Managing contractors requires several conditions to be met before a worker starts work. The documentation must be compliant, and the team must check the requirements set for the role or project. In addition, where applicable, safety induction and approval go hand in hand: the worker must complete the induction the organisation requires for approval. When these steps rely on manual processes, separate tools and in-person sessions, they take up team time and require travel. As a result, they also slow down the onboarding of new workers.
To meet this challenge, AISP implemented two complementary but independent solutions at the client. The first is a digital document management platform for managing and approving companies, workers and equipment. The second is GEDOC SafetyGo, which delivers safety inductions digitally. The certificate issued once the induction is completed links the two processes. This document then becomes one of the worker’s requirements on the document management platform and counts towards approval.
The project at a glance
| Challenge | Approve contractors and deliver safety inductions without relying on in-person sessions |
| Solutions implemented | Document management platform + GEDOC SafetyGo |
| Document management | Management and approval of companies, workers and equipment |
| SafetyGo | Digital content, assessment quiz and induction certificate |
| AISP’s involvement | Implementation, configuration, administration, training, document management and technical support |
| Impact | Less travel and lower costs, greater autonomy and an induction built into the approval process |
The challenge of safety induction and approval
The client needed document control over external companies, their workers and the equipment used to deliver services. To meet this need, AISP implemented a document management platform that centralises requirements, documentation, reviews, outstanding issues and approvals. In this way, the status of each process can be tracked in a structured way.
However, document compliance was not the only condition. Before starting work, certain workers also had to complete a safety induction. In the previous model, the safety officer had to travel to the work centre to deliver the content in person. In addition, schedules had to be aligned and the process repeated whenever new workers arrived. As a result, the frequent arrival of contractors turned a necessary safety activity into a costly operation. It involved travel costs, specialist time and dependence on the trainer being physically available.
The challenge was to digitalise this step without reducing control. Workers needed to be able to complete the induction on their own. However, the process still had to deliver the content, assess understanding and produce evidence that could be used for approval.
The solution
AISP implemented GEDOC SafetyGo as a standalone service for safety inductions. At the same time, it kept the document management platform as the solution responsible for the approval process. Each technology therefore handles the function it is best suited to. However, AISP organised both to work as one continuous flow.
In SafetyGo, each worker can access the induction individually on a digital device and view the content defined by the client. Next, they answer the quiz set to assess their understanding of the information. As a result, the induction no longer depends on an in-person session or on the safety officer being at the work centre. Each worker completes the process under the conditions set by the organisation.
Once the worker successfully completes the induction, SafetyGo issues the corresponding certificate. This document is the functional link between the two services. For this reason, it goes to the worker’s record on the document management platform. There, it becomes an approval requirement alongside the other applicable documentation.
In this way, the solution keeps the two systems independent without fragmenting the process. SafetyGo delivers the induction and its evidence. Meanwhile, the document management platform combines that evidence with the other requirements and supports the approval decision. The worker only moves forward once the conditions set for the process are met.
AISP’s role
AISP began by analysing the client’s process and defining the most suitable architecture for both needs. On the document management side, the team configured companies, workers, equipment, requirements, statuses and approval workflows. On the safety side, it implemented SafetyGo and adapted the service to the organisation’s induction model.
The implementation was not just about providing two tools. First, the team had to determine when each solution comes in and what information each one should produce. It also had to define how the induction evidence should feed into the document process. As a result, this coordination avoids duplicated processes and keeps a clear sequence between safety preparation and approval.
After go-live, AISP provides administration, configuration, training and technical support for both solutions. In addition, it handles content updates, new projects, new users or changes to requirements. When needs go beyond the available configuration options, AISP also liaises with the teams responsible for technology development.
This ongoing support keeps the solutions aligned with operations, rather than leaving them static after implementation.
The impact on safety induction and approval
The implementation brought concrete changes to two critical steps in preparing contractors. Document management now centralises and structures the approval of companies, workers and equipment. Meanwhile, the safety induction no longer depends on the safety officer travelling to the work centre. Each worker can now access the content digitally and complete the quiz. They also generate evidence that the induction is complete, which then becomes part of their document file.
For the client, this change meant lower travel costs and more efficient use of the safety team’s time. In fact, repeated in-person sessions no longer tie up this team. Workers also gained more autonomy and flexibility. At the same time, the organisation kept the traceability the process needs and now links induction completion directly to document-based approval.
An architecture of specialised solutions
The value of the implementation also comes from how AISP structured two different needs as parts of a single process. Instead of putting every feature into one application, AISP implemented specialised solutions and defined a clear link between them. In this way, SafetyGo produces the evidence of safety preparation, and document management uses that evidence for compliance control. As a result, this architecture simplifies operations without losing rigour. It also lets each solution evolve according to its own role.
The project therefore shows the value of an implementation that starts from operational reality rather than from technology. First, the team understood where effort was being wasted. Then it selected the right response, configured each solution and ensured continuity of information. Together, these steps reduced costs and freed up resources without creating a parallel process or losing control over approval.
Digitalisation did more than replace an in-person session. It reorganised the process so that safety, induction evidence and document management work together, with less operational effort and faster response.
See also: GEDOC SafetyGo: An innovative solution for safety and environmental induction and Digitalising safety induction on construction sites. For good practice in safety information and training, visit EU-OSHA.