Safety & People keeps staff and contractor details, licences, training, inductions and shared safety documents together with due-date attention lists.

Open More, then select Safety & People under Farm Operations. Emergency and On farm sit beside it there; both are covered below.

The tabs along the top are:

Under the tabs, Add record sits at the top right with an Actions menu beside it (Add person and Quick walkthrough). Someone without permission to manage safety records sees Add my record instead. Every list shows one row per person or record, with its status in words beside a small dot: Expired or Overdue, Due today or Due in 6 days, Current or Due 3 Mar 2027, and Archived.

Use People to add someone who needs a farm record, even when they do not sign in to Phase: choose Add person beside the search on the People tab, or Actions → Add person. Record their role, employment type, contact details, status and emergency contact where appropriate. The dropdown beside the search shows Current, Needs attention or Inactive people.

Keep notes relevant to farm work and safety. Avoid storing sensitive personal or medical information unless it is necessary and appropriate for the operation.

Choose Add record at the top of Safety & People, or open a person and choose Add record, to record a licence, qualification, certificate, training item or induction. Set the record type to Person, then add a title, category, issuer, reference, issue date, due date, reminder window, notes and one supporting file where needed.

The Person list holds the current farm's team: you, everyone who has joined the farm, and people who have been invited but not yet accepted. Nobody needs a Safety & People profile first; saving their first record sets one up. If the person is not on the list at all, choose Add person under the list, add their details, and you return to the record with your draft and attachment still there. The same list and Add person button are under Assign to people on a shared safety record.

Employees can file their own evidence without waiting for a manager. In Safety & People, an employee chooses Add my record (or Add record on their own profile) to upload a certificate, licence, qualification or training record with its expiry date. If they don't have a profile yet, Phase sets it up on their first upload.

Employees add records only for themselves. Other workers' personal records and files stay private, while owners, managers and people with People and safety records permission keep their existing access. Shared safety policies remain available to the whole team.

Each record can hold one uploaded file. After a file is attached, the current interface does not replace or remove that file. Create a new current record or contact Phase support if an incorrect attachment needs to be corrected.

Use Library for policies, emergency plans, inductions, procedures, risk assessments, training material and other shared records. A document can be assigned to selected people. Search the library, or use Filter to show one category, or archived records. Filters that are on show as chips under the search; remove one with its ×. What this farm requires sits under the list.

An Emergency plan has a Property choice on a farm with properties: All properties, or one property. Plans added before this count as All properties, and the list names a plan's property next to its category. Emergency plans show on the Emergency page (below) for everyone on the farm.

Where acknowledgement has been configured for a shared record, an acknowledgement records that the person confirmed it in Phase. It is not an electronic signature or proof of legal compliance. New records do not currently expose acknowledgement setup as a self-serve option; contact the Phase team if that workflow is required.

Add an expiry, review, renewal or follow-up date and choose how early the item should appear as needing attention. Overview shows active records that are due soon or overdue.

The Requirements checklist is a manual planning list. It does not automatically assign records, compare a person's documents against every requirement, or prove that a requirement has been met.

When a record reaches the day set in Show in attention list (on the due date, or 7 to 90 days before), Phase sends one reminder to managers and to the person it belongs to, for example "Wes's chemical accreditation expires 15 October". It comes once, with your other reminders at the time you choose (9 am unless you change it), and is not repeated once the record has expired. Choose whether it reaches your phone, your email or both in More → Notifications (A licence or safety document needs attention). Treat the in-app Overview as the source of truth for what needs attention.

Archive a shared Library document when it is no longer current. Shared archived records can be restored from Library → Filter → Archived.

An archived person-specific record does not currently have a self-service restore control, so check the person and record before archiving it.

Emergency is for everyone on the farm, employees and advisers included. Open it from the Emergency button at the top of More, or More → Farm Operations → Emergency.

There is one card per property (pick the property at the top; the phone remembers the last one), or one card for the whole farm when there are no properties. Each card has, top to bottom:

The last details that loaded stay on the phone, so with no signal the card still shows the meeting point, the plan's written steps and the numbers, marked "Saved on this phone" with the time. Phase does not contact anyone for you: in an emergency, call 000 first.

Setting it up. Owners, admins and anyone allowed to manage safety records see Edit emergency details on each card: Address or directions, Meeting point, UHF channel and the farm contacts. Add someone from Safety & People (their name, job title and phone always come from their Safety & People profile, so a changed number follows them), or Add another number with a name, phone and optional note, such as the nearest hospital, a neighbour or the vet. Up and Down set the order, and Remove asks first. With more than one property, they also see an All properties card: what is saved there shows on every property's card. With no plan yet, they see Add your emergency plan, which opens Add record in Safety & People already set to an emergency plan for that property; everyone else sees "No emergency plan has been added yet. Ask your manager."

Employees see the people on the contacts list and their phone numbers, and nothing else from Safety & People. A person's own emergency contact (next of kin) is never shown on this page.

More → Farm Operations → On farm lets the team sign on and off, so someone notices if a worker doesn't make it back. It is off for every farm until someone who manages safety records switches it on. Once it is on, an On farm button sits at the top of More showing your own status, such as "Signed on until 5 pm".

Signing on. Choose when you expect to finish under Finishing at (the farm's usual finish time and the times around it, or Other time), then Sign on. You can also pick the Property and fill in Where are you working? (optional). If the farm allows it, Share where I am when I sign on sends one location, taken once as you tap. View-only logins don't sign on.

At your finish time Phase sends Time to sign off?. Open On farm and choose Sign off, Add an hour or Change finish time. If you still haven't signed off once the farm's grace time has passed (30 minutes unless the farm chose otherwise), the owners and admins, or the people the farm chose, get "Sam Carter hasn't signed off" with the finish time, where they said they'd be, when they signed on and their phone number. When the person signs off, adds time or is marked safe, the same people get the all-clear. These come at any hour, overnight included, and the alarm always comes on its own rather than bundled with other updates.

No signal. A tap made out of range is kept on the phone ("Waiting for signal") and sent, with the time it was made, when the phone is back in range. The alarm still comes from Phase's side if the phone never reconnects.

Who's on the farm. People who can see safety records get Who's on the farm: Not signed off, Past their finish time, On the farm and Signed off today. Each person has Call (their number from Safety & People, else their team details), Where they signed on (only if they shared it) and, for people who manage safety records, Mark safe, which asks first.

Settings for this farm (people who manage safety records): Ask the team to sign on and off, Usual finish time, Raise the alarm after (15 minutes to 2 hours past the finish time), Who hears when someone hasn't signed off (Every owner and manager, or People I choose) and Let people share where they sign on. Each person can switch Time to sign off and Someone hasn't signed off in More → Notifications under Weather and safety.

What it is not. It is not live tracking, a timesheet or a monitored emergency service. Phase never tracks anyone while they work: no live location, nothing in the background. A shared location is deleted after 7 days and each sign-on after 90. A sign-on left open 12 hours past its finish time is closed by Phase and shows "Not signed off. Closed by Phase." Tell your team before you switch it on (some states require notice of workplace surveillance), and remind them their phone's emergency SOS works without Phase.

Owners, managers and users with delegated People and safety records permission can manage these records. Team administration and safety-record access are separate permissions.

Ordinary employees and advisors can see active shared safety documents and, when their Phase login is linked to a people profile, their own profile, private records and assignments. Employees can add their own personal records with Add my record. They cannot see another worker's private details or files.

Phase helps organise operational records. It does not replace workplace-safety, employment, legal or professional obligations.