 days
- Regenerate or revoke the code at any time
- Scanning opens the form already tied to that project
In the field
Ticked and signed at the tailgate
The hazard assessment happens where it should: on site, before work starts, on the worker’s phone. They tick today’s hazards, check their PPE, add a photo and sign with a finger. A two-minute phone form gets filled honestly; a twenty-minute paper one gets faked.
- Hazards, PPE and controls ticked on the phone
- Signatures timestamped and tied to the worker
- Photos and GPS location attached to the submission
- Equipment checklists with okay and not okay answers
- Reference images built into the form
Submissions
Every submission, on the job
Every form a worker sends lands on the project it belongs to. See the last 30 days at a glance, who is submitting and who has gone quiet, then filter down to exactly the one you need and pull the PDF. When the safety inspector or the COR auditor shows up, it is already there.
- Total, today, pending approval and approval rate for the project
- Submissions trend over the last 30 days
- Top submitters and inactive members, so gaps show up
- Filter by date range, worker, form and approval status
- Open any submission to see every answer, photo, location and signature
- Download the submission as a PDF
Common safety & custom forms questions
Questions, answered straight
Can crews complete FLHAs on their phones?
Yes. Field level hazard assessments are filled in and signed on phones at the start of shift, timestamped and tied to the worker and the project.
Can I build my own custom forms?
Yes. Any form your safety program or GC requires, built from 25 elements: checklists, text, dates, photos, signatures, location, weather, attendees and more. Build it once in Forms Management and add it to any job.
What is the difference between Forms Management and Project Forms?
Forms Management is where the office builds and organises forms. Project Forms is where a form is added to a job and used by the crew on that site. Build once, use on every job.
How do workers open the form on site?
Each form on a project has its own QR code. Print it on an A4 page and post it on site, and workers scan it with their phone camera to open the form for that job. You can set it to expire after 7, 30 or 90 days, or revoke it.
Can a supervisor sign off submissions?
Yes. Turn on approvals for a form and choose approvers by name or by role. You decide whether any one approver is enough or all of them must approve, and pending submissions are counted on the project.
Do I have to type out the hazard list?
No. SubTrade includes system lists for hazards, PPE requirements, controls and safe work practices, and toolbox talk topics. You can also create your own lists and reuse them across forms.
Where do completed forms go?
Onto the project they were filled for, filed by date. Filter by date range, worker, form or approval status, open any submission and download it as a PDF.
Does this help with COR certification?
Substantially. The documentation trail COR audits ask for, completed forms, signatures, dates and approvals, builds itself as your crews work.
Does it cost extra?
No. Forms are part of SubTrade on every plan, the same as time tracking, crew scheduling and progress billing.
Video tutorials
See safety & custom forms in the app
Short walkthroughs from the SubTrade team, each with a PDF guide your office can keep.
Part 1 of 4 · PDF guideForms, Part 1: The forms dashboard
Every form, folder and submission in one place. Start of the 4-part forms series.
Part 2 of 4 · PDF guideForms, Part 2: Build a form
Drag in the fields, preview it on a phone and add automations that email or open tasks on their own.
Part 3 of 4 · PDF guideForms, Part 3: Forms in your projects
Bring the right forms into each job, post a QR code on site and track every submission.
Part 4 of 4 · PDF guideForms, Part 4: Review submissions
Find any submission, see it the way the crew filled it in and download a branded PDF.