Glossary

Definitions of the records and settings you work with in SBN. Each entry describes what the item is, which modules use it, its fields, and where the platform's responsibility ends.

Asset

Also known as: asset, equipment, machinery, inventory, facility, maintenance, preventative maintenance, tracking, barcode, QR code, asset tracking, chemical SDS, safety data sheet, asset inspection, equipment record, warranty, reconciliation, disposal, lifecycle, chemical, chemical inventory, chemical asset, SDS, CERS, SARA, hazardous material, hazmat

An asset is a physical or logical item tracked within SBN for the purposes of inspection, maintenance, and record-keeping. Assets serve as the central organizational unit of the Asset module — inspections are performed against them, maintenance history is built around them, and exceptions can be linked to them. Each asset belongs to a category that defines its custom fields and available inspection checklists, and can be assigned a status, location, and owner for operational tracking. Assets support document and photo attachments for storing associated documentation such as manuals, certifications, and safety data sheets. They support classification tagging, barcode and QR code association for field identification, and can be organized into parent-child relationships for hierarchical equipment tracking. Assets can be created from scratch or from pre-built templates, and support preventative maintenance scheduling to ensure critical equipment receives timely service. They provide a persistent record of an item's condition, inspection history, and linked exceptions over time.

Modules: Asset

Fields:

name — Descriptive name for the asset (e.g. 'Main Conference Room HVAC Unit', 'Emergency Exit Door - Building A'). (required)
category — The asset type — determines which custom fields are available. Configured by administrators in Administration → Categories. (required)
status — Current operational state of the asset (e.g. Active, Inactive, Retired, Broken). Values are admin-configured in Administration → Asset Status. (required)
location — Where the asset is located in the facility. Selected from the organization's location hierarchy. (required)
description — Additional details about the asset — model number, manufacturer, maintenance notes, or other context.
owner — Person responsible for managing or maintaining the asset.
asset_id — Additional identifier — system-generated or manually assigned.
barcode — Barcode or QR code associated with the asset for field scanning and identification. Can be auto-generated or manually entered.
images_files — Attached photos and documents — manuals, certifications, safety data sheets, and other associated documentation.
classifications — Admin-configured tags for categorization and reporting.
parent — Links to a parent asset for hierarchical equipment tracking.
custom_fields — Category-specific fields defined by administrators. Varies by asset category — determined at creation based on selected category.
creator — Auto-populated with the user who created the asset record.
created — Date the asset record was created. Auto-populated.

Web: Assets managed via the Results → Assets tab. Calendar view available to display assets by date fields. Columns fully configurable via Preference control.

Mobile: Primary entry point is the Launch Pad. Full asset creation and editing available offline. Barcode and QR code scanning for field identification and location updates. Data queues locally and syncs when connectivity is restored.

Scope boundary: SBN records asset data and tracks maintenance activity. Custom fields can be configured to store information such as depreciation schedules, warranty dates, or compliance notes — and the system will surface that data as recorded. However, SBN does not calculate, interpret, or make determinations about asset valuation, regulatory compliance requirements, or equipment-specific legal obligations. Those determinations are out of scope — escalate to a qualified professional.

Asset Category

Also known as: category, categories, asset type, asset category, equipment type, custom fields, attributes, attribute group, fire extinguisher category, HVAC category, asset classification, asset structure, field configuration, custom attributes, asset fields, equipment category, category configuration

An asset category is an administrator-configured asset type that determines which custom fields (attributes) are available when creating or viewing an asset. Categories are the organizational backbone of the Asset module — every asset must belong to a category, and that category defines the data structure for assets of that type. For example, a 'Fire Extinguisher' category might include attributes like 'Last Inspection Date' and 'Expiration Date,' while an 'HVAC Equipment' category might have 'Refrigerant Type' and 'Last Service Date.'

Categories are configured in Administration → Categories. Each category has a name and optional description, and is extended through attributes — custom fields added from a shared attribute library. Attributes are typed (Text, Boolean, Date, Integer, Decimal, Textarea, User, and others) and appear automatically on the asset creation and editing form for any asset assigned to that category.

Modules: Asset

Fields:

name — The category name describing the asset type it represents (e.g. 'Fire Extinguishers', 'HVAC Equipment', 'Electrical Panels'). (required)
description — Optional context about what assets belong to this category.
attributes — Custom fields assigned to this category from the shared attribute library. Each attribute has a name and type (Text, Boolean, Date, Integer, Decimal, Date Time, Textarea, User, Single List Select, Multi List Select). Assets assigned to this category will display these fields automatically on creation and editing forms.

Web: Categories managed via Administration → Categories in the Asset module. Attributes link opens inline attribute management for that category. No bulk actions — categories are managed individually.

Mobile: Category selection available at asset creation (Select Category screen). Category management is web-only — no admin capability on mobile.

Scope boundary: SBN stores category structures and attribute configurations as defined by an administrator. It does not determine whether a category's fields satisfy any regulatory record-keeping requirement for a specific asset type. Those determinations are out of scope — escalate to a qualified professional.

Asset Status

Also known as: asset status, status, active, inactive, broken, retired, available, under maintenance, out of service, operational state, equipment status, asset condition, status label, asset state

Asset Status is an administrator-configured label that describes the operational state of an asset. Status values are fully customizable — administrators create whatever states reflect their operational reality (e.g., Active, Inactive, Broken, Available for Use, Under Maintenance, Retired). Every asset must be assigned a status, and that status is selectable from the admin-configured list at creation and editing time.

