Introduction

SafetyDocs is a SaaS platform designed to revolutionize how event teams manage safety documentation. It replaces static, outdated paper files and PDFs with live, mobile-ready safety documents, ensuring improved communication, compliance, and on-site decision-making. Its primary purpose is to centralize and synchronize critical safety information for event organizers and their teams.

Target Audience

The platform caters to a wide range of event organizers, from those managing small gatherings like weddings and fairs to large-scale corporate events and those requiring compliance with regulations like Martyn's Law. It's ideal for any event team looking to streamline safety processes, reduce administrative burden, and enhance real-time incident response.

Key Features

• Live-Syncing Mobile Access: Provides real-time access to safety files on mobile devices, even offline, ensuring teams always have the correct version.
• Master Data Synchronization: Centralizes key information in a master document, automatically populating updates across all related safety plans and risk assessments.
• Extensive Template Library: Offers over 65 Risk Assessment Templates and 13 essential documents for a comprehensive event safety file.
• Dedicated Domain & Hosting: Large organizations can benefit from a branded, dedicated domain with complete admin control and unlimited users.
• Mobile App (iOS & Android): Facilitates instant access, real-time updates, and on-site risk assessments for team members.
• Easy Document Creation & Editing: Allows users to upload existing documents for editing or create new ones, with easy deployment.

Use Cases

SafetyDocs is invaluable for event organizers who are tired of the inefficiencies and risks associated with traditional document management. It solves common problems like version control issues (e.g., "Final_V2.pdf"), the manual and error-prone process of updating information across multiple documents, and the lack of clear access control in generic file-sharing platforms like Dropbox or Google Drive. In an emergency, the platform provides quick, searchable access with live hyperlinks and emergency contact buttons, which is crucial for rapid response.

For events requiring strict compliance, such as those falling under Martyn's Law for 800+ attendees, SafetyDocs simplifies the process of documenting protective measures, assessing vulnerabilities, and ensuring readiness for regulatory reviews. It helps teams maintain a professional image in front of authorities by demonstrating proactive and organized safety planning.

Pricing Information

SafetyDocs offers a flexible pricing structure, including a 14-day free trial with no credit card required. Individual users can access a free demo account or opt for "Portal Access" at £6.99 per month to create and download their own documents. For specific events, the "Single Event" plan is available for £249, offering unlimited users and full template access. Larger organizations can inquire about "Corporate" solutions, which provide a tailored, branded platform with custom templates and full support.

User Experience and Support

The platform emphasizes ease of use, allowing for easy editing and deployment of documents via its mobile app. Users benefit from help guides, support documentation, and a ticket system for assistance. Dedicated support hours are available Monday-Friday (8 AM-6 PM) and Saturday-Sunday (9 AM-5 PM). The mobile app is designed to keep teams in sync with live updates and instant access to critical information, even offline.

Technical Details

SafetyDocs operates on secure, cloud-based servers, incorporating security features like username/password authentication and 2FA. Admin rights allow for granular control over user access, ensuring only invited users can view sensitive information. The platform is regularly tested against brute force attacks by external organizations, highlighting its commitment to data security. While specific programming languages are not mentioned, its cloud-based nature and mobile app integration suggest a robust web and mobile development stack.

Pros and Cons

• Pros:
  • Eliminates version control issues with live-syncing documents.
  • Significantly reduces administrative time and errors.
  • Enhances compliance with safety regulations and legal requirements (e.g., Martyn's Law).
  • Provides instant, mobile access to critical safety information, even offline.
  • Offers a comprehensive library of risk assessment templates.
  • Improves on-site decision-making and incident response.
  • Secure, cloud-based platform with robust access controls.
• Cons:
  • Requires initial effort to upload and adapt existing documents.
  • Disclaimer notes it's not a substitute for a full risk assessment, requiring user diligence.
  • Corporate pricing is "POA" (Price on Application), which might require direct contact for larger organizations.

Conclusion

SafetyDocs empowers event teams to move beyond outdated, static safety documentation, offering a dynamic, compliant, and efficient solution for managing event safety. By centralizing information, ensuring real-time access, and streamlining updates, it helps organizations stay confident, compliant, and in control. Explore SafetyDocs today to transform your event safety planning and ensure everyone goes home safe.