App - Flex Audits

The Safety Cloud 2 app is a great way to conduct your checks whilst out and about and sync them to the Safety Cloud web site. 

Please note - modern devices take high resolution photos that have large file sizes so limit the number you attach. If you add many photos this will increase the amount of data that your device will need to synchronise to the web. For example the latest iPhone stores images with a file size of 6 MB. If you add 30 photos your submission is now 180MB in size. On a good 4G signal this might take over 8 minutes to upload!

If you have permissions to complete the Flex audits on the web version you will have access to them on the mobile app too. This is controlled by dashboard managers if you have any issues accessing the information required a manager is able to contact help@safetycloud.com advising what access you require. 

To locate Flexi Audits within the app go to the required dashboard(s) and select Audits

To create a new form for an existing check the company conduct then you will need to select review audit. A review is carried out to ensure that the history of the check is maintained and schedule is maintained.

Once you have selected review Audit the app will show you the flexi audits which can be reviewed 

To review the audit, click on the flexi audit name. The information below the name tells you when the audit was last carried out and the user who carried this out. Note you may get a warning regarding carrying forward actions, this is just to let you know that the last record has open red actions against it and they will be carried forward to the flexi audit you are reviewing. 

Clicking on the green record ID number will show you a read only version of the previous audit. The red dots show open actions on the current audit you can edit/complete them before reviewing the audit again by clicking onto the red action dot.

Once you have clicked on the flexi audit name complete the question set. Any non compliant answers will automatically create an action. A pop up that briefly shows at the bottom of the screen when an action is automatically added.

You can edit the action by clicking on the action icon and clicking into the action. Note any files to demonstrate non compliance regarding a specific question should be added to the action that is generated and not the main flexi audit form. 

Here you can edit the details of the action and select save

While completing the flexi audit you can also add observations to each question

You can also add observation files regarding the specific question by clicking Files

You may have the option to include other comments and other files at the end of your form to allow additional data entry

At any stage you can save the form to the device by clicking the save  button on the top bar of the audit.

To return to a form that is not yet completed (just saved) you can go back to the flex audits section and click on the in progress record:

Once you are finished mark the form as complete

Confirm to save

The form will now sync to the web. Note that if you have added photos this may take some time due to the high resolution and therefore size of photos. You will see 'not synced' against these records:

Please allow sufficient time for the sync to occur. For a form with 3 photos this could take as long as 3 minutes, adding more photos will take longer. You will see a confirmation message similar to this:

Creating a New Audit (eg site inspection)

If you are online on the app and you want to create a new audit firstly the flexi audit must be in place on your web version with no records logged against it

Select the Audit module option from your main reporting dashboard and select 'Create New Audit'

Select audit to review and complete the form as per instructions above. 

Deleting Actions

You can delete any additional actions created while completing a flexi audit form. Please do not delete actions auto created from indicated non compliance when answering the question. 

Go to the main flexi audit page (by clicking into Audits from your main dashboard) and select 'Open Actions'

You can delete an action by long pressing on it in the Action List.