Asset Status exists solely in the Asset module and has no lifecycle, workflow, or automation of its own — it is a label applied to an asset, not a tracked state machine. Its value comes from enabling filtering, reporting, and bulk operations on assets by operational condition.

Modules: Asset

Fields:

name — The status label describing the operational state of an asset (e.g. 'Active', 'Broken', 'Available for Use', 'Under Maintenance', 'Retired'). Fully customizable by administrators. (required)

Web: Asset Status managed via Administration → Asset Status in the Asset module. Simple list — name and edit/delete controls only. No bulk actions.

Mobile: Status selection available at asset creation and editing. Asset Status management is web-only — no admin capability on mobile.

Scope boundary: SBN stores asset status labels as configured by an administrator. It does not determine whether an asset's operational state satisfies any regulatory or compliance requirement. Those determinations are out of scope — escalate to a qualified professional.

Asset Template

Also known as: asset template, template, create from template, pre-filled asset, reusable asset, asset configuration, default values, asset starting point, pre-configured asset, sync template, clone asset, asset setup, duplicate asset, copy asset, asset type, standard asset, asset blueprint, asset form

An asset template is a pre-configured asset record used as a reusable starting point for creating new assets. Templates are administrator-built and live in the Asset module only. When a user creates an asset from a template, all pre-filled field values are carried over and can be customized — the template sets defaults, not constraints. Templates follow the same field structure as assets, with the same category-driven custom attributes, and are managed independently in Administration → Templates.

Modules: Asset

Fields:

name — Descriptive name for the template indicating the asset type it represents (e.g. 'Standard Fire Extinguisher', 'HVAC Unit - Rooftop'). (required)
category — The asset category this template applies to. Determines which custom attribute fields are available on the template and on assets created from it. (required)
status — Default status pre-filled on assets created from this template (e.g. Active, Inactive). Admin-configured via Asset Status.
description — Additional details about the template or the type of assets it represents.
owner — Person responsible for managing this template. Defaults to creator.
barcode — Barcode or QR code associated with the template. Auto-generated or manually assigned.
asset_id — Optional unique identifier for the template.
custom_fields — Category-specific attribute fields pre-filled on the template. Values carry through to assets created from this template and can be edited at asset creation time.
creator — Auto-populated with the administrator who created the template.
created — Date the template was created. Auto-populated.

Web: Templates managed via Administration → Templates in the Asset module. Sync Updated Template Info pushes changes from an edited template to assets previously created from it. Administration is web-only.

Mobile: Templates selectable at asset creation via Pre-Filled Template option. Each template shows a View Details button before creation. No template management available on mobile — administration is web-only.

Scope boundary: SBN stores asset template configurations as defined by an administrator. It does not determine whether a template's structure satisfies any regulatory or compliance requirement for asset management or record-keeping. Those determinations are out of scope — escalate to a qualified professional.

Checklist

Also known as: checklist, template, form, inspection form, inspection template, procedure template, question set, audit form, survey, sections, questions, question types, draft checklist, published checklist, checklist library, manage question types, help text, help photo, required question

A checklist is an administrator-configured template that defines the structure of an inspection or procedure — the sections and questions a user completes in the field, and the response type expected for each. Checklists are configured independently within each module (Inspect, Asset, Process); each module maintains its own separate checklist library, and templates are not shared across modules.

A checklist is organized hierarchically: sections group related questions into logical categories, and questions are the individual items a user answers. Each question has a configurable response type (Text, Boolean, Date, List Select, Photo, Signature, and others), can be marked Required, can carry help text or a help photo, and can be tagged with a Classification that carries through to any exception raised from it.

A checklist exists in one of two states — Draft, visible only to administrators and not yet usable, or Published, locked and available for selection when creating an inspection or procedure. Checklists are the structural backbone consumed by Inspection and Procedure; they are not themselves inspected or executed.

Modules: Inspect, Asset, Process

Fields:

name — The checklist title, describing what it inspects or verifies (e.g. 'Fire Extinguisher Inspection,' 'LOTO Verification Steps'). (required)
status — Draft is a working version visible only to administrators and not available for use. Published is locked and available for users to select when creating an inspection or procedure. (required). Values: Draft, Published
created — Date the checklist was created. Auto-populated. (required)
sections — Logical groupings of related questions (e.g. 'Exits,' 'Fire Extinguishers'). Reorderable via arrow buttons. Each section can have its own Help Info and linked Recommendations. (required)
questions — Individual items a user answers within a section. Each question has text, a question type, a required flag, optional help text/photo, and an optional classification. (required)
question_type — Defines the response format for a question. Configured via Manage Question Types before being available for use. (required). Values: Text, Text Area, Integer, Decimal, Boolean, Date, Date Time, Tally, List Single Select, List Multi Select, Photo, Signature
default_template — Optional procedure template pre-filled when this checklist is used. Process module only.
conditionals — Logic-based rules controlling question behavior based on a worker's prior responses. Configured in the Conditionals tab.
question_workflow_options — Per-question-type settings controlling inspector behavior — e.g. Hide Photo button, Hide Exception button, Disallow freeform Exception text, Default Due Date Offset.

Web: Checklists are managed under Administration within each module (Inspect, Asset, or Process). Each module maintains a separate checklist library — templates are not shared across modules. Checklists in Draft status are visible only to administrators; Published checklists are available for selection when creating an inspection or procedure.

