How to run a toolbox talk

A toolbox talk is the short safety briefing held before work starts. It's also called a pre-start meeting in Australia, and a tailgate meeting or safety talk in Canada.

You run toolbox talks in the mobile app. When the talk is finished, Scafflinq emails the signed PDF automatically and keeps it in the project's Site records tab in the web portal.

Before your first toolbox talk

Two minutes in the web portal makes sure the PDF reaches the right people:

  • Assign a Supervisor to the project under Project assignment. Their name and email are added to every toolbox talk on that project.
  • Set your default recipients under Settings > Site Records.

See how to set site record recipients for both.

Run a toolbox talk in the mobile app

1Open the project, tap Site Records, then choose Toolbox Talks and tap + to start a new talk.

The Toolbox Talks list on a project in the Scafflinq app, with talks in progress and completed, and the + button to start a new one

2Enter a title or description, then pick today's activities from the list.

A new toolbox talk in the Scafflinq app, with the title, today's activities, toolbox talk points, attendees, presenter, signature and email fields

3Tap Toolbox talk points and work through the 20 predefined points with the crew.

The list of toolbox talk points in the Scafflinq app

4Under Attendees, tap the add attendee button. Enter the attendee's name, have them sign on the phone, and tap Add attendee. Repeat for everyone at the talk.

The Attendee sheet in the Scafflinq app, with the attendee's name, their signature and the Add attendee button

5Record any other points discussed and any safety concerns attendees raised.
6Check the person presenting. It defaults to whoever is logged in, and you can change it if someone else ran the talk. The presenter then signs.
7Check the supervisor email, which comes from the project, and add anyone else who needs a copy under Email toolbox talk to.
8Tap Finish. Scafflinq generates the PDF and emails it.

A completed toolbox talk in the Scafflinq app, with every attendee signed, the presenter's signature, the supervisor email, extra recipients and the Finish button

Can't finish it in one go? Tap Save as draft, or if you close the talk, choose Save as draft when asked. It stays under In Progress until you finish it.

The Leave this report? prompt in the Scafflinq app, with Save as draft, Keep editing and Discard report

Who receives the PDF

  • The project's supervisor
  • Anyone added under Email toolbox talk to
  • Your default recipients for toolbox talks under Settings > Site Records

Find a toolbox talk in the web portal

Open the project in the web portal and go to the Site records tab. Every toolbox talk submitted on the project is listed there, and you can view, download or resend the PDF.

Still got questions?

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