Planning: know the job, the project library, the weekly brief and site photos

The agent can read a project in your Procore, tell you what is happening on the job that matters for safety, and suggest the toolbox talks and JSAs to prepare. You draft them for that job in one click, approve them, and assign them to the project. The superintendent sees them at the top of the project on the phone, and you see when a crew has done them. Administrators, Safety Personnel and Project Administrators can do this.

Know the job

1. Open Planning and choose the project. Under Know the job, click Read the job. It takes about a minute.

2. The agent reads the project in Procore, read-only:

   • the last 7 days of the Daily Log: work, notes, manpower, equipment, deliveries and calls (not accidents);
   • schedule tasks in progress or starting in the next 3 weeks;
   • submittals, which show the equipment and materials coming;
   • the specifications: the section list, and the full text of the Division 01 sections that set the site rules (Summary, Temporary Facilities and Controls, Quality); a draft for the job also reads the trade section that matches it (for example the generator section for a generator-setting JHA);
   • the Documents tool: safety-related files found by name, such as the site-specific safety plan, lift plans, life safety and site plans, geotechnical reports and permits (the text of up to four; scans without text can't be read). Incident, injury, medical, contract, insurance and personnel files are never read;
   • the drawing list. 3. You get What's happening on (project): a few lines, each with the Procore entries it came from (for example Daily Log 10/21). Click Show what the agent read to see every line. 4. Under Suggested for this job you get 3 to 5 toolbox talks and JSAs, most urgent first, each with why. If your library already has one that fits, it says Already in your library. 5. Click Draft this JSA (or talk). The agent drafts it for that job, using what it read, and opens the draft. The document says Made for (project). Review, revise and Approve it as usual. Tick Move to Library next to the button first to put it in your company library too, for every project (it stays in the project's library).

The brief is kept for the week (a fresh one is written every Monday morning). Click Read Procore again whenever you want a fresh read, for example after a big schedule change.

The line under the brief says which Procore tools were read and which were not available: the app needs read access to those tools in your Procore (ask us for the current app version), or the project doesn't use them.

What this brief is based on lists every Procore source: what was read (for example "Daily Log: 3 entries"), or why nothing was ("Schedule: no schedule in Procore for this project; coming work is inferred from submittals and the Daily Log"). A missing source is a note, never an error.

The project library

Under Project library you see every toolbox talk and JHA for this project: the ones built for this project, the ones pulled in from the main library (choose one and click Add to project), and anything assigned or recorded here, with how many times crews recorded it. A JHA or talk built for a project stays in that project's library; click Save to main library here (or Move to Library on the document) to use it on other jobs too.

The weekly brief

1. Under Weekly brief, check the list. The agent builds it from your own companies only (a GC's or other companies' people on the project are left off): the project's Procore roles (Project Manager, Superintendent, Foreman, Project Coordinator / Administrator, Project Executive, any safety role), your Directors and executives in the project Directory (Director, Vice President, President, Chief…) and your Safety team. Remove anyone.
   • Add from the Procore Directory lists everyone on the project's Directory with their roles and company. Search by name, role or company, or pick a company, and click Add. People from other companies (the GC's Superintendent, for example) can be added this way.
   • Your companies shows which companies count as yours. They're chosen automatically (companies with your company's name, or where your LaunchPad Safety users are). Click Change to tick them yourself; it applies to every project's brief in your account.
   • Someone who isn't in the Directory: enter a name and email and click Add.
2. Tick Send the brief every Monday morning. It's off until you turn it on.
3. Send this week's brief now sends it right away (a good way to see it).

The email starts with What this brief is based on, then what's happening and the talks and JHAs to prepare, with a link back to Planning.

Site photos

The project's Procore photos from the last four weeks, newest first. The agent flags the ones that may show a violation (outlined in red, flagged ones first). Review with the agent drafts a finding you can mark up and file as an observation, a Daily Log Safety Violation, or both; Observation #…: open it reopens it later. The full steps are in Site photos: review the job's Procore photos with the agent.

Assign to projects

1. Open an approved toolbox talk or JSA in the Safety library (from a suggestion, click Open and assign).
2. Under Assign to projects, tick the projects, pick a Do it by date if you like, add a Note ("Before the crane lift"), and click Assign.
3. The project's superintendents, project managers and coordinators who are in its Procore Directory get an email.
4. On the phone, under Toolbox Talks & JSAs, it's at the top as Assigned by Safety, with the date. The crew leads it and records it as usual.
5. When it's recorded on that project, the assignment shows Done, with who led it and how many signed. Past the date it shows Overdue.

The Agent Builder lists everything you've assigned under Assigned to projects. Click Remove on an open assignment to take it back.

Good to know

• Nothing is written to the schedule, submittals, specifications, drawings or Daily Log. Talks and JSAs that crews record still go to the project's Procore Inspections, as always.
• The agent uses only what it read; where Procore is thin (no schedule, no submittals), it says so and suggests less.
• Injury records never go to the agent: Daily Log accident entries and incident or injury documents are not read.
• Where the project's specifications or safety plan are stricter than OSHA or your company rule, the draft follows them and names the section (for example "per Spec 01 50 00").