The Risk Assessment feature allows you to create and evaluate risks. This results in an individual catalog of risk assessments. Each vehicle, location, and employee category can then be assigned the corresponding risk assessments. The risk assessments are now stored there.
In the job, it is then possible to display a complete risk assessment based on all vehicles, locations, and employee categories relevant to the job and to output it in PDF format.
Watch our short video here.
Since risk assessments are the basis for safety briefings, safety briefings can also be documented and signed in CrewBrain. Read here how this works.
First, a risk must be created. This is done under Administration > Work Safety > Risk Assessment > Risks. To create a risk, the risk factor as well as an activity field are required. The risk can be named and a suitable icon can be selected. In addition, the activity or source of danger should be described in more detail.
Under the menu item "Risk factors" the categories of risks can be created. It is possible to work with different subdivisions to group the individual risk factors clearly. By clicking on "+ Add risk factor" the input field for creating the risk factor opens. Here the subdivision can be chosen and the designation entered. It is also possible to specify whether the risk factor is relevant for employee categories, vehicles, or locations.
Similar to the risk factors, activity fields can be created under the menu item "Activity fields". By clicking on "+ Add activity field" the designation of the activity field can be entered and optionally the subdivision can be chosen. Here too, the subdivision helps to display the activity fields clearly. A risk can also be assigned to several activity fields. In this way, duplicates can be reduced, which leads to more clarity when creating assessments.
Now the assessment of this risk is carried out. It is possible to assess the risk based on the severity of possible consequences in connection with the probability of occurrence of the risk. The probability can be rated in 5 levels from "Almost impossible" to "Almost certain". The severity can also be assessed in 5 levels from "No health consequences" to "Deadly consequences". From both values, an assessment of the risk results from "Extremely low" to "Extremely high". The color coding from green to red highlights the result of the assessment. To illustrate the matter, you also have the possibility to add documents (e.g. pictures).
Using the fire extinguisher icon, measures to reduce the risk can now be defined. Substitutional, technical, organizational, and personal measures can be described. Here too, an icon can be selected. Individual measure categories can be deselected as "not relevant" if applicable.
Afterwards, a new risk assessment is carried out based on the implementation or compliance with the specified measures. The assessment is carried out according to the same scale as before. Thus, there are two assessments for each risk – one before and one after measures. To illustrate the matter, you also have the possibility to add documents (e.g. pictures) under the measures.
Risks often build on each other or have similar risks and/or measures. Therefore, risks can be copied easily and quickly. To do this, open the risk to be copied and click on the copy icon at the top right. A pop-up will open where you can give the new risk a title and select the relevant data to be copied. Now open the created copy and adjust it if necessary.
The individual risks can be translated into all the languages spoken within your organisation. This ensures that all staff, regardless of their native language, can understand and apply the risks, hazards and measures. Read the step-by-step guide here on how to create the individual translations:
Under Administration > Health and Safety > Translations, select all risks by clicking on them at the bottom of the page, then select the source language – the language in which you created the risks or the country language of your account. The source language determines into which other languages the risks and entire assessments are to be translated.
Now open the risk that is to be translated by clicking on the edit pencil at the top, and click on the ‘Languages’ icon on the left. Add the language or languages at the bottom into which the risk is to be translated. The translation status will now show ‘partial’, as although the language has been specified, the individual sections have not yet been translated.
Click on the edit pencil icon next to each individual language again, then click on “Generate translation suggestion” at the top. Select “All fields”. The AI will now generate a translation suggestion for all the text to be translated. This can be customised afterwards. Click “Save”. The status has now changed to “Complete” and the risk is now available in this language.
When a user accesses a risk assessment, it is automatically displayed in the language they have set in their account. If no translation is available for their language, the text from the standard data set is displayed – usually the company’s default language.
The activity fields and risk factors can also be translated into all relevant languages, so that this data is also available to users in their respective languages. To do this, go to Administration > Health and Safety > Risk Assessment > Risk Factors or Activity fields and click on the relevant edit icon. The previously selected languages will now be displayed here, and you can enter the translation there.
The created risk assessments can now be added to locations, vehicles, and employee categories.
To assign a risk assessment to an employee category, the edit field of the employee category must be opened under Administration > Staff > Categories by clicking on the pencil icon behind the desired category. In the mask that opens, the symbol for the risk assessment is found on the left side. Here a risk assessment can be added by clicking on the grey + or on "+ Add risk assessment" at the top right. A new input mask "Add risk assessment" opens. Here the title and a short description should be entered. The category is already preselected but can be supplemented with further categories by clicking in the field. In addition, the person editing is entered by default as the responsible person. This can also be changed. Furthermore, the status of the risk assessment is displayed. It is initially "Created".
Clicking on the symbol for the risk assessment on the left opens the mask in which the risk can be added. By clicking the button "+ Add risk" the created risk catalog is displayed and the appropriate risk can be selected. Once all necessary risks have been added, the status should be changed from "Created" to "In review" (if necessary) or to "Released". Only released risks can be used later in the job. Other possible statuses are "Review required" and "Archived".
To add a risk assessment to a vehicle or a location, the same procedure can be followed.
Adding the assessment to vehicles is possible under Base data > Vehicles > select the desired vehicle.
Adding the assessment to locations is possible under Base data > Locations > select the desired location.
Since the risk assessments have been added to the locations, vehicles, and employee categories, it is now possible in the job to display all relevant risk assessments and send or print them in PDF format.
Under the tab Risk Assessment > Add risk assessment, all risk assessments assigned to the specified location, the specified employee category, and the added vehicle are displayed. By ticking the checkboxes in the respective field, either complete risk assessments or individual risks can be adopted.
The mask of the risk assessment for the job now opens. Here, similar to before, the title can be adjusted and a description can be entered. By default, the person editing is again entered as the responsible person and the status is initially displayed as "Created". Here too, there is the possibility to set it to "In review" (if necessary) or "Released". (Other possible statuses are "Review required" and "Archived".)
Using the printer icon at the top right, the risk assessment for the job can now be printed or displayed and saved in PDF format.
If a risk is adjusted over time, e.g. due to new findings, the historical data remains in the system. In this way, risk assessments from the past remain unchanged, while future assessments benefit from the new findings. Each risk has a tab with an overview of all versions. Simple comparisons of the changes are also possible there.