The Workflow Behind the Compliance Calendar

Mandatory and Optional Activities in 4HSE

4HSE is a cloud-based software designed to simplify occupational health and safety management, with a strong focus on deadline tracking. One of its core features is the compliance calendar, which helps keep track of safety-related actions and their deadlines to ensure regulatory compliance.

The activities managed in 4HSE fall into five main categories, each with two levels:

• “Requirement” level, which refers to mandatory actions
• “Planning” level, which is optional but allows for more structured management

1. Training (Courses and Sessions)

   • Requirement: Each worker must complete mandatory safety training.
   • Planning: Detailed planning with dates, locations, and instructors. A certificate is issued.

2. Health Surveillance (Protocols and Medical Visits)

   • Requirement: Medical checks based on risk assessment.
   • Planning: Scheduling medical exams and related protocols.

3. Personal Protective Equipment (PPE and Deliveries)

   • Requirement: PPE must be delivered and used.
   • Planning: Tracking specific equipment and delivery dates.

4. Maintenance (Plans and Work Orders)

   • Requirement: Regular maintenance of equipment.
   • Planning: Work orders and maintenance plans.

5. Procedures (Procedures and Reports)

   • Requirement: Compliance with safety and operational procedures.

Step 1: Identifying Homogeneous Work Groups

Identify groups of workers who perform similar tasks (job roles, work phases, tools used, work locations).
Example: Giovanni Bianchi – “Machine Tool Operator” – “Mechanical Workshop” department – “CNC Lathe”.

Navigate to: My Project / Locations / Milan / HR / Job Roles
Click on: New → Enter job title → Save

Select the “People” tab → Click on “New” → Select worker → Save

Step 2: Identifying Hazards and Mitigation Actions

Identify hazards related to each job role and tool, and assign corresponding mitigation actions.
Example: Hazard “Injury from contact with moving parts” → Mitigation: “Training on safe use of CNC lathe”.

Select the “Hazards” tab → New Hazard → Enter name → Save

• Go to the Risks tab
• Double-click on the Hazard
• Mark as Present
• Open the Actions tab

• Click New
• Select Training course

Step 3: Assigning Mitigation Actions to Workers

Assign each mitigation action to the appropriate worker.
Example: Giovanni Bianchi → Action: “Training on safe use of CNC lathe”
→ Certificate issued, valid for 24 months.

• Navigate to Actions / Training / Site Courses
• Select the training action → Recipients tab

• Click New
• Select the worker → Save

Step 4: Monitoring Certification Validity

Each action comes with a certificate that has a validity period. 4HSE monitors these deadlines and sends automated reminders.

Possible certificate statuses:

• New: No certificate issued
• Valid: Currently active
• Expiring: Near expiration
• Expired: No longer valid

Step 5: Renewing Certificates and Managing Future Deadlines

When a certificate is expiring or expired → proceed with renewal.

Navigate to: Guided Procedures / Mass Certificate Creation

Select worker-course combination

Create certificate

Planning: You can also schedule periodic audits and checks.

The Final Compliance Calendar

The system generates a compliance calendar listing all actions, recipients, and certification statuses.

Example – Giovanni Bianchi’s Calendar:

• Recipient: Giovanni Bianchi
• Action: Training on safe use of CNC lathe
• Status: Valid
• Certificate Expiry Date: 15-09-2026

Conclusion

Thanks to a structured workflow, 4HSE makes it easy to track safety activities and deadlines. From identifying homogeneous work groups to managing risks, issuing and renewing certificates, and planning preventive measures, the platform offers a comprehensive tool for ensuring regulatory compliance.