Workflow Template
Pre-start risk assessment / Take 5 Workflow
Workers submit a Take 5 pre-start risk assessment before starting a task. The workflow routes on the assessed risk after controls: low risk clears the worker to proceed, medium risk triggers a supervisor check with a proceed/stop decision, and high risk (or a supervisor stop decision) halts the task, notifies the worker, and loops a stop-work review with the supervisor until it is confirmed safe, then clears the worker to proceed.
Organisations running field or site-based tasks need a consistent, visible way to confirm pre-start risk assessments are actually reviewed and acted on before work begins, rather than relying on paper forms or informal sign-off. This workflow captures each worker's Take 5 pre-start risk assessment as a record, then routes it automatically based on the assessed risk after controls: low risk clears the worker directly, medium risk triggers a supervisor check with a proceed or stop decision, and high risk or a supervisor stop decision halts the task and loops a stop-work review with the supervisor until it is confirmed safe. Workers submit through a public request form with no account needed, while supervisors complete their reviews as assigned tasks, giving oversight teams a single timeline of statuses and decisions for every request.
Business Outcomes
- Helps standardise how pre-start risk assessments are captured and escalated across sites and teams
- Supports faster supervisor response on medium and high-risk tasks through assigned review tasks
- Improves visibility of stop-work situations with a status-tracked review loop until confirmed safe
- Reduces reliance on informal or paper-based sign-off by keeping decisions and controls on the record
- Makes it easier for oversight teams to see risk trends and outcomes across all submitted assessments
Workflow Steps
Steps
- 1Create Take 5 Recordcreate record
Registers the submitted Take 5 assessment as a record.
- 2Set Status: Submittedupdate record
Marks the record as Submitted upon creation.
- 3Route on Risk After Controls
Routes the workflow based on the worker's assessed risk level after controls.
risk_after_controls: "Low - proceed"→Set Status: Clearedrisk_after_controls: "Medium - supervisor check"→Set Status: Supervisor Checkrisk_after_controls: "High - stop work"→Set Status: Work StoppedDefault→Set Status: Supervisor Check - 4Set Status: Clearedupdate record
Marks the record as Cleared because the risk after controls is low.
- 5Set Status: Supervisor Checkupdate record
Marks the record as Supervisor Check because the risk after controls is medium.
- 6Supervisor: Review Medium Risk Take 5create task
Supervisor reviews the medium-risk Take 5, records extra controls agreed, and decides whether to proceed.
- 7Save Supervisor Decisionupdate record
Persists the supervisor's extra controls and decision to the record.
- 8Route on Supervisor Decision
Routes the workflow based on whether the supervisor decided to proceed or stop work.
supervisor_decision: "Proceed"→Set Status: Clearedsupervisor_decision: "Stop work"→Set Status: Work StoppedDefault→Set Status: Work Stopped - 9Set Status: Clearedupdate record
Marks the record as Cleared because the supervisor approved proceeding.
- 10Email Worker: Cleared to Startsend email
Notifies the worker that the task is cleared to start, with the agreed controls.
- 11Set Status: Work Stoppedupdate record
Marks the record as Work Stopped because the risk is high or the supervisor decided to stop work.
- 12Email Worker: Task Must Not Startsend email
Notifies the worker that the task must not start due to the stop-work outcome.
- 13Supervisor: Stop-Work Reviewcreate task
Supervisor reviews the hazards and controls for a stopped task and decides whether it is now safe to proceed.
- 14Save Stop-Work Reviewupdate record
Persists the stop-work review hazards, controls and safety decision to the record.
- 15Route on Stop-Work Review Outcome
Routes the workflow based on whether the supervisor confirmed the task is now safe.
stopwork_safe_decision: "Safe to proceed"→Set Status: Clearedstopwork_safe_decision: "Not safe"→Return to Supervisor for Further ReviewDefault→Return to Supervisor for Further Review - 16Return to Supervisor for Further Reviewrestart from step
Restarts the stop-work review because the task is still not safe, up to 2 additional times.
- 17Set Status: Clearedupdate record
Marks the record as Cleared because the stop-work review confirmed the task is now safe.
- 18Email Worker: Cleared to Startsend email
Notifies the worker that the task is now cleared to start, with the controls agreed.
Fields
- Worker Name*
- Worker Email*
- Site Address*
- Date*
- Task About to Start*
- Step 1: Stop and Think*
- +14 more fields
Forms
Take 5 Pre-Start Risk Assessment
14 fields
Data Views
Take 5 Assessments
worker_name, site_address, assessment_date, task_description +2 more
Dashboard Widgets
Recommended integrations
Setup the following integrations to extend workflow capability.
Send email in the workflow
AWS SES
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FAQs
What does this workflow record for each Take 5 assessment?
Every submission creates a record with a reference number, a status, and a timeline of what happened, starting from Submitted. As the workflow progresses, it records the worker's original hazard, control and risk answers, any supervisor decision and extra controls agreed, and the stop-work review's hazards, controls and safety decision, all visible in the record's timeline.
Who is involved in reviewing a medium-risk Take 5 assessment?
When the risk after controls is medium, the workflow assigns a task to a supervisor to review the assessment. The supervisor records any extra controls agreed and makes a proceed or stop-work decision, which the workflow waits for before continuing and saving that outcome to the record.
What happens if a task is stopped?
If the risk after controls is high, or a supervisor decides to stop work during the medium-risk check, the record status changes to Work Stopped and the worker is emailed that the task must not start. A supervisor then completes a stop-work review task, recording hazards, controls put in place, and whether the task is now safe.
How does the stop-work review loop work?
The supervisor's stop-work review decision routes the workflow: if confirmed safe, the record is marked Cleared and the worker is emailed that the task can start with the agreed controls. If not safe, the workflow returns the review to the supervisor for further assessment, allowing up to two additional review cycles before final resolution.
Who can see the status of a Take 5 assessment?
Workspace members assigned to review tasks can see and act on them, while table views and dashboards show all records by their current status, such as Submitted, Supervisor Check, Work Stopped or Cleared. This gives teams a consistent view of where every assessment stands without needing to chase individual workers or supervisors.
How do we change what the Take 5 request form asks for?
The request form and workflow steps can be adjusted by describing the change in plain English or by editing the steps directly in the workflow editor. Earlier versions of the workflow are kept, so changes to the form questions or routing logic can be reviewed or reverted if needed.
Can the risk routing thresholds be changed?
Yes, the routing step that separates low, medium and high risk after controls is a configurable part of the workflow and can be edited like any other step. A workspace can describe the desired change in plain English or update the routing conditions directly in the workflow editor.
Do workers need an account to submit a Take 5 assessment?
No account is required; workers take part through a public request form or a form emailed to them. Their submitted answers, including hazards identified, controls put in place and risk after controls, are saved directly to the record once submitted.
How are workers notified about whether they can start work?
The workflow sends built-in email notifications to the worker at key points: clearing them to proceed with agreed controls, or informing them that the task must not start following a stop-work outcome. These notifications are triggered automatically based on the routing decisions made earlier in the workflow.
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