- Event Compliance Management
Automation Engine
Stop chasing.
Start automating.
SafetyDocs automates the repetitive administrative work behind event safety and contractor compliance.
Define the rules once and the system handles document requests, reminders, approvals, notifications, and escalations automatically.
Number 1
Event compliance management platform
0%
Manual Chasing, Automated reminders ensure documents arrive on time
100%
Visibility, Track workflow status across every contractor
- Unlimited Users
- Unlimited Staff
- Unlimited Events
Running a large event requires hundreds of individual administrative actions
Requesting contractor documents, following up on missing insurance certificates, confirming agreements, notifying teams of status changes, and escalating overdue tasks.
In most organisations these actions are performed manually through emails, spreadsheets, and phone calls. SafetyDocs removes this burden by automating the process and ensuring nothing is missed.
Automated Document Requests
Send document requests automatically when a contractor is added to an event.
Automated Reminders
Contractors receive scheduled reminders until required documentation is submitted.
Status-Based Triggers
Actions are triggered automatically when project stages change.
Deadline Monitoring
The system tracks submission deadlines and escalates overdue items.
Workflow Automation
Chain multiple actions into structured workflows for complex events.
Communication Templates
Actions are triggered automatically when project stages change.
The Real Cost of Manual Chasing
A multi-venue festival organiser managed 45 food and drink vendors across three event days. Each vendor required public liability insurance, a food hygiene certificate, gas safety certification, and a signed pitch agreement. The compliance officer sent individual emails to each vendor requesting documents. Over the following weeks, she sent follow-up emails to vendors who had not responded. She maintained a spreadsheet tracking who had submitted what.
Despite this diligence, on the morning of the first event day, seven vendors arrived without complete documentation. The compliance officer had simply run out of time to chase every outstanding item. The event director was forced to make a decision: turn vendors away and leave gaps in the site, or allow them to trade without complete documentation. Neither option was acceptable.
This scenario is preventable. Not by working harder, but by automating the process.
Podcast for Event Organisers
Workflow Status Dashboard
Dashboard showing active automations, completion rates, and items requiring attention. Monitor which contractors are on track and which need intervention.
Automation Builder
Visual workflow editor showing trigger nodes, condition branches, and action sequences. Drag-and-drop interface to build complex automations without coding.
Trigger Configuration
Interface for setting up automation triggers: status changes, date-based conditions, document submissions, or custom field updates across your events.
Escalation Timeline
Visual timeline showing the escalation path: initial request → reminder → final notice → manager alert. See exactly when each stage fires.
| Feature | SafetyDocs Automation | Manual Processes | Basic Tools |
|---|---|---|---|
| Document Chasing | Fully automated with escalation | Manual emails and phone calls | Reminder only, no logic |
| Response Tracking | Real-time status dashboard | Spreadsheet maintenance | Not available |
| Deadline Management | Automatic escalation paths | Calendar reminders only | Static alerts |
| Multi-channel | Email, SMS & in-platform | Single channel (usually email) | Email only |
| Consistency | 100% consistent execution | Varies by staff member | Inconsistent |
| Audit Trail | Complete automation log | Incomplete or missing | Not available |
| Setup | Configure once, runs every event | Recreated for every event | Limited customization |
SOLUTION - How SafetyDocs Automation Solves It
- Automatic document request workflows
- Scheduled reminders until submission
- Real-time compliance status updates
- Escalation when deadlines are missed
- Multi-channel notifications
- Fully traceable workflow history
PROBLEM - Manual Event Administration
- Teams manually send document requests
- Follow-ups rely on email reminders
- Compliance tracking lives in spreadsheets
- Contractors arrive with missing documentation
- Managers spend hours chasing responses
- Important deadlines are missed
Regulatory Compliance
Martyn's Law is here. Contractor compliance is part of it.
The Terrorism (Protection of Premises) Act 2025 requires venues to demonstrate documented compliance with counter terrorism measures including who has access to your premises and what checks were carried out. SafetyDocs ECM gives you that evidence automatically.
April 2025 — Act Receives Royal Assent
The Terrorism (Protection of Premises) Act 2025 becomes law. 24-month implementation period begins.
Now — Preparation Period
Venues expected to begin preparing procedures, documentation and contractor compliance frameworks.
April 2027 — Full Compliance Required
All qualifying premises must have documented procedures, protection measures and evidence of compliance.
Ongoing — SIA Enforcement
The SIA can assess compliance at any time. You need a system that maintains a complete, auditable record.
How ECM supports Martyn's Law
- Documented contractor vetting and approval procedures
- Evidence of who was granted venue access and when
- Counter terrorism briefing confirmation tracking
- Full audit trail ready for SIA assessment
- Automated contractor security briefing delivery
- Real time compliance dashboard
- Evidence of active, ongoing safety management
Automation in Action
A festival organiser managing 45 vendors across multiple venues previously tracked compliance using spreadsheets and email reminders. Despite continuous follow-ups, vendors often arrived on site with incomplete documentation.
With SafetyDocs automation, document requests were triggered automatically when vendors registered. Reminder sequences ensured submissions arrived before deadlines, and escalations alerted managers when issues required attention.
The result: fewer compliance gaps, less administrative chasing, and greater confidence on event day.