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Stop preparing for an inspection days ahead
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The module records entry, periodic, extraordinary, exit and follow-up check-ups and proposes the next date from the type, work category and employee age. Overwrite it if the doctor decides otherwise and attach the scan.
Records are numbered automatically and the printout follows the prescribed form, with four signature fields. Injuries use ESAW codes and the occupation comes from an official code list.
Run the inspection with a list of findings: responsible person, deadline for removal and a photograph of the defect.
Keep personal protective equipment with its EN standard and service life, and set per position who gets what. With the warehouse module, issuing writes the stock movement straight away. Receipt is confirmed from an e-mail link.
One screen shows expiring assessments, protective equipment past its service life and employees with no check-up at all. The application sends reminders as far ahead as you choose.
What you can use the occupational safety module for
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Issuing PPE writes off warehouse stock
Link an equipment type to a warehouse item. When issuing, you see the quantity in stock down to individual sizes, and a stock issue document is created.
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Company stamp printed on the form itself
Upload the stamp image once and it prints on the check-up request, the inspection report and the PPE record sheet.
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Work categorisation by risk factor
Assign risk factors to a position from a list of thirteen. The resulting category follows the strictest one.
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Narrow the deadline tracker to suit you
Only the training courses you tick are pulled in, and the lowest work category is not flagged for a missing check-up.
What occupational safety records are and what they are for
An occupational safety record is provable evidence that an employer meets its health and safety duties: that staff attend occupational health check-ups, that an accident book exists, that workplaces were inspected once a year, and that people received protective equipment. The Occupational safety module in eIntranet keeps all of these in one application and watches their deadlines.
No specific format of record is prescribed. What is required is that the record be provable — and that is exactly where a spreadsheet parts ways with a system. A table can be rewritten afterwards without leaving a trace. An inspector will not ask whether you keep records; they will ask whether you can produce a specific date and a specific signature from them.
The module covers five areas: occupational health check-ups, the accident book, the annual workplace inspection, personal protective equipment, and work categorisation by risk factor. A sixth layer is the Deadline Tracker, which collects whatever is lapsing across all of them.
What the Occupational safety module can do
| Area | What is recorded | What comes out of it |
|---|---|---|
| Health check-ups | Entry, periodic, extraordinary, exit and follow-up check-up; conclusion of the medical opinion, work category, risk factors, provider and physician, scan of the opinion | Check-up request in PDF, proposed date of the next check-up, import of opinions from a spreadsheet |
| Accident book | Twelve mandatory items, ESAW classification (46 injury types, 41 body parts), four injury classes, sick leave duration, witnesses, investigation notes | Injury record on the prescribed form, reporting to three recipients, the 15 working day limit |
| Annual inspection | Year, workplace, participants, conclusion; for each finding a responsible person, a removal deadline, a status and a photo of the fault | Inspection protocol in PDF, reminder to the responsible person before the deadline |
| Protective equipment | Catalogue with the EN standard and service life in months, entitlement rules per job position, issue with size and quantity, return of an item | Employee equipment sheet in PDF, confirmation of receipt with date and IP address |
| Work categorisation | Thirteen risk factors assigned to a job position, categories 1 to 4 | Basis for the check-up request and for equipment entitlement |
The Deadline Tracker is the shared screen above all of it. It draws on four sources: expiring training, lapsing medical opinions, employees who hold no opinion at all, and issued protective equipment past its service life. The last two are there deliberately — someone who has never been to a check-up will never appear in a list of expiry dates, and that is the riskiest case of all.
How it works step by step
Recording a check-up starts with the employee and the check-up type. Based on the type and the work category, the module proposes an expiry date: 72 months for an entry check-up in category 1, four years for a periodic one in category 2, two years in category 3. From the age of fifty the interval is halved. The proposed date is a proposal, not an order — the physician may decide otherwise and the field can be overwritten.
