Converting your SafetyDocs Word documents into interactive SafetyCulture checklists is the best option for usability and compliance tracking.
Introduction
SafetyDocs templates have been developed to provide a comprehensive framework of compliant and professionally written HSEQ documentation. These templates contain all the core content required to build digital checklists, forms, and registers that align with legislative and industry standards.
This foundational content is essential for developing any interactive or digital format — not only within SafetyCulture, but across any electronic platform that supports HSEQ management systems. By using SafetyDocs materials as your base, you can ensure your digital tools remain compliant, consistent, and aligned with WHS best practices.
Purpose
This guide explains how to convert SafetyDocs Word documents (e.g. SWMS, SOPs, WHS Manuals) into fully interactive SafetyCulture (iAuditor) templates for use on desktop and mobile devices. This allows teams to complete, sign, and store WHS documentation digitally.
Just as each workplace is unique, these templates should reflect your specific activities, workflows, and safety requirements. Customisation ensures that your converted documents remain relevant, practical, and compliant.
Step 1: Review and Prepare Your SafetyDocs File
- Open your SafetyDocs Word document.
- Identify and highlight interactive or actionable sections, such as:
- Checklists (Yes/No/NA)
- Risk control measures
- Task steps and verification fields
- Signature or approval sections
- Remove static content (e.g. long policy text) that does not need to be filled out in the field.
- Tip: Keep the full Word/PDF version stored in SafetyCultures’ “Documents” area for reference.
Step 2: Log In to SafetyCulture
- Go to https://app.safetyculture.com
- Navigate to Templates → Create Template.
- Select Blank Template (or duplicate an existing one if you have a similar format).
Step 3: Structure the Template
Use your Word document’s headings to create Sections in SafetyCulture.
For example:
|
Word Document Section |
SafetyCulture Template Section |
|
Purpose |
Introduction / Header Text |
|
Responsibilities |
Information Section |
|
Pre-Start Checks |
Checklist Questions |
|
Risk Controls |
Multiple Choice / Action Fields |
|
Authorisation |
Signature Field |
- Use “Section” and “Question Group” options in SafetyCulture to keep templates organised.
Step 4: Add Interactive Fields
Use SafetyCulture’s question types to match your SafetyDocs content:
- Multiple Choice: For Yes/No/NA or rating-style answers.
- Text Field: For open responses (e.g. “Describe hazard identified”).
- Date & Time: For inspection or review logs.
- Signature: For approvals or verification.
- Attachment/Photo: To allow users to upload photos or supporting evidence.
Step 5: Apply Logic and Scoring (Optional)
Add smart logic to make the checklist more powerful:
- Use “IF” conditions (e.g. If NO → show corrective action question).
- Add scoring for compliance audits or inspections.
- Assign mandatory questions for critical safety requirements.
- Save your template and assign it to a small test group.
- Have users complete it on the SafetyCulture mobile app.
- Gather feedback and refine question clarity or structure.
- Finalise and publish your SafetyCulture template.
- Assign it to users, teams, or sites.
- Monitor usage via Analytics → Template Performance to track compliance and completion.
Step 8: Maintain Version Control
- Keep your master Word version archived in your document management system.
- Update the SafetyCulture checklist when changes are made to your SafetyDocs.
- Record the version number in the template title (e.g. “WHS Low-Risk Checklist v2.0”).
By completing this process, your team will have:
- Digitised SafetyDocs content accessible via mobile devices.
- Automatic data capture, signatures, and photo evidence.
- Instant access to audit trails and completed reports in SafetyCulture.