Scope boundary: SBN stores the structure and content of a checklist as configured by an administrator. It does not determine whether a checklist's questions satisfy a specific regulatory inspection requirement, or certify that a checklist is compliant with any standard. Those determinations are out of scope — escalate to a qualified EHS professional.

Classification

Also known as: classification, classifications, tag, tags, category, categories, label, labels, single select, multi select, OSHA code, hazard category, reporting tag, data tag, values

A classification is an administrator-configured tag used to label and organize exception, inspection, and procedure data for reporting and analysis. Each classification is a category (e.g., "OSHA Code," "Hazard Category," "Equipment Type"), and each category contains one or more specific values (e.g., for "OSHA Code," values might be "1904.12" or "1910.95"). Classifications are configured per module rather than globally.

A classification is either single-select, meaning a record can carry only one value from that category at a time (e.g., Priority Level: High, Medium, or Low), or multi-select, meaning multiple values can apply simultaneously (e.g., Hazards Present: Chemical, Electrical, Fall Risk). Classifications can be attached directly to a checklist question; when an inspector creates an exception from that question, the classification automatically carries over to the exception, enabling reports to be filtered and grouped by category without manual tagging at the point of exception creation. Classifications also tag recommendations, allowing relevant recommendations to be filtered and surfaced more precisely.

Modules: Inspect, Asset, Process

Module note: Configured independently per module — a classification built in one module is not available in another. Displayed together with Checklists, Recommendations, and Schedules under a shared Administration tab, but the content is module-specific.

Fields:

name — The classification category name (e.g. "OSHA Code," "Hazard Category," "Equipment Type," "Fire Extinguisher"). (required)
type — Single-select allows only one value from this classification to be applied to a record at a time. Multi-select allows multiple values to apply simultaneously. (required). Values: Single-select, Multi-select
values — The specific tags within a classification that users can apply (e.g. for "OSHA Code": "1904.12," "1910.95"). Each value has its own active/inactive status, independent of the classification category itself. (required)
created — Date the classification was created. Auto-populated.

Scope boundary: SBN stores classification categories and values as configured by an administrator. It does not determine whether a classification structure satisfies a regulatory reporting requirement, or whether tagging a record with a classification value constitutes regulatory compliance. Those determinations are out of scope — escalate to a qualified EHS professional.

Dashboard

Also known as: dashboard, dashboards, custom dashboard, performance dashboard, analytics, charts, graphs, metrics, KPI, trend, gadget, widget, exception status, inspection status, exception aging, overdue exceptions, inspection activity, exception activity, job status, asset status, asset categories, locations dashboard, maps dashboard, bar chart, pie chart, data visualization, how are we doing, performance metrics, safety metrics, public dashboard, private dashboard, half screen, full screen, create dashboard, add gadget

A dashboard is an interactive data visualization surface that aggregates and displays SBN operational data as charts, graphs, and metric summaries — answering "how are we doing?" questions at a glance without needing to run reports or filter results lists. Dashboards exist in the Inspect, Asset, and Process modules, each accessible via the Dashboards tab in the top navigation.

Every module provides a Performance dashboard showing activity and totals across Forms, Assets, Exceptions, Questions, Calculations, and Scoring — displayed as Bar, Pie, or Table charts with date range toggles (All Time, Last 30 Days, Last 60 Days, Last 90 Days). Performance dashboards are user-configurable: multiple named views can be saved per module and switched between via a dropdown selector. Filters by form type, owner, creator, and date range apply to all charts simultaneously; Update Charts refreshes the view and Restore reverts to the last saved state.

Custom Dashboards (Inspect and Asset only) are user-built named collections of gadgets — individual chart widgets each focused on a specific data slice. Each dashboard has a Title, Version, and Public/Private visibility setting. Gadgets are configured with a Title, Type (data focus), Display format (Bar Chart or Pie Chart), and Width (Half Screen or Full Screen). Each gadget has its own Location, Owner, and date range filters updated independently. Custom dashboards can be Public (shared org-wide) or Private (visible only to the creator), and are accessible via /{module}/#/dashboards/{version}.

Confirmed gadget types vary by module:

Inspect gadget types: Exception Status, Exception Activity, Exception Priority, Exception Aging (+30 days overdue, 0-30 days overdue, Due next 30 days, Due in more than 30 days), Inspection Status, Inspection Activity, Inspections by Location, Inspections by Creator, Exception by Creator, Job Status.

Asset gadget types: Asset Status, Asset Categories, Assets by Owner, Assets by Creator, Assets by Location.

Inspect also includes a Locations tab for location-based performance analysis, and all modules include a Maps tab showing geographic distribution of activity.

