ESS Portal tracks document expiry, asset and facility compliance, fire logs, permits, inductions, training, fleet checks and inspections — and chases the right person before anything lapses.
Implemented and supported by ESS Consultants · UK-hosted · works on phones and tablets on site
| Record | Owner | Due | Status |
|---|---|---|---|
| Employers' liability certificate | H. Mills | 12 Sep | 28 days |
| Emergency lighting test — Unit 4 | Facilities | Yesterday | Overdue |
| Genset 60kVA — annual service | Plant | 03 Oct | Scheduled |
| IPAF 3a — R. Doyle | Training | 21 Sep | 37 days |
| Hot works permit — Hall 2 | Site team | Today 18:00 | Active |
| Fire door inspection — Q3 | Facilities | 30 Sep | Scheduled |
Certificates sit in inboxes, servicing dates live in one person's head, the fire log is a folder on a wall and the manual was last updated two projects ago. Nothing looks wrong until an inspection, an incident or a client audit finds it. ESS Portal keeps every record, date, owner and signature in one place — and does the chasing for you.
A defect found on an inspection becomes an action, an asset certificate feeds the expiry register, and a safe system of work attaches itself to the manual — because it is one system, not integrations.
Every insurance certificate, policy, method statement, RAMS and training record in one register with review and expiry dates. The portal watches the calendar for you and emails owners before anything lapses — 60, 30 and 7 days out — so nothing expires quietly in the background.
Build an asset register for every building, plant item and piece of equipment. Each asset carries its own service schedule, certificates and QR code. Scan the code on site and the engineer or contractor lands straight on that asset — no logins, no searching.
A digital fire log book that replaces the folder on the wall: weekly alarm tests, emergency lighting, extinguisher checks, drills, door inspections and door-to-door records — each timestamped, signed and instantly exportable for an inspector or insurer.
A guided builder that produces a professional, project-specific H&S manual: event and venue detail, persons in charge and responsibilities, emergency arrangements, hazard and risk assessments, safe systems of work and contractor information — exported as a branded PDF.
Generate CDM-compliant Construction Phase Plans from a structured questionnaire, with role guidance for Client, Principal Designer, Designer and Principal Contractor, and prompts that identify whether the project is notifiable.
Select the equipment in use on the job and the matching safe system of work is attached automatically, with a public link and scannable QR code printed into the manual so crew on site can pull up the right document in seconds.
Issue, approve, display and expire permits — hot works, working at height, confined spaces, electrical isolation and more. Applicants request via QR code or link, approvers sign off in the portal, and permits expire automatically.
Company- and project-specific induction pages with optional voiceover, a question set you control, and a confirmation email with QR pass. The reception view shows who is expected on site today and who has already completed.
Run office, warehouse, venue, outdoor, filming and vehicle inspections from ready-made templates. Capture photos, flag defects, raise actions and issue a branded PDF report before you leave site.
Daily, weekly and monthly vehicle inspections completed by drivers on their phones — no portal account required — plus driving licence capture, defect tracking and annual check reminders.
Check-in and check-out with expected duration, escalation emails if a worker overruns, and a live status view so someone always knows who is out and where.
A complete training matrix: who holds what, what is expiring, and what a given role should hold. Staff see their own plan and certificates; administrators see the whole organisation.
Structure work into projects and sections, hold notes and meeting records, and track actions with owners, dates, updates and photo evidence. Record a meeting and have actions transcribed and drafted for you.
Send any document for review, approval or signature — including to people outside your organisation. External signers verify by email code, read the document and sign in the browser. No account required.
A structured document library with public share links for clients, contractors and inspectors — in-browser preview, single-file download or download-all-as-ZIP, with no login for the recipient.
Push safety alerts, scheduled broadcasts, chat messages and a news ticker to everyone or to selected groups. The portal installs to a phone home screen like an app and keeps itself up to date automatically.
Implementation is led by ESS Consultants — you are not handed an empty system. Most clients are live within two weeks.
Your private client area is created with your branding, sites, people and roles. Only the modules you need are switched on.
Existing certificates, assets, policies and training records are uploaded in bulk, with dates read automatically where possible.
Inspections, fire log checks, permits, inductions and actions are completed on phones and tablets, on site, in the moment.
Reminders, escalations and alerts fire automatically. Overdue items surface on the dashboard before they become a problem.
Branded PDFs for manuals, inspections, fire logs, training matrices and audits — ready for clients, insurers and enforcement.
Certificates, servicing, training and permits all watched by the same reminder engine, with named owners and escalation.
Every entry is timestamped and signed. When an inspector, insurer or client asks, you export a PDF rather than rebuilding a paper trail.
Contractors, drivers, visitors and external signers use QR codes, public links and email codes — so compliance does not stall on user admin.
Manuals, assets, fire logs, permits, training, fleet and documents share the same records, people and reminders.
Mobile-first, installable, offline-tolerant, QR-driven — designed for the loading bay and the venue floor as much as the office.
Each client works inside their own private area with role-based access, encrypted storage and a full activity trail.
We will build a demo area from a sample of your certificates, assets and sites, so you can see your real compliance position — expiry dashboard, an asset QR scan and a fire log export.
ESS Portal