Procedures are documents that guide your Workers in their everyday task. They contain the steps, hazards, risk levels, and controls in place that your team needs to accomplish their work safely and completely. Our Procedures component allows you to write, upload, or link to documents or videos as assignable documents, complete with complementary Job Hazard Analysis (JHA) detail.
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In addition to creating your Procedure documents, we also have organizational tools allowing you to group your Procedures according to your business' particular scheme.
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To get started using Procedures, click into the Procedures component from your Admin dash.

In the top right corner of the screen, you will see an Add New button. Click that button and choose Procedure.

In the Procedure creation screen, give your Procedure a name by filling in the Procedure Title field at the very top of the screen.

Beside the Group and Process dropdowns, there is a fillable field for Document Number. You can enter any letter, number, or combination thereof to give your document an identifier. This field is not mandatory, so if your document doesn't need a number, feel free to leave it blank!

Beneath the document number row you will see three options for your content type: Text Editor, PDF, or YouTube. Each option allows different input for your Procedure.

After entering your Procedure content, you can move on to the Procedure Settings.

On the right side of the screen, you will see a small box with various settings listed.

At the top of the box is an Inactive/Active toggle. When creating a Procedure, this option will default to Active, but if you want to tweak or adjust the document before you're ready for it to be shared with Workers, you can click the toggle so Inactive is highlighted.

Beneath the toggle you will see a Procedure Contact field. You can choose any Worker within your organization's Workhub account as the Procedure contact. This individual should be someone familiar with and able to elaborate on the content of the Procedure.

This field will default to the name of the person creating the Procedure. To change the contact, click the field and use your keyboard to remove the current contact and type to find another Worker to list as the contact. When you see a name that matches your typing appear, click it to select that name.

After you have filled your content and tailored your Procedure's settings, you need to Save your Procedure. Click the Save button in the top right corner to confirm your choices.

A pop-up will appear asking you to enter and confirm details for your Procedure, including the Version Number, Version Date, and Notes/procedure source info.

When you're happy with the details, click the Save button to finalize.

Once you have saved your Procedure, you can add steps to your Job Hazard Analysis and assign the Procedure to the relevant Workers.

The JHA screen has two portions to it: the Required PPE selection bar at the top, then the step builder below.

In the Required PPE selector, you can click any of the available icons to indicate that these types of PPE must be worn for the Procedure. Hovering over the icon will bring up text describing it, just in case the icon isn't quite clear. An icon shown in blue indicates the PPE is required, while the grey icons are not required.

At the top of the box you'll see two dropdowns: Original Risk and Mitigated Risk. These reflect the overall Procedure original and mitigated risks. You can choose to select the risk levels at any stage of the process.

To add a step to your JHA, click Add Step.

In the Step screen, you can provide your step a Description in the top box. This should include the necessary actions for this particular portion of the procedure. You can also optionally include an image by using the blue file upload box. 

In the Original Risk box, you can click the Assign Risk Level button to choose the risk in the provided matrix. The qualifiers in the matrix help determine the level of risk. You can use the text box for the Original Risk to outline the pre-existing hazards that are being mitigated.

In the Mitigated Risk box, you can again use the Assign Risk Level button to choose the risk level after mitigation. Add the details regarding the mitigating factors in the text box.

You can use the Potential Impact(s) options and the Control Type options to indicate the realms in which this step may have effects and the nature of the controls in place to mitigate risk. Click the checkbox beside the option you want to include.

When you're ready, click the Save Step button to finalize.

You can repeat this process for each step of your Job Hazard Analysis. After adding all your needed steps, be sure to click Save JHA in the top right corner!
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After saving, you can also use the Download JHA button to download a PDF version of your full Job Hazard Analysis.

For your Procedure to be visible to your Workers, it needs to be assigned to their Positions. You can assign a Procedure by navigating to its Assignments tab.

In the Assignments screen, you will see the Positions within your organization arranged in the left-most column. For each Position, you can choose if the Procedure should be:

You can set the requirement for each Position in your organization.