Modules: Inspect, Asset, Process

Fields:

title — The dashboard name. Appears in the Custom dashboard list and as a header when viewing the dashboard. (required)
version — Version identifier for the dashboard (e.g. 'v1'). Used in the dashboard URL: /{module}/#/dashboards/{version}. (required)
visibility — Public dashboards are shared across the organization. Private dashboards are visible only to the creator. (required). Values: Public, Private
gadgets — Individual chart widgets composing the dashboard. Each gadget has a Title, Type, Display format, and Width.
gadget_type — The data focus of a gadget. Available types vary by module. Inspect: Inspections by Location, Inspections by Creator, Inspections by Owner, Inspection Status, Inspection Activity, Exception by Owner, Exception by Creator, Exception Classification, Exception by Location, Exception Priority, Exception Status, Exception Activity, Exception Aging. Asset: Asset Status, Asset Categories, Assets by Owner, Assets by Creator, Assets by Location. (required)
select_type — Inspect only. Time granularity for activity-based gadgets. Controls whether activity is shown per Day, Week, or Month. Values: Day, Week, Month
display — Visual format for the gadget data. (required). Values: Bar Chart, Pie Chart
width — Whether the gadget takes up half or the full width of the dashboard view. (required). Values: Half-Screen, Full-Screen

Web: Dashboards accessible via top navigation in each module. Performance tab is pre-built and configurable — multiple named views can be saved and switched via dropdown. Custom tab hosts user-built named dashboards (called Gadgets internally) composed of individual chart widgets. Custom dashboard URLs use the dashboard version name: /{module}/#/dashboards/{version}. Getting Started button available on Custom dashboard view.

Mobile: Dashboard viewing not confirmed on mobile — web only.

Scope boundary: Dashboards display aggregated data from records already captured in SBN. They do not make regulatory determinations, calculate compliance scores, or certify performance against external standards. Those determinations are out of scope — escalate to a qualified EHS professional.

Exception

Also known as: exception, issue, finding, work order, deviation, problem, corrective action, inspection failure, unresolved problem, defect, recommendations, admin recommendations

An exception is a record of an issue, finding, work order, or deviation that requires tracking and resolution — the means by which problems identified in SBN lead to corrective action. Exceptions exist across the Inspect, Asset, and Process modules, capturing problems identified during inspections or procedure execution and ensuring they are assigned, prioritized, and followed through to closure. Each exception carries a description, location, owner, priority level, and status, forming a complete accountability chain from discovery to resolution. Priority levels (Immediate, High, Medium, Low) communicate urgency; status values (Open, Deferred, In Progress, Closed) track progress over time. Exceptions can be created standalone, raised during an inspection via the Action button, or generated during procedure execution — in each case surfacing in the module's Exceptions tab for centralized management. They support classification tagging for reporting and analysis, photo and file attachments for documentation, grouping into parent records for related findings, and bulk management for large-scale corrective action workflows.

IMPORTANT — Recommendation clarification: A Recommendation in SBN is NOT a separate tracked object or record type. It is pre-written template text configured by administrators under Administration > Recommendations. When creating or editing an exception, a user can click 'Use Recommendation' in the Description field to browse these templates and auto-populate the description text. The exception is the only tracked record — Recommendation is purely a shortcut for filling in the Description field, not an independent entity with its own lifecycle, status, or owner.

Modules: Inspect, Asset, Process

Fields:

description — What the exception is about. Core text detailing the problem or issue found. (required)
location — Where the exception occurred. Physical location, facility area, or asset location. (required)
open_date — The date the exception was opened. Set to the current date automatically by the system, but remains editable by the user. (required)
owner — The person responsible for resolving the exception. Defaults to the record creator. (required)
priority — Urgency level of the exception. Map human terms like 'critical' or 'urgent' to 'Immediate' or 'High'. (required). Values: Immediate, High, Medium, Low
status — Current lifecycle state of the exception tracking progress over time. Map terms like 'active' to 'Open' or 'In Progress'. Status defaults to Open on web; explicitly required on mobile. (required). Values: Open, Deferred, In Progress, Closed
due_date — Target resolution date for closing out the exception.
additional_info — Extra context, miscellaneous notes, or historical commentary on the record.
classifications — Admin-configured tags used for categorization, granular organization, and reporting metrics.
linked_records — Optional link identifier connecting this exception directly to a physical or logical Asset.
images_files — Collection of references, URLs, or file paths for attached photos, documentation, and PDFs.
parent — Links to a grouped or parent exception record ID for handling related or rolled-up findings.

Web: All fields presented inline on a single detail page with individual Save/Cancel per field.

Mobile: Classifications presented as a dedicated collapsible section rather than inline. Status marked required on mobile; defaults to Open on web.

Scope boundary: Software construct only. Classifications may carry regulatory tags (e.g. OSHA codes) but the system does not interpret regulatory applicability. Regulatory determination is out of scope — escalate to a qualified EHS professional.

Inspection

Also known as: inspection, checklist, fieldwork, audit, survey, assessment, safety observation, compliance check, site visit, walkthrough, form, scheduled inspection, corrective action, findings

An inspection is the data record generated when a user conducts fieldwork using a checklist — capturing question responses, photos, notes, and any exceptions flagged during the process. Inspections are the primary data-generating activity in SBN, providing a structured, timestamped record of conditions observed in the field. Inspections exist across the Inspect, Asset, and Process modules. In Inspect, an inspection documents safety observations and compliance checks. In Asset, inspections are linked to specific assets to build maintenance and condition history. In Process, inspections can optionally be tied to a procedure to verify compliance. Each module maintains its own separate checklist library — checklists are not shared across modules. Inspections can be created on demand or generated on a scheduled basis, and are tracked from creation through completion, with all answers, photos, and exceptions accessible from the inspection record.

