Inspections repeat at the same places and on the same equipment, often every month. Paper checklists get lost, hazards reported by phone are forgotten, and at the audit nobody can prove what was checked, when and by whom.
Put a QR code on each place you inspect
Create a place of interest for each building, floor, workshop or machine room you inspect. Put a QR code or NFC tag with its custom ID at the entrance. The inspector scans it, so each report is linked to that place, with GPS and time. See Setting up places of interest (POIs).
Register inspected equipment as assets
Create an asset for each fire extinguisher, first-aid kit, ladder or emergency exit, with your inventory number as the custom ID and a QR code on it. The asset history then lists every inspection of that one item. See Tracking assets such as bins and vehicles.
Example: an inspector scans the QR code on a fire extinguisher, photographs the pressure gauge and picks the tag (previously called type) Checked.
Tag inspection results, hazards and near misses
Create one result category with the tags Checked, Defect found, Hazard and Near miss. Set it to require at least one tag, so no report is saved without a result. This requirement applies to every report, so every reason to report must fit this category. Add an optional category for details, such as Missing protective equipment or Blocked exit. See Adding and editing tags (types) for reports.
Alert the safety officer to new hazards
Send an email alert to the safety officer for Hazard and Near miss. The alert goes out when a new report has the tag. It is not sent when someone changes the status later. See Activating an email alert notification.
Follow every corrective action with statuses
Use statuses such as Open, Action assigned and Resolved. The office sets Resolved only after a new photo shows the fix. The status history shows when each step happened. See Tracking report progress with statuses.
Which features to use
| Feature | Use it? | How |
|---|---|---|
| Places of interest | Yes | One per inspected place, with a QR code at the entrance |
| Assets | Yes | One per extinguisher, kit or machine, with a QR code on it |
| Email alerts | Yes | Hazards and near misses to the safety officer |
| Statuses | Yes | Corrective actions from Open to Resolved |
| Tasks | Sometimes | An inspection round or a fix for your own team, with an expiration date |
| Groups | Sometimes | One per site team, so managers see their team’s reports |
| Venzeo™ Request | Rarely | Proof of a fix from an outside contractor without the app |
To see who changed a report’s tags, status or photos, see Checking who changed a report in the audit log.