Tracking safety issues from photo to closeout.
Track each hazard as its own record with four states: identified, shared, response received, and verified and resolved. Close an issue only after you have seen the fix, in person or in an after-photo you trust, and review open and repeat issues by project every week.
Why issues slip
Most hazards found on a site walk do get fixed. The ones that don’t usually fall through the same gaps: the photo went to a group text, the reply came by phone, nobody wrote down the due date, and nobody walked back to look. A tracking system closes those gaps with a record that remembers for you.
Four states are enough
| State | Means | Your next step |
|---|---|---|
| Identified | You photographed and confirmed the hazard. | Assign it and send the notice. |
| Shared | The notice and due date reached the responsible company. | Follow up if the due date passes. |
| Response received | They replied with a status, notes and an after-photo. | Check the fix on your next walk. |
| Verified & resolved | You confirmed the correction. | Keep the before-and-after for the file. |
Rules that keep the list honest
- One hazard per record. Several hazards in one photo become several records.
- Every record has an owner and a date. Without both, it isn’t really open.
- A reply isn’t a closeout. Close only when you have seen the fix or an after-photo you trust.
- Keep the history. When the notice, reply and photos stay on one timeline, disputes get short.
Review weekly, by project
Once a week, look at three lists for each project:
- Issues past their due date with no reply.
- Replies waiting on your walk-back.
- Hazard categories that keep repeating, such as fall protection on every new deck. Repeats point to a planning or training fix, not another notice.
How we do it in Cirqify
Every confirmed finding in Cirqify is its own issue card with a timeline. Sending a notice marks it shared; importing the reply PDF adds the response and after-photos; your on-site check resolves it and produces a before-and-after closeout PDF. Each project gets a safety review of repeat categories and open items. See how recipients reply.