Site Safety gives office and field teams a structured way to complete toolbox talks, hazard assessments, harness inspections, and other job-specific records. Templates define what must be collected, while completed submissions preserve the actual answers, signatures, time evidence, and project context.
Plan the form before building it
Decide what the record needs to prove, who must complete it, when it is required, and which project or work activity owns it. A short, focused form is easier to complete correctly than one oversized checklist used for every situation.
Create separate templates when the questions, signers, or evidence differ materially. Common examples include toolbox talks, daily hazard assessments, harness inspections, vehicle checks, and incident records.
Build the Site Safety template
Create or adapt a template using the field types needed for the work. Available structures can include checkboxes, dropdowns, dates, numbers, short text, long text, statements, conditions, and signatures.
Write questions in plain language and make required fields intentional. A field should be required because the completed record needs it, not simply because the form builder allows it.
Use conditional questions
Conditional fields let the form request more information when an earlier answer makes it relevant. For example, identifying a hazard can reveal controls, corrective actions, photos, or supervisor-review questions.
Test every conditional path before using the template in the field. Confirm that required follow-up questions appear when expected and remain hidden when they do not apply.
Assign the correct form to the work
Make the required form available to the appropriate project, crew, or field workflow. Confirm that assigned staff can open the project in Lilypad and have the permission needed to complete the record.
Give the crew enough context to understand when the form must be started and whether it must be completed before work begins, at a defined milestone, or at the end of the visit.
Complete forms in Lilypad
Field staff can open the assigned project and complete Site Safety forms from Lilypad. Answer each question based on the conditions present at the job, not by copying a previous submission.
If conditions change after the form is completed, follow your company’s procedure for reassessment or a new submission. Do not treat an earlier hazard assessment as evidence of conditions that appeared later.
Collect individual signatures
A submission can require each participating crew member to sign using a confirmation checkbox or drawn signature. Use the method appropriate to the record and your company policy.
Each person should review the completed information before signing. One crew member should not sign for another person or reuse a signature from an earlier record.
Capture time and location evidence
Powerlily can record server time and optional GPS evidence with the completed form. Server time provides a consistent completion timestamp. GPS can support the site record when location access is appropriate and available.
Location evidence is supporting context, not a substitute for correct project assignment, accurate answers, or company supervision. Follow applicable privacy requirements and explain your location practices to staff.
Preserve the completed record
When a submission is completed, Powerlily freezes the exact form schema used for that record. Later edits to the template do not rewrite the historical questions or answers.
Completed forms can be sealed into project PDFs and retained as immutable records. Review the completed document before treating it as final, because the purpose of sealing is to preserve what was actually submitted.
Capture structured site photos
Lilypad also supports site-photo checklists for survey, during-installation, and post-installation evidence. Crews can capture or choose photos, add notes, and complete required or custom categories.
Use clear photo categories so installers know what must be visible. Examples may include service equipment, roof condition, attachment details, wire management, labels, completed arrays, and commissioning evidence.
Return field evidence to the project
Upload completed photo sets and safety documents to the correct project record. This keeps the office, field, service, and customer teams working from the same evidence instead of relying on personal devices or disconnected folders.
Use notes to explain unusual conditions, corrective work, missing evidence, or why a required category could not be completed.
Review incomplete or rejected records
If a submission is incomplete, unclear, or assigned to the wrong project, correct it according to your company process before closing the work. Do not edit a template and assume the historical record has been repaired.
When a sealed record contains an error, preserve the original and create the required corrected or supplemental record so the audit trail remains understandable.
Final review checklist
- The template has one clear safety or evidence purpose.
- Questions and instructions are understandable in the field.
- Required and conditional fields have been tested.
- The correct staff can access the project and form in Lilypad.
- Every required participant reviewed and signed the submission.
- Time and optional location evidence follow company policy.
- The completed form uses the correct project and work date.
- Required photo categories and notes are complete.
- The final PDF and field evidence are attached to the project.
- Corrections preserve the original audit trail.
