• Select an existing site, or enter a site name, an address, or both. Existing sites are linked automatically where possible.
• Add attendees and capture their signatures where required. Duplicate selected workers are hidden from attendee pickers.
• Previous Meeting Minutes loads unresolved minutes from approved earlier meetings and New Business from earlier saved Draft or Approved meetings for this site, strips stacked site prefixes from carried-forward items, keeps a hidden tracking code on each item, avoids duplicating existing items, and once an item is marked Completed = Yes in any saved meeting — including a Draft — it is not loaded again.
• Offline Field Use: Previous Meeting Minutes can use the 7-day meeting pack prepared from Dashboard. New/recent meetings can be opened and saved offline; attachments, Print, Draft PDF and Approve require internet.
• When a Previous Meeting Minute is marked Completed = Yes, the Completed Date auto-fills to today if it is blank and can still be changed manually.
• Upcoming Tasks/Potential Risks Assigned To uses the same worker search style as attendees and stores the selected worker behind the scenes.
• Add Upcoming Tasks/Potential Risks as needed. These can be changed until approval.
• Inspection Issues are loaded separately from Previous Meeting Minutes for this site; unresolved issues can appear again at later meetings until completed.
• Incidents / Near Misses are pulled from Incident Reports for this site rather than typed into the meeting. New incidents since the previous Toolbox Meeting and older Pending incidents are included.
• Attach files/photos as evidence. Uploads are limited to 20MB and unsafe file types are blocked.
• Save stores the toolbox meeting as a draft. Draft PDF and Approve appear after saving for authorised users.
• Draft PDF and Approve require the current Completed By signature. Save does not permanently keep an old Completed By signature.
• Approve is two-step: click Approve, read the popup, then click Confirm Approve. Approval creates the final PDF, saves the Completed By signature, and locks this toolbox meeting permanently.
• Print uses the current form without opening an extra about:blank tab. Approved meetings reopen read-only with Print and Close only. Email is sent from the Meetings database page after a Draft or Approved PDF exists.