Safety Software for Schools, Universities and Research Institutes
Multiple campuses, a mixed workforce, labs and facilities to keep in working order: in education and research, safety runs on several fronts at once. 4HSE brings training, health surveillance, maintenance and records into one system that alerts you ahead of every deadline, with permissions profiled by department and manager.
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Staff That Keeps Changing, Deadlines That Don't Wait
Faculty, lab technicians, researchers, fellows and administrative staff carry different training and medical obligations, and people come and go constantly. 4HSE links every job role to the risks it involves and the courses that follow, and warns you before a deadline matures: newcomers get trained at the right time, and no one quietly falls out of compliance.
- Competences and Obligations by Job Role:
- every role — from lab technician to administrative staff — is linked to its risks and required courses, so you know at once who is trained and who needs to be brought up to date before starting work.
- Deadlines Calendar with Early Alerts:
- courses, refreshers and medical checks in a single calendar that notifies you before expiry, with the lead time you set.
- Automatic Check of What's Missing:
- 4HSE doesn't just warn you when a certificate expires: it checks that every person has been assigned the requirements their role calls for and proposes the missing ones as actions. When a researcher moves to another group or a technician changes lab, the check updates and flags the new gaps.
- Certificates Generated and Archived:
- certificates produced by the platform, archived and downloadable when needed, with no chasing scattered paperwork.
- Fixed-Term Contracts and Temporary Presence:
- fellows, PhD candidates, thesis students and fixed-term collaborators can carry defined validity periods: they stay in the system with their own period, and obligations apply for the time they are actually on site.
- Health Surveillance and Confidentiality:
- medical checks and fitness opinions for staff exposed to specific risks, handled as special-category data with profiled access and GDPR compliance.
- Unlimited Users and Dedicated Terms for Education:
- platform users are unlimited and free of charge: departments, managers and coordinators can all have access without counting seats. For institutions, which alongside staff also account for students treated as workers when using labs and equipment, dedicated terms for the sector are available.
Labs: Documentation at Hand and Authorized Activities
Labs generate a lot of technical documentation that has to be available immediately, and some activities need formal authorization before they start. 4HSE keeps safety data sheets and registries in an archive you can consult from any device, manages assigned protective equipment, and authorizes the work that requires it with a permit to work.
- Safety Data Sheets and Substance Registry:
- safety data sheets and substance registries collected as a document repository, available from desktop or mobile right when they're needed in the lab.
- PPE Assigned by Activity:
- kits, sizes and expiry dates of protective equipment tracked by person and job role, with the lite warehouse built in.
- Permit to Work for Specific Activities:
- formally authorize the work that requires it, with validity scoped to an area and time window and on-site verification via QR code.
- Integration with Specialist Tools:
- for dedicated assessment models, the platform connects via API to the tools your safety service already uses: 4HSE orchestrates and keeps things under control, while the models stay where you manage them.
Facilities in Working Order, with Proof That You Kept Them So
Fume hoods, emergency showers, extinguishers, building systems: each has its periodic check, and when an inspection comes what counts is being able to show it. 4HSE schedules the checks, collects reports from the people working in those spaces and keeps the intervention history, so compliance is documented rather than merely stated.
- Periodic Checks and Planned Maintenance:
- checks on fume hoods, emergency showers, extinguishers and equipment planned in a single calendar, with alerts before expiry.
- Fault and Near-Miss Reporting:
- faculty, technicians and researchers report faults, anomalies and near-misses from their own device, with photos and notes; the event registry collects them and tracks actions through to closure.
- Audits and Checklists in the Field:
- lab and facility inspections filled in from tablet or smartphone, with findings and linked actions, and no paper reports.
- Intervention History as Evidence:
- every check and intervention stays on record: when an inspection comes, the documentary trail is already there.
Each Manager Sees Their Own Scope, Leadership Sees the Whole
A university or a multi-campus institution needs everyone to access only what concerns them. 4HSE profiles permissions by site, project and person: a lab manager governs their own spaces, a department head sees their own scope, and leadership keeps the overall picture. For public institutions, the platform also carries cloud qualification for the public sector.
- Permissions Profiled by Site, Project and Person:
- predefined roles and granular permissions let you give each person exactly the visibility they need, campus by campus and unit by unit.
- Sign In with Institutional Credentials:
- authentication federates with the institution's identity provider over standard protocols such as SAML and OpenID Connect: faculty, technicians and staff sign in with their own institutional credentials, with no separate accounts to manage.
- Public-Sector Qualification:
- cloud qualifications for public administration make the platform eligible for public universities, schools and research institutes.
- Data in the European Union, Activity Tracked:
- infrastructure located in the EU, ISO/IEC 27001, 27017 and 27018 certifications, and activity logs recording who did what and when.
- Self-Service Configuration and Integrations:
- checklists, procedures and forms are configured without custom development; personnel records align from HR systems through the PeopleSync API, and public samples exist for integrating e-learning systems too.
An Integrated Management System, All Included
4HSE is all-inclusive software: safety management functions are included in the subscription, with no pay-per-use modules. The deadlines calendar with alerts warns you ahead of every obligation coming due, at every campus and for every role, so an oversight doesn't turn into a compliance gap and the penalty that follows. That's where the return shows: less paperwork, less chasing between departments, documented compliance.
- Obligations and Deadlines:
- deadlines calendar, scheduling, notifications and recurring agendas for training, health surveillance, PPE (with lite warehouse), maintenance and procedures.
- Automatic Requirement Checks:
- 4HSE continuously compares the requirements set by each person's context — job role, work phase or homogeneous group — with the certificates actually held, flags what's missing and proposes the action to add to the deadlines calendar. The same check covers equipment, environments and substances. Expected requirements and held certificates are all it needs.
- Records and Compliance:
- document archive, audits, P×S matrix, incident/near-miss management, document generation and printing, customizable forms, supplier qualification.
- On-Site Operations:
- work permits, badges and field inspections, extending the system beyond the office.
- Unlimited Users and a Dedicated Quote for Education:
- platform users are unlimited and come at no additional cost: faculty, technicians, lab managers and leadership all get access, each with their own permissions. Dedicated pricing is also available for schools, universities and research institutes.
Request a demo
Discover how 4HSE works with a guided demo or an informative call with one of our consultants.
A certified HSE software
4HSE complies with national and international standards for safety, reliability, and interoperability.
Frequently asked questions
Can't find the answer you're looking for? Check out FAQs page.
- What is the 4HSE Safety Scheduler?
- It is an HSE scheduler that centralizes deadlines for training, PPE, medical visits and maintenance, with notifications and reports to comply with legal obligations.
- What deadlines can I manage with the HSE scheduler?
- Courses and certificates, health suitability, PPE checks, equipment inspections, maintenance and any other activity with an expiration date.
- Can I receive reminders and automatic notifications?
- Yes. You can configure email notifications for individual deadlines or groups (department, role, site) with customizable advance notice.
- How does the HSE scheduler integrate with documents?
- Each deadline can have attached documents (e.g. certificates, reports). You can filter, export and keep them updated in a single view.
- Do I need training to use the HSE scheduler?
- The interface is designed to be simple. We provide guides and support for the initial onboarding.