Toolbox Talks

Record a toolbox talk — what was discussed, any safety alerts, an optional checklist — and get your crew to sign on that they attended, either on your device or their own phones via a QR code or link.

Who can use it — You need "view toolbox talks" permission to see the list, and "manage toolbox talks" permission to create one, run it through its stages, and open sign-on. Anyone invited as an attendee can sign their own acknowledgement regardless of these permissions. See Roles & Permissions for how access is set.

Where to find it — Safety & Compliance → Toolbox Talks in the sidebar.

How a toolbox talk moves through its stages

Every toolbox talk goes through four stages, in order, and can't skip or go backwards:

Draft — you're still filling it in.
In Progress — the meeting has started; the optional checklist submission is created here.
Signatures Open — content is locked, the sign-on QR/link goes live, and invited attendees sign.
Finalized — the meeting is closed and sign-on stops.

Setting one up

Open Toolbox Talks → New (or Create) and work through the tabs:

Meeting Setup — a Meeting Title / Topic, the Project it relates to, and an optional Scheduled For date/time.
Discussion & Alerts — three rich-text sections: Discussion Points, Safety Alerts / Incidents Reviewed, and General Notes / Worker Feedback. At least one of the three must have content before the meeting can be started — the sticky bar at the bottom shows "Add discussion points before starting" until it does.
Attachments — up to 10 photos or PDFs (SDS documents, safety memos, reference photos) with an optional caption each.
Attendees — pick Internal Attendees from people in your workspace. This is who gets a Sign Now notification and appears in the sign-on lobby count.
Optional Checklist — flip "Include a checklist" to attach a checklist template (e.g. a PPE confirmation) for the supervisor to complete during the meeting.

Saving creates the talk as a Draft — nothing is locked yet, and you can keep editing.

Running the meeting

From the toolbox talk's page, work through the header actions in order:

Fill Checklist (if a template is attached) — available while the talk is Draft or In Progress. Answer the questions as the supervisor; this is a single submission, not per-attendee.
Start Meeting — moves the talk to In Progress. Blocked if the title is missing or none of the three content sections have anything in them.
Open Signatures — moves the talk to Signatures Open. Blocked if a checklist is attached but not fully answered. This locks the content (see below), generates the sign-on QR/link, and notifies every invited attendee.
Finalize & Close — closes the meeting. Blocked while any invited internal attendee still hasn't signed, or while the checklist is incomplete. The confirmation dialog summarises internal signed/invited and external signed counts before you commit.

Content and attachment lock

Once signatures open, the content_locked_at timestamp is set and the meeting record is frozen — discussion points, safety alerts, general notes, and attachments can no longer be added, edited, or removed. Editing (via the Edit action) is only available while the talk is Draft or In Progress; it disappears once signatures are open. This keeps what attendees are signing off on from changing after the fact.

How workers sign on

Once signatures are open, a Sign-On Lobby appears at the top of the toolbox talk showing a QR code and a copyable link ("Scan to sign on"). It stays live for 7 days, shown as "Link expires …". If it expires, use Regenerate sign-on link — this issues a new QR/link and invalidates the old one.

Three ways to sign:

On their own phone — a worker scans the QR (or opens the link) and lands on a public sign-on page showing the discussion points, safety alerts, notes, and attachments. They tick a confirmation that they've read and understood it, enter their Full Name and Company, draw a Signature, optionally capture their location, and tap Sign On. No login required — the link's token is what authorises it.
Pass the Device — a supervisor's own device shows the same content recap plus a list of internal invitees with a Sign now button next to each. Tapping it opens a signature pad for that person to sign in turn. It also has an Add external attendee option for anyone not in the internal invite list (subcontractors, visitors). This mode works offline — signatures queue locally and sync automatically once the device is back online.
Sign Now from the list/table — an invited internal user viewing the Toolbox Talks list can sign directly from the Sign Now row action while logged in, without needing the QR flow.

A manager can also record a signature on someone's behalf from the toolbox talk's Attendees tab via Add Manual Attendee — useful for paper sign-on sheets you're transcribing, or anyone without a phone. This accepts a name, company, signed-at time, and a drawn or uploaded signature, and is available only while signatures are open.

Tracking attendance

The Workflow & Attendance panel on the toolbox talk shows the current step (1 of 4 through 4 of 4) plus live counts: Internal Invited, Internal Signed, Internal Pending, External Signed, and an Internal Completion percentage. The To Sign tab on the list page shows talks where you're invited and haven't signed yet; My History shows ones you've signed; Conducting shows talks where you're the conductor; All Company (admins only) shows everything.

Tips & common mistakes

Can't start the meeting? You need a title and at least one of Discussion Points, Safety Alerts, or General Notes filled in.
Can't open signatures? If you attached a checklist, every question needs an answer first.
Can't finalize? Every invited internal attendee needs to sign, and the checklist (if any) needs to be complete. The confirmation dialog tells you exactly what's outstanding.
Need to fix a typo in the discussion points after signatures opened? You can't — content locks the moment signatures open. Get it right before hitting Open Signatures, or add a note in a follow-up talk.
Old QR code stopped working? Sign-on links expire after 7 days. Use Regenerate sign-on link to issue a fresh one — anyone with the old link or QR loses access.
Someone without a company phone needs to sign? Use Pass the Device on your own tablet/phone, or Add Manual Attendee if you're transcribing a paper sign-on sheet.

Connected pages

SWMS — Safe Work Method Statements, the project-level safety documents toolbox talks often reference.
Plant Risk Assessments — machine-specific risk assessments, signed separately at prestart.
Project Library — where SDS documents and safety memos referenced in attachments usually live.