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Safety and Compliance Training LMS
A safety and compliance LMS, delivered for multiple clients, that puts training, forms and certification records in reach of every worker's phone.
Business goals
Our clients employ people who are rarely at a desk: crews on job sites, warehouse staff, drivers and shop workers spread across several locations. Safety training reached them through binders, sign-in sheets and group meetings, and proving who had completed what took days of searching. They needed a way to send training to anyone's phone, collect signed forms and inspections, and answer an auditor's or insurer's question from one set of records.
Project overview
Hexagon delivered a safety and compliance LMS that multiple clients run for their own workforces. Administrators upload training videos, checklists, inspections and forms, then send them by text, email or online link. Workers open them on a phone with no password to remember, finish the work and sign. Every completion lands in a central record, with certification status, reports and documents stored in the cloud for supervisors to review.
Challenges faced and solved
Safety training only counts if it reaches the worker and leaves a record that holds up later.
Reaching workers with no company email
Many field and floor employees have no desk and no work inbox. Training assigned through a traditional portal sits untouched while the supervisor assumes it has been done.
We send each assignment as a direct link by text or email, so a worker can start a course from a phone during a break.
Dropping the password problem
Workers who train only a few times a year forget their logins. Each reset becomes a call to the office, and the course gets pushed back another week or skipped altogether.
We built access around the link itself, so a worker opens the training without creating an account or calling anyone for a reset.
Catching certifications before they lapse
Equipment cards, first aid and similar certifications expire on different dates for different people. A spreadsheet only helps if someone remembers to open it before a date has already passed.
We track each employee's training and certification status in one place, so a supervisor can see who is current and who needs attention.
Producing proof when someone asks
After an incident or during an audit, an inspector or insurer wants evidence of training. Paper sheets are scattered across sites, and one missing signature can undercut an otherwise sound safety program.
We store each completion, signature and form in the cloud, so records can be pulled into a report without a trip to the filing cabinet.
Features
| Feature | Description |
|---|---|
| Workers and crews | |
| 1. Phone-First Training Videos | Safety videos play on the worker's own phone, so a toolbox talk doesn't need a meeting room or a projector. |
| 2. Link Access With No Login | A text or email link opens the assignment directly. That removes the most common reason field staff give up on online training. |
| 3. Digital Checklists | Daily and pre-task checklists are completed on the phone, right where the work happens, and arrive at the office straight away. |
| 4. Safety Forms | Forms that used to live on clipboards are filled in and returned digitally, which means no one has to collect paper from a truck. |
| 5. Digital Signatures | Workers sign to confirm they completed a course or read a policy, giving the employer an acknowledgment tied to a specific person. |
| 6. Surveys | Short questionnaires collect worker feedback or hazard observations without pulling a crew off the job. |
| Safety managers and administrators | |
| 7. Training Library | Administrators upload their own videos and materials, so the program reflects the company's actual equipment and hazards rather than generic content alone. |
| 8. Form and Inspection Builder | Staff create checklists, inspections and forms to match their own procedures, then reuse them across locations. |
| 9. Text and Email Distribution | One assignment can go to a person, a crew or the whole company through the channel most likely to be seen. |
| 10. Certification Tracking | Each employee's completed training and certifications are recorded, so renewal planning stops depending on memory. |
| 11. Custom Certificates | Companies issue their own certificates and signature blocks on completion, matching how they already document qualified staff. |
| 12. On-Site Assessments | Supervisors record walk-through assessments at the location, keeping findings with the rest of the safety file. |
| Supervisors and leadership | |
| 13. Training Status View | Supervisors see who has finished, who has started and who hasn't opened an assignment, and can follow up before it becomes a gap. |
| 14. Company-Wide Messaging | A safety alert or policy change can reach every location at once by text or email, which matters when conditions change quickly. |
| 15. Reports and Documents | Training and inspection data can be turned into reports and documents for internal review or an outside request. |
| 16. Cloud Record Storage | Completed forms, signatures and certificates are kept in one central store, reachable from the office or remotely. |
How the platform is put together
Each layer has one job.
The result
Our clients can now assign safety training to a dispersed workforce and see the status of that training from one place. Their proof of compliance sits in a central record rather than across paper files.
| Area | Before | After |
|---|---|---|
| Delivering training | Group sessions and binders at each site | Videos and courses sent to phones by text or email |
| Forms and inspections | Paper clipboards collected by hand | Digital forms and checklists returned on completion |
| Certifications | Expiry dates kept in separate spreadsheets | Status tracked per employee in the same system |
| Audit requests | Staff searched files across locations | Signed records and reports pulled from cloud storage |
How we took it from idea to launch
Good software follows a process. Here are the six stages, and what happens in each one.
Discovery & Requirements
Goal: Define the product vision, target audience and core business requirements.
Key activities- Stakeholder interviews
- Market and competitor research
- Defining user personas
- Drafting technical specifications or a Product Requirements Document (PRD)
Design (UX / UI)
Goal: Create an intuitive user experience and visual interface.
Key activities- UX design: information architecture, user flows and wireframes
- UI design: high-fidelity mockups and interactive prototypes in Figma or similar tools
- Design system: colors, typography and component libraries
Development: Frontend & Backend
Goal: Build the functional application using agile sprints.
Key activities- Backend: set up databases, design APIs (REST, GraphQL), implement server logic, and configure authentication and authorization (OAuth, RBAC)
- Frontend: build responsive interfaces and connect components to backend APIs
- Version control: manage code through Git and GitHub
Security & Optimization
Goal: Harden the application against vulnerabilities and boost performance.
Key activities- Security: address the OWASP Top 10, including injection, XSS and CSRF, enforce encryption in transit and at rest, and implement rate limiting
- Optimization: code splitting and lazy loading, database indexing, API caching and load testing
- QA and testing: unit, integration and end-to-end tests
Beta Release
Goal: Deploy to a controlled group of real users to catch edge-case bugs and gather feedback.
Key activities- Set up staging and production CI/CD pipelines
- Launch a closed or open beta with real users
- Monitor errors through observability tools
Public Release (Launch)
Goal: Roll the software out to the general public.
Key activities- Final production deployment
- DNS configuration
- Marketing and onboarding rollout
- Post-launch performance and security monitoring
Business benefits
Employees without desks or company email still receive their training.
Supervisors can see exactly who still has work outstanding.
Each signature and completion is stored against a named person.
Urgent safety messages can go out across every location at once.
Conclusion
A safety program lives or dies on two things: whether workers actually receive the training, and whether the employer can prove it afterward. Hexagon built this LMS around both. Training goes to the phone, forms come back signed, and certification status stays visible to the people responsible for it. Our clients run it for workforces spread well beyond the office. If your safety records still depend on binders and sign-in sheets, let's talk through how your crews work and what a better setup would look like.
Talk to us about your projectRelated services: learning management systems · custom software development
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