How to manage health and safety documents
Company-wide H&S documents, such as policies, RAMS templates and method statements, live in Health & Safety, under Documents. They work like project documents, but belong to your company rather than one project.
- Where it lives
- Health & Safety, then the Documents module.
- Scope
- Company-wide, not tied to a project.
- How it is organised
- Categories and sub-categories.
- On site
- Externally visible items get a QR code.
Before you start
Before you start, check that:
- You can view H&S documents.
- You have permission to add documents, if you are uploading.
- You have permission to create and edit categories, if you are organising.
- The files are company-wide, not for one project.
Open H&S documents
Select Health & Safety in the sidebar, then the Documents module. The page shows how many categories you have.
Company H&S policy, statements and signed copies.
Standard risk assessments and method statements.
Site rules and briefing sheets for site teams.
Search
Use Search to search documents across every category.
Tiles or All documents
Tiles shows the categories, each with its file count, external visibility toggle, description and sub-category chips. All documents shows one table of everything.
Open a category
Select a tile. You will see the title, description, visibility bar, sub-category list and documents table. Back to Health & Safety Documents returns you to the library.
Add documents
Select Add documents, drag files in or browse, pick the category and sub-category, and check the titles (filled in from the filenames) before uploading. You can add up to 50 files at once.
Plans, schedules, and progress tracking.
Safety procedures, risks, and incident logs.
Technical plans and design details.
Costs, agreements, and financial records.
Certificates, manuals, and final handover docs.
Upload a whole folder
Drop a folder in, or browse for one, and file it as a new sub-category or a new category.
Add a sub-category
Inside a category, select Add subcategory.
Category actions
Use the tile's … menu to rename a category, edit its description, restrict access or delete it.
Document actions
Each document can be renamed, moved, made externally or internally visible, shared with a QR code or deleted. Select a document name to preview or download it.
External visibility and QR codes
Turn on external visibility for a category, sub-category or document. Externally visible items get a QR code. Documents inherit visibility from their category.
Restrict access
Use Restrict access, turn on Limit internal access and add team members. Only they can open the category.
See restricted access step by stepWhat you can and cannot do
- Keep a single company library of H&S documents.
- Upload files or whole folders.
- Share on site by QR code.
- Restrict sensitive categories to named people.
- Link an H&S document to a project from here. Use the project's documents.
- Turn off visibility on a document that inherits it from its category.
- Restrict a sub-category on its own.
Common issues
You do not have permission to view H&S documents. Ask your Sync administrator.
You need permission to create H&S categories.
You need permission to edit H&S categories.
Summary
To manage health and safety documents in Sync:
- 1Select Health & Safety, then Documents.
- 2Open or create a category.
- 3Add documents or a whole folder.
- 4Set visibility, share QR codes and restrict access where needed.
One company library means every site works from the same policies and templates.