Modules: Inspect, Asset, Process

Fields:

checklist — The inspection template used to structure this inspection. Selected at creation from the module's published checklist library. (required)
location — Where the inspection is being conducted. Required at creation. (required)
description — Optional notes differentiating this inspection from others using the same checklist — especially useful when multiple inspections use the same template at different locations or for different equipment.
procedure — Process module only. Optional link to a procedure to verify compliance during execution.
frequency — How often the inspection occurs. Ad Hoc for on-demand inspections; scheduled values set by administrator. Values: Ad Hoc, Weekly, Yearly
inspector — The person conducting the inspection. Auto-populated with the logged-in user. (required)
owner — Person responsible for the inspection. Can differ from the inspector.
creator — The administrator who created the inspection if generated by a schedule. Auto-populated.
status — Current state of the inspection. Map terms like 'pending' to 'Due'. (required). Values: Completed, Due, Overdue
submission_status — Whether the inspection has been submitted or is still in draft. (required). Values: Draft, Submitted
workflow_status — Separate workflow state configured per organization.
coordinates — GPS coordinates captured automatically if location services are enabled on the device.
start — Start date for scheduled inspections.
due — Target completion date for scheduled inspections.
completed — Auto-populated when the inspection is completed.
created — Date the inspection record was created. Auto-populated. (required)

Web: Inspections created and managed via the Results tab. Bulk Edit available from the table to change inspection properties. Question-level CSV and Inspection-level CSV exports available.

Mobile: Primary entry point is the Launch Pad. Inspections can be created and completed offline — data queues locally and syncs when connectivity is restored via the Sync button. On completion, confirmation screen offers Start Another Inspection or Request Report. Coordinates captured automatically if location services enabled.

Module variations:

Inspect — creates with: Checklist, Location; checklist library: Inspect module only
Asset — creates with: Checklist, Location, Asset; checklist library: Asset module only; note: Linked to an asset to build maintenance and condition history.
Process — creates with: Checklist, Location; optional link: Procedure; checklist library: Process module only; note: Optional procedure link for compliance verification.

Scope boundary: SBN records inspection activity and captures findings — it does not interpret whether a completed inspection satisfies a regulatory requirement, or determine what inspections are legally required. Those determinations are out of scope — escalate to a qualified EHS professional.

Labels

Also known as: labels, label, color tag, visual tag, procedure label, color code, color coded, tag, visual queue, organize procedures

Labels are administrator-configured color-coded tags applied to procedure records for visual organization in the results table. Each label has a name and a color (configured via RGB color picker). Labels are added as a column to the results table via the +Col button and are searchable in the results table. Labels can also be applied directly to a procedure record — admin-only. Label column configurations can be saved as table preferences. For some organizations, labels may be applied automatically via workflow rather than manually.

Modules: Process

Fields:

name — The label name displayed in the column and on the record. (required)
color — Color assigned to the label, configured via RGB color picker. Stored as hex value (e.g. #004bad, #e83030). (required)

Web: Labels column is searchable in the results table. Label column configurations can be saved as table preferences. For some organizations, labels may be applied automatically via workflow rather than manually.

Mobile: Not confirmed on mobile — label management and application is web-only.

Scope boundary: Labels are a visual organizational tool only — they do not affect record data, filtering logic, or access permissions.

Map Toggle

Also known as: map, map view, map toggle, satellite view, procedure map, location map, coordinates, split screen, full screen map, question coordinates, GPS, map view preferences

Map Toggle is a view control on the Process Results page that switches the Procedures results table between a standard list view and a map view showing procedure locations. The map view supports split-screen mode (table and map side by side) and full-screen mode. Defaults to satellite view. All table filters apply to both the list and map views. Records without coordinates do not appear in the map view.

Map view displays procedure-level coordinates by default. Question-level coordinates can be viewed by clicking the Questions toggle and selecting a specific question from the dropdown. Map view preferences (split-screen or full-screen mode, applied filters) can be saved as table preferences.

Modules: Process

Fields:

coordinates — GPS coordinates captured at procedure or question level. Required for records to appear in map view. Coordinate capture must be enabled on the procedure template or question.
view_mode — Whether the map view displays alongside the table (split-screen) or takes over the full page (full-screen). Saveable as a preference. Values: split-screen, full-screen

Web: Defaults to satellite view. All table filters apply to both list and map views. Records without coordinates do not appear in map view. Question-level coordinates accessible via the Questions toggle — select a specific question from the dropdown to map those coordinates.

Mobile: Not confirmed on mobile — map view is a web results table feature.

Scope boundary: Map Toggle displays coordinate data captured during procedure execution. It does not determine location accuracy or GPS compliance requirements.

Preferences

Also known as: preferences, saved view, custom columns, column configuration, saved columns, column layout, preferred view, save my view, custom list view, bookmark view

Preferences is a user-level saved view feature that allows users to configure and name a custom column layout for a results list. A saved preference stores which columns are displayed and their display order only — it does not affect Quick Filters, active record filters, or the underlying data. Preferences are recalled via a dropdown in the top-right corner of supported list views, allowing quick switching between multiple saved column configurations. Preferences are user-specific — not shared across the organization.

Preferences are configured via the bookmark icon in the top-right corner of supported list views. Column selection uses numbered sequencing to control left-to-right display order. An active preference appears as a named button that can be cleared with the × control. Multiple saved preferences are supported per user per tab.

Modules: Process, Asset

Web: Available on Process → Procedures list and Asset → Assets list. Not available in Inspect module. Column numbering controls left-to-right display sequence. Quick Filters are independent of Preferences — active Quick Filters persist regardless of which Preference is selected.

Mobile: Not confirmed on mobile — web only.

Scope boundary: Preferences configure the user's display of list columns only — they do not filter, restrict, or alter the underlying records, and do not affect Quick Filters or active record filters. All records remain accessible regardless of which preference is active.