There is an additional optional column for Exposure Frequency. This column allows admins to indicate how often a Worker in a particular Position will be expected to follow the Procedure. Their Exposure Frequency is intended to be general.

The possible frequencies include:

This column does not have any bearing on the assignment level for the Procedure, so feel free to use or ignore it as needed.

When you're happy with your assignments, click Save Assignments to finalize.

Your Procedures will populate your main Procedure list. You can organize your Procedures using Groups and Processes.
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Groups function as main sections within your Procedure list. Groups cannot be nested within one another, but you can create subsections within your Groups called Processes. Both Groups and Processes can be given titles and numbers to help identify and organize them as well.

Processes are dependent on Groups. You can have Groups without Processes, but you cannot have Processes without Groups. It may help to think of Groups as sections and your Processes as subsections.

If you want to utilize Groups to organize your Procedures, start on your main Procedure list page and click the Add New button. Choose Group.

In the pop-up that appears, provide your Group a Code and a Title. Both fields can be alphabetic, numeric, or alphanumeric. You can also use special characters, such as periods, dashes, or slashes.

When you are ready, click the Save button to finalize your choices.

After creating your Group, it will appear in the Procedures list within a grey bar.

When you first create a Group, it will not house any Procedures. To house your Procedures within a particular group, click into any Procedure. Open the Group dropdown option and select the Group you want your Procedure to be housed within.

Once you have selected the Group you want, click Save in the top right corner of the screen. You will then see your Procedure listed beneath the Group in your Procedures list. It

You'll notice after housing a Procedure within a Group that the Document Number for that Procedure changes. It will take on the Group Code of its Group as a prefix. In the above example,

You can add as many Procedures to a Group as you need.

To create a Process, you must have at least one Group in your Procedure list. Click the Add New button in the top right corner and choose Process

In the pop-up that appears, first select the Group you want the Process to exist within. Then, give your Process a Code and a Title.

After creating your Process, you will see it listed in a pale grey bar beneath the Group you selected.

You'll also notice a bubble in your Process line. That bubble will include the Group code and the Process Code you specified. In the above example,
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Like with a Group, there will be no Procedures listed within your Process when you first create it. To add Procedures to a Process, click into your desired Procedure from your Procedures list.

Because Processes are dependent on Groups, you must choose both a Group and a Process to have a Procedure listed. First, click the Group dropdown and select the Group. Then, click the Process dropdown. The options presented will include the Processes that exist within your chosen Group.

Once you have selected the Process you want, click the Save button in the top right corner to confirm your choice. You will then see the Procedure listed within your chosen Process in the Procedures list.

As with a Group, after housing a Procedure within a Process that the Document Number for that Procedure changes. It will take on the Group Code and Process Code of its Group and Process as a prefix. In the above example,

Depending on how you have organized your Procedures list, you may see a variety of Groups, Processes, and Procedures in your list.

There are three schemes that can be implemented for organization:

Visually, those schemes could be imagined as such:

The organization of your Procedures will depend on the presence of a Document Number. Each Procedure can be assigned a Document number (see the Create a New Procedure section above) and depending on its makeup, your Procedure may appear in a particular place in your Procedures list.
The order of display for Procedures, from first to last, is:

The Document Number is displayed in grey text above your Procedure name. Following this logic, your Procedure List may look something like this.

The same order will apply to your Procedures listed within Groups and Processes. The only difference is that they will be housed within your Group and Process first, then will be organized according to the order above.

The Settings tab within Procedures allows you to set default settings that will apply to all of your Procedures unless otherwise specified by the individual Procedure settings.

Settings admins can tailor include:

Permissions guide who can see and use what within Workhub. For Procedures, there are three permissions you can tailor as an admin.

Those are the steps in creating and managing your Procedure documents. If you run into any trouble or if you have any questions, you can always contact our Support Centre for assistance. You can click the orange question mark Help Chat button in the bottom left corner of your screen for chat support.
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You can also email our Support Centre at [email protected].
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Finally, if your account is on a paid plan, you can also call in for phone support at 1-888-668-6403.