Briefings & Sign-Offs

Before work starts on site, workers must be briefed on the relevant RAMS and acknowledge that they understand the hazards and controls. The RAMSdoc mobile app makes this process digital, auditable, and fast.

Delivering a briefing

Step 1: Select the document

1. Open the app and select your project and site.
2. Tap Briefings on the dashboard.
3. Select the approved RAMS document you want to brief workers on.

The app displays the briefing summary — a condensed view of the key information workers need:

• Key hazards (top 5-8)
• Essential control measures
• PPE requirements
• Emergency procedures
• Site-specific information (assembly point, first aider, emergency contacts)

If a toolbox talk has been generated for the document, the briefing uses the toolbox talk content. Otherwise, it shows a summary extracted from the RAMS.

[Screenshot: Briefing summary screen showing key hazards, PPE requirements, and emergency info]

Step 2: Deliver the briefing

Walk through the briefing summary with your team:

1. Go through each key hazard and the controls in place.
2. Confirm PPE requirements.
3. Explain emergency procedures and point out the assembly point.
4. Highlight any site-specific rules or restrictions.
5. Allow time for questions.

Tip

If your team includes workers who speak languages other than English, you can show the translated toolbox talk alongside the English version. Translations are available in 11 languages.

Step 3: Capture sign-offs

After the briefing, each worker signs off to confirm they understood:

Using the app directly

1. Tap Start Sign-Off.
2. Pass the device to each worker (or use multiple devices).
3. Each worker:
   • Sees a summary of the key points
   • Taps a checkbox to confirm they understand
   • Provides a digital signature (finger or stylus on screen)
4. The app records:
   • Worker’s name (from their profile)
   • Date and time
   • GPS location
   • Document version they were briefed on
5. Once all workers have signed, tap Complete Briefing.

[Screenshot: Sign-off screen showing checkbox, signature area, and GPS indicator]

Using QR codes

For larger groups, use the QR code site board:

1. Display the Briefing Sign-Off QR code (printed on the site board or shown on your device).
2. Workers scan the QR code with their own phones.
3. They see the briefing summary in their mobile browser (no app required).
4. They read the key points, confirm understanding, and sign.
5. Sign-offs are synced to the briefing record automatically.

This is faster for large groups and means you do not need to pass a single device around.

Competency checks

When a worker signs off, RAMSdoc checks their stored certifications against the document’s competency requirements:

• If the worker has all required certifications → sign-off proceeds normally
• If a certification is missing or expired → the app displays a warning and blocks the sign-off

For example, if the RAMS requires PASMA certification for a tower scaffold task and John Smith’s PASMA certificate expired last month, the app will flag this. The supervisor can then either:

• Assign John to a different task that does not require PASMA
• Confirm that John will not be working on the scaffold (override with reason recorded)

[Screenshot: Competency check warning showing expired PASMA certificate for a worker]

Note

Competency checks require that workers have their certifications stored in their user profile. Encourage your team to keep their profiles up to date.

Viewing briefing records

After a briefing is completed, the record is available:

• On the mobile app — tap Briefings > Completed to see past briefings with who signed off
• On the web app — go to the document’s Sign-Off Records tab

Each record includes:

• Briefing date and time
• Document title and version
• Who delivered the briefing
• List of workers who signed off (with timestamps and GPS)
• Any competency warnings or overrides
• Workers who were present but did not sign off (if any)

Briefing best practices

• Brief before work starts — never let workers start a task without being briefed on the relevant RAMS
• Brief again after changes — if the document is updated (new version), brief workers on the changes
• Record everything — digital sign-offs create the audit trail. If a worker refuses to sign off, record why.
• Use toolbox talks — they are written at an appropriate level for site workers and focus on the key points
• Check competencies — use the automatic checks to catch expired certifications before they become a problem on site