Procedure

Also known as: procedure, permit, LOTO, lockout tagout, JHA, job hazard analysis, SOP, standard operating procedure, work authorization, hot work, confined space, excavation, energy isolation, work permit, safety procedure, hazard assessment, draft, completed procedure, safework permit, atmospheric reading, energy source, isolation sequence, near miss, incident, compliance, OSHA, ISO, NFPA, e-permit, pre-work, post-work, hazard list, entrant log

A procedure is a structured work document used to plan, authorize, and guide the execution of a specific work activity. Procedures are the primary output of the Process module, providing a formal record of the steps, controls, and approvals required before and during work. Each procedure is created from a template configured by administrators, starts in draft status, and is completed when all required fields and steps are filled — at which point it becomes a finalized record available for use and audit. SBN supports four procedure types under one umbrella: Lockout/Tagout (LOTO) for energy isolation sequences, Job Hazard Analysis (JHA) for pre-work hazard assessments, Standard Operating Procedures (SOP) for documenting safe work practices, and Permits for authorizing specific high-risk activities such as hot work, confined space entry, and excavation. Each type is built from its own template but follows the same underlying structure — template selection, location, description, question sections, and completion. Exceptions raised during procedure execution are tracked in the Process module's Exceptions tab alongside the procedures that generated them.

Modules: Process

Fields:

template — The procedure template used to structure this procedure instance. Selected at creation from published templates configured by administrators in Administration → Procedures. (required)
location — Where this procedure applies. Selected from the organization's location hierarchy. (required)
description — Identifies this specific procedure instance (e.g. 'HVAC Repair Unit 1200', 'Confined Space Entry - Tank 5', 'Hot Work - Building 100'). (required)
status — Current lifecycle state of the procedure reflecting its authorization workflow. Map terms like 'active' or 'authorized' to 'Issued'; 'finished' or 'done' to 'Complete'; 'cancelled' to 'Delete' or 'Suspend'; 'rejected' to 'Closeout Rejected'. Draft while in progress; Expired when past validity period. (required). Values: Retain, Delete, Closeout Rejected, Complete, Craft Complete, Draft, Expired, Issued, Suspend
submission_status — Whether the procedure has been submitted. Separate from completion status. Values: Draft, Submitted
review — Review workflow fields — Last Review date, Next Review date, and Reviewed By user. Admin-configured review cycle.
owner — Person responsible for the procedure. Auto-populated with creator.
creator — Auto-populated with the user who created the procedure.
created — Date the procedure record was created. Auto-populated.
completed — Date the procedure was completed. Auto-populated on completion.
barcode — Barcode or QR code identifier for the procedure. Auto-generated or manually assigned. Print QR Labels available from Options menu.
external_asset_id — External asset identifier linking the procedure to an asset outside of SBN.
location_comment — Additional location notes.
procedure_type — The category of work authorization this procedure represents. Determined by the template selected at creation. Values: LOTO, JHA, SOP, Permit

Web: Procedures managed via Results → Procedures tab. Options dropdown at table level handles bulk exports and archive. Generate Public Link, Notify, and PDF available from the individual procedure show page. Reports section has three tabs — Reports, Report Templates, and Data Export.

Mobile: Primary entry point is the Launch Pad. Procedures can be created and saved as drafts offline. Dynamic Lists can be pre-built and inserted into a procedure via the Lists section. Retrieve searches for existing procedures online only.

Procedure types:

LOTO — full name: Lockout/Tagout; purpose: Energy isolation sequences for hazardous energy control
JHA — full name: Job Hazard Analysis; purpose: Pre-work hazard assessments
SOP — full name: Standard Operating Procedure; purpose: Documenting safe work practices
Permit — full name: Work Permit; purpose: Authorizing specific high-risk activities such as hot work, confined space entry, and excavation

Scope boundary: SBN records procedure activity and captures completed work authorization documents — it does not determine whether a procedure satisfies regulatory requirements, certify worker competency, or validate that energy isolation sequences are complete or correct. Those determinations are out of scope — escalate to a qualified EHS professional.

Question Columns

Also known as: question columns, question data, add question, question answers, table columns, question results, procedure questions, question table view, question level data, add Q, question column preferences

Question Columns is a feature on the Process Procedures results table that allows users to expose question answer data as columns in the table view. Accessed via the +Q button, which appears in the table navigation after filtering the results table by a specific template. Multiple questions can be selected and added as columns simultaneously. Column order is determined by selection order — to reorder, deselect all and reselect in the desired priority.

Question answer data is displayed for high-level scanning only — it is not searchable or sortable in the same way procedure-level fields are. If the template filter is cleared, the +Q button disappears and any active question columns are removed from the view. Question column configurations can be saved as table preferences via the bookmark icon — however, preferences save the column configuration only, not the active template filter.

Modules: Process

Fields:

template_filter — Results table must be filtered by a specific template before the +Q button appears. Required to expose question columns. (required)
selected_questions — Questions selected for display as columns. Added in selection order. To reorder, deselect and reselect in desired priority.

Web: Template filter is required before +Q appears. Multiple questions can be added simultaneously. Column order follows selection order — to reorder, deselect and reselect in desired priority. Question column configurations can be saved as table preferences.

Mobile: Not available on mobile — table column configuration is web-only.

