Introduction

In today’s context, where digitalization has become essential for business efficiency, managing Occupational Health and Safety (OHS), Fire Prevention and Safety (FPS), and maintenance services can no longer be handled effectively through traditional methods based on paperwork and manual processes. Lack of traceability, delays in document signing, or the constant need for training are daily challenges for companies across all industries.

To address these needs, we developed the CRM for OHS Services Management – a complete, modern, and flexible solution that centralizes processes and essential documents into a single system, accessible both via the web and through user-specific accounts.

This platform is not just a working tool but a digital partner that helps companies remain legally compliant, reduce risks, and save valuable time.

Technical specifications

Public interface

The platform provides a minimalist web interface where users can access general information about the solution and contact the QSS team directly through a contact form. From here, secure access to the CRM is also available, dedicated to administrators, managers, and employees.

CRM – the core of the system

Once logged in, users access a modern and intuitive CRM, tailored to each role.

• QSS administrators benefit from an interactive dashboard with real-time reports on employees, unsigned documents, active maintenance tasks, and reported workplace incidents. Through visual alerts and email notifications, they are immediately informed about overdue deadlines or documents requiring urgent attention.
• Regarding client and user management, the system allows adding new clients with automatic data prefill via ANAF integration, defining workplaces, assigning managers and employees, and configuring the contracted service types. User accounts can be created, activated, edited, deactivated, or even anonymized, while documents can be attached and filtered by role, client, or time period.
• Service management is organized into distinct categories (OHS, FPS, and maintenance), with each client having the appropriate sets of documents and procedures: risk assessments, registers, authorizations, equipment checks, and many others.

Documents and training

At the employee level, the system allows assignment, generation, and electronic signing of documents. Each OHS file, FPS document, or training material becomes directly accessible in the employee’s account, with expiration dates highlighted and automatic email alerts sent.

Moreover, the platform integrates an e-learning module where courses can be uploaded, tests attached, and each employee’s progress tracked. Employees can access educational materials, take online tests, and view their results in a simple and transparent way.

Different roles, personalized experience

• Client managers have access to data and documents specific to the workplaces they manage, without editing rights. They can view employee documents, training reports, and completed tests.
• Employees access their personal documents, electronically sign assigned forms, take available courses, and complete the corresponding tests.

General advantages

• Complete automation of administrative and operational workflows
• Fast access to documents and full traceability of signatures and training
• Reduction of errors and time wasted in manual processes
• Proactive notifications for meeting legal deadlines
• Increased productivity and safety in companies

Conclusion

The CRM for OHS Services Management is a modern digital solution that simplifies processes, ensures transparency, and helps companies remain compliant and efficient. Through collaboration with QSS, we successfully transformed a real need for digitalization into a tangible tool adapted to the current market requirements.

Beneficiary

The project was developed for QSS – Quality Safety Services, a company with solid expertise in OHS, FPS, and maintenance services, serving both public institutions and private companies.

Through this platform, QSS has elevated its services to a higher level: offering clients transparency, quick access to necessary documents and courses, and an easy way to collaborate in real time. At the same time, the company has streamlined its internal processes for client administration and monitoring, reducing repetitive tasks and minimizing the risk of errors.