Issuing a document for signature
1. Navigate to My Tasks from the main menu.
2. Select the document(s) you want to issue.
3. Assign the document to the recipient by entering their email address.
4. The recipient receives an email with a link to the document.
5. They sign using a 4-digit PIN to verify their identity.
Note: Email assignment is one recipient at a time. If you need to issue to multiple people, assign each one separately.
Signing multiple documents in one session
If a recipient needs to sign more than one document (for example, a risk assessment and a method statement together), these can be issued together. The recipient signs all documents in a single session using one 4-digit PIN.
✓ Tip: This is particularly useful for subcontractors who need to sign RAMS before starting on site.
What can be sent via email for signature
The email signature route works for COSHH assessments and RAMS (risk assessments and method statements). Safety policy and toolbox talks cannot be issued via email in the same way — use the My Tasks portal to assign these instead.
On-site signing
Documents can be signed in person using a tablet or mobile device. Use the on-site signing option within My Tasks — the signer completes the process with their PIN directly on the device.
✓ Tip: On-site signing is useful for toolbox talks, induction sign-offs, and situations where staff don’t have a personal email address on the system.
Tracking document status
My Tasks shows the current status of all issued documents — sent, signed, or outstanding. Use this to chase up anyone who hasn’t completed their documents.
Known limitation: subcontractors
Subcontractors set up in Contractor Management cannot currently be assigned documents via My Tasks unless they are also added as employees. As a workaround, add subcontractors to the Employee Manager, or issue documents to them one at a time via the email route.