Scope boundary: Question Columns display recorded answer data only — they do not allow editing of question responses from the table view. Only available on the Procedures tab — not on the Inspections or Exceptions tabs within Process.

Recommendation

Also known as: recommendation, use recommendation, pre-written description, description template, template text, suggested text, admin recommendations, recommendation library, add description, common finding, standard response, canned response, recommendation group, recommendation category

A recommendation is a piece of pre-written, reusable text configured by an administrator to help users quickly and consistently describe a common problem. Recommendations are not a tracked record in their own right — they exist solely to populate the Description field of an exception. When a user clicks 'Use Recommendation' while creating or editing an exception, they select from a library of pre-written templates, and the chosen text is inserted directly into the Description field, where it can be used as-is or edited further depending on whether the recommendation is marked editable.

Recommendations are configured independently per module (Inspect, Asset, Process) in each module's Administration tab, and can also be linked at the checklist section level so that relevant recommendations surface contextually based on which checklist section an exception is raised from. Because a recommendation only ever populates text — it is never itself linked to, tracked alongside, or referenced live by an exception as a separate object — there is no Recommendation table, status, or lifecycle to track. Deleting a recommendation does not affect exceptions that already used it; the text is copied into the exception at the time of selection, not referenced live. It exists purely as a content library for Exception's Description field.

Modules: Inspect, Asset, Process

Fields:

title — Short, searchable name for the recommendation (e.g. 'Move fire extinguisher,' 'Replace worn lockout device'). What users see when searching via Use Recommendation. (required)
text — The full pre-written content. Inserted into an exception's Description field when selected via Use Recommendation. (required)
editable — True allows the inspector to modify the recommendation text after it's inserted. False requires the text be used exactly as written. (required)
module — Recommendations are configured independently per module; a recommendation built in one module is not available in another. (required). Values: Inspect, Asset, Process
classifications — Admin-configured tags applied to the recommendation for filtering and reporting.
groups — Logical categories a recommendation can be organized into (e.g. 'Fire Safety,' 'Equipment Maintenance') via Manage Groups, making it easier for inspectors to find relevant recommendations.
linked_section — Optional checklist section this recommendation is associated with, so it surfaces contextually when an exception is raised from that section.
created_by — Administrator who created the recommendation. Built in the module's Administration tab. (required)

Web: Recommendations are managed under Administration within each module (Inspect, Asset, or Process). Each module maintains a separate recommendation library — recommendations are not shared across modules. Administrators can search by title, filter by classification or group, and bulk apply or remove classifications and groups.

Scope boundary: SBN stores recommendation text as configured by an administrator. It does not determine whether a recommendation's content satisfies a specific regulatory requirement, even when tagged with a classification such as an OSHA code. Those determinations are out of scope — escalate to a qualified EHS professional.

Report

Also known as: report, reports, report template, template, data export, generate report, formatted report, PDF report, export data, report builder, send report, email report, inspection report, exception report, asset report, procedure report, question report, CSV export, one-off report, ad hoc report, CERS report, SARA report, data download

A report is a formatted document generated from SBN data — combining structured data exports, text, tables, and images into a presentable output that can be saved, emailed, or downloaded. A report template is a reusable layout that defines the structure, formatting, and data type of a report; users generate reports from templates to maintain consistency across recurring outputs.

Reports and Report Templates are managed together under the Reports section of each module, with sub-tabs separating saved reports from reusable templates. Both use the same Report Builder interface — a layout tool supporting Text, Tree, Table, Image, List, and Page Break components. The data type inserted into a report (Inspection, Exception, Asset, Procedure) is configured at the template level via Insert Record (single record) or Insert Multiple Records (multiple records matching specified parameters).

Each module also includes a Data Export tab — a lightweight, ad-hoc path for generating one-off exports using pre-built system templates without saving a report configuration. Data Export is the fastest path for quick data pulls; the Reports tab is for saved, reusable, formatted documents.

Modules: Inspect, Asset, Process

Fields:

report_title — The name of the report or template. Appears in the Reports/Templates list and as the default email subject line when sent. (required)
subject_of_email — Email subject line used when the report is sent. Defaults to the report title but editable. (required)
owner — Person responsible for the report or template. Defaults to creator, editable via dropdown. (required)
show_org_logo — When checked, displays the organization's logo on the report output.
data_type — The type of SBN data inserted into the report. Configured at the template level. Available data types vary by module. (required). Values: Inspection, Exception, Asset, Procedure, Question
components — Layout elements in the Report Builder: Text (+A), Tree, Table, Image, List, Page Break. Arranged to define report structure. Each component supports delete, duplicate, and reorder controls.
insert_type — Controls how data is inserted into the report. Insert Record — single record. Insert Multiple Records — multiple records matching specified parameters. Values: Insert Record, Insert Multiple Records
last_modified — Auto-populated date of last edit.

Web: Report Builder accessed via New → Report or New → Template. Reports and Templates share the same list columns — ID, Name, Owner, Last Modified. Process module has an additional top-level Report Templates tab alongside the Reports tab — same content, different access point. Data Export tab provides ad-hoc pre-built exports without saving a report configuration.

Mobile: Not confirmed on mobile — Report Builder is web-only. Generated reports can be emailed and accessed via link.

Scope boundary: SBN generates reports from data recorded in the system. It does not validate whether report content satisfies regulatory reporting requirements or certify data accuracy for compliance purposes. Those determinations are out of scope — escalate to a qualified EHS professional.

