Client software / app

Vox Solutions Ltd is looking for a secure online platform to manage health and safety and HR services for multiple clients. We need one place to publish documents, track employee sign-off, manage reviews and bookings, and respond to changes reported by clients. The platform should be easy to use on a phone and on a computer.
Users and permissions

• Vox Solutions administrators. Manage client workspaces, publish and update documents, set review dates, respond to requests and manage audit availability. View outstanding work across clients from one dashboard.

• Client managers. Access their own company workspace, manage employee accounts, issue documents to individuals or groups, monitor completion, book audits and submit change requests.

• Employees. View the resources available to them, read and sign or acknowledge assigned documents, and access their own completed copies or records where applicable.

Documents and employee sign off
• Company documents. Upload existing Word and PDF files for clients to view, organise them by topic and keep a history of versions. Show which version is current.

• Section for training; training matrix for all named employees that can be easily edited. Perhaps with notifications of the expiring training.

• Signing and acknowledgements. Support read-and-understood acknowledgements for policies and electronic signatures for documents. Record the signer, date and time, and exact version.

• Tracking and reminders. Set due dates and send reminders for unsigned documents or document review. Show completed, outstanding and overdue assignments. Set review dates and notify the responsible person before and after the due date. Record review outcomes and reissue revised documents for fresh sign-off when needed.

• Shared resource library. Provide a searchable library of Vox Solutions templates, guidance and standard forms. Control which clients can view or download each resource.

Live working documents and site checklists
• Create and complete on site. Employees can use a phone or tablet to create a live checklist from a pre done template, save it as a draft and submit it to the portal. Examples include site inspections, equipment pre-use checks and vehicle walkarounds.

• Record and follow up. Capture the site, date, person completing the check, findings and photos. Flag issues for managers to review and track follow-up actions to closure.

Audit bookings and workplace changes
• Audit calendar. Let client managers see available slots and book or request audits with myself. Capture the audit type, site address and contact details. Send confirmations and reminders, and support rescheduling and cancellation. OR have a system where I can let them know they will be getting an unplanned audit within the next 2 weeks and they can confirm or reject if they aren’t available.

• Changes and requests. Let clients request document amendments or report workplace changes such as new equipment, tasks, premises or working arrangements. Allow attachments, notify Vox Solutions and show clients the status and response history.