Scheduler

Also known as: schedule, scheduler, automation, recurring, automated inspection, scheduled inspection, recurring inspection, scheduled report, automated report, CSV report, email notification, scheduled notification, recurrence, daily, weekly, monthly, yearly, one-time, preventative maintenance schedule, asset inspection schedule, bulk update, asset update, task group, scheduled task, auto-create

A schedule is an administrator-configured automation that runs recurring tasks on a defined cadence. Schedules are the system's mechanism for ensuring time-sensitive activities happen automatically — generating CSV reports, sending email notifications with record lists, creating inspections, or bulk-updating records — without manual intervention.

Each schedule has a title, start date, optional end date, recurrence pattern, owner, and one or more tasks that define what the automation does when it runs. A single schedule can contain multiple tasks, grouping related automations together. Schedules support three task types: CSV Reports, which export data as CSV files sent via email; Notifications, which send email digests of records needing review with clickable links; and Actions, which automate record-level operations such as creating recurring inspections on specific assets or bulk-updating asset properties. Available task types and action subtypes vary by module — Asset offers the broadest set, including Asset Dynamic Inspection (targeting multiple assets matching filter criteria) and Asset Update (bulk-updating asset properties).

Schedules exist in the Inspect and Asset modules only. Schedules are one of the highest-support-volume areas in SBN due to the complexity of filter configuration, date range logic, and recurrence setup.

Modules: Inspect, Asset

Fields:

title — The name of the schedule identifying its purpose (e.g. 'Monthly Fire Extinguisher Inspections', 'Weekly Exception Report'). (required)
description — Optional details about what the schedule does and why.
owner — The person responsible for this schedule. (required)
start_date — When the schedule begins running. Format: MM/DD/YYYY HH:mm:ss. (required)
end_date — When the schedule stops running. If omitted the schedule runs indefinitely until manually deleted.
recurrence — How often the schedule runs. Standard values include Daily, Weekly, Monthly, Yearly, and One-Time. Custom intervals (e.g. Every 2 Days, Every 3 Days) are also supported. If not set the schedule runs once on the start date. Values: Daily, Weekly, Monthly, Yearly, One-Time
tasks — One or more tasks associated with this schedule. Each task defines what the automation does — CSV Report, Notification, or Action. A single schedule can contain multiple tasks. (required)
type — The category of task this schedule performs. Available subtypes vary by module. (required). Values: CSV Reports, Notifications, Actions
module_task_types — Available action subtypes per module: Inspect — Inspection CSV, Exception CSV, Question CSV, Notifications, Actions (create inspections). Asset — Asset CSV, Inspection CSV, Exception CSV, Question CSV, Notifications, Asset Inspection, Asset Dynamic Inspection, Asset Update.

Web: Schedules managed via Administration → Schedules in Inspect and Asset modules only. No dedicated show page — all editing done inline via the Edit control on each row. + button adds additional tasks to an existing schedule.

Mobile: No schedule management on mobile. Schedules are web-only. Inspections and reports generated by schedules appear in the relevant module tabs as normal records.

Scope boundary: SBN automates the creation of inspections, reports, and notifications on a configured schedule. It does not determine whether a scheduled inspection frequency satisfies any regulatory requirement for inspection intervals or maintenance cycles. Those determinations are out of scope — escalate to a qualified EHS professional.

User

Also known as: user, users, account, user account, role, permissions, access, location access, administrator, power user, standard user, collaborator, solo user, read only, lite user, external user, user management, add user, create user, user roles, module permissions, view all locations, inactive user, password reset

A user is an individual account in SBN that controls system access, permissions, and data visibility. Each user is assigned a role that determines what actions they can perform across modules, and one or more locations that determine which records they can see. The combination of role and location access defines the complete scope of what a user can do and view in SBN.

SBN has six role types — Administrator, Power User, Standard User, Collaborator User, Solo User, and Read Only User — plus a special Lite User type for external parties who access specific shared records without a system login. Roles are assigned per module (Inspect, Asset, Process), allowing a user to have different permission levels in different parts of the system. Location access is configured separately and applies across all modules — a user without location access cannot see any records in the system.

Modules: Core Admin

Fields:

username — Login identifier for the user. Must be unique across the organization. (required)
first_name — User's first name. (required)
last_name — User's last name. (required)
email — User's email address. Used for notifications, password resets, and report delivery. (required)
phone — User's phone number.
title — User's job title.
role — Module-specific role assignments controlling what the user can do in each module. (required)
location_access — Which locations the user can access. Either View All Locations (global access) or individual location assignments. Users without location access cannot see any records in the system. (required)
active — Whether the user account is active. Inactive users cannot log in but their records remain in the system. (required)
lite_user — Converts account to Lite User type — external access only via shared links. No system login required.
enable_team_filter — Restricts user to seeing only team members in dropdown lists. Useful in large organizations.
create_public_records — Allows user to share permits and records with external parties.
default_asset_location — Pre-selects a specific location when this user creates asset records.

Web: User management via Core Admin → Users tab. Roles save automatically — no Save button on the Roles tab. Account tab handles password reset and account status. Deleting a user removes access but not their records.

Mobile: No user management on mobile. Users log in via mobile apps but account configuration is web-only.

Scope boundary: SBN manages user accounts, roles, and location access within the platform. It does not determine whether a user's role or access level satisfies any regulatory requirement for personnel authorization or competency verification. Those determinations are out of scope — escalate to a qualified EHS professional or system administrator.