An injury is entered through a dialogue split into four tabs that follow the order of the statutory form: the injured person and the location, the course of events and the injury, consequences and measures, issuing and attachments. The injury number is assigned automatically in sequence by year. Once the record is complete, the module shows the date by which it has to reach the inspectorate and the health insurer.
The annual inspection is created as a document with a header, and findings are added to it as they come. While the inspection is in progress it can be edited; closing it locks it, because a signed protocol is not something you rewrite afterwards. Findings live on after closure — each keeps its deadline and its responsible person.
Issuing an item of protective equipment records it against the employee and the service life is derived from the catalogue. Changing the service life in the catalogue never moves the expiry of an item someone is already wearing. That is deliberate: a record of issue should not change its content because of a later purchasing decision.
Where check-up and injury data come from and where they go
Input. Medical opinions reach the module three ways: manual entry, bulk import from an XLSX table during roll-out, or automatically as a scheduled follow-up check-up after the previous one lapses. Employee details — date of birth, gender, citizenship, address of residence, start date of employment — come from the Employees module and are never retyped. The CZ-ISCO occupation code is pre-filled on the injury record from personal data.
Hardware. None required. Unlike attendance or a vehicle logbook, there is no reader, no chip and no GPS unit here — the module works with what the HR officer or the safety technician enters, and with data from other modules.
Output. Data leave in four directions. To PDF: the check-up request, the injury record on the prescribed form, the annual inspection protocol and the equipment sheet. To XLSX: every table in the module has an export button that respects permissions — whoever sees only their own records exports only their own. By data box: reports to the health insurer and the liability insurer. And by e-mail: reminders about lapsing deadlines.
Reporting to the labour inspectorate now runs through the inspectorate's own portal. The module links to it directly from the record and deliberately does not offer data box submission for these injuries, so it cannot let you discharge a duty in a way that is no longer accepted.
PPE and warehouse stock: an issue that writes off the stock
Protective equipment is usually recorded twice in a company. Once in the warehouse, because it was purchased, and again in the safety records, because you have to prove who received it. The two then drift apart and nobody knows how many size 10 gloves are actually left.
With the warehouse module, the two can be joined. In the PPE catalogue you link an equipment type to a warehouse item. When issuing, the dialogue shows how much is in stock — down to individual sizes, because a size is a separate warehouse item with its own stock. Saving the issue creates a stock issue document of the type Issue to employee, with the employee set as the recipient, and writes the stock off. The stock movement date matches the date the equipment was handed over, not today.
The safety record is saved even when the stock movement fails. That is deliberate: handing over protective equipment is a legal record and must not depend on whether the safety officer may create documents in that particular warehouse. When the warehouse refuses — missing rights, a closed accounting period, a deleted item — the record is still created and the application states the reason, so nobody hunts for a document that was never issued.
Once the stock document exists, the equipment type, size and quantity are locked on the issue. Without that, a later edit could pull the document and the stock apart: the document saying two pieces and the record five. A returned piece is not put back into stock — a worn helmet does not belong among new goods and returning it would overstate both the quantity and its valuation.
Without the warehouse module none of this is shown and PPE records work on their own, exactly as before.
Choosing safety software: what to ask before you buy
There is no shortage of offers and most look alike at first glance. The differences show up in five questions:
- Does the vendor follow regulatory change, or is that on you? The structure of the injury record changed on 1 January 2026. Ask whether the product already reflects it, or whether it still prints the superseded form.
- Does it calculate deadlines, or merely store them? This is the usual dividing line between cheap and usable. Storing an expiry date is easy; proposing one from the work category and the employee's age is not.
- Does it show you what is missing? A record that lists only existing entries will never surface an employee without a single check-up — and that is the biggest problem you can have.
- Does it speak up on its own? A passive overview only works for whoever opens it. Ask who gets reminders, how far in advance, and whether several lead times can be chained.
- Where does safety end and the rest of HR begin? A standalone safety product has nowhere to get the job position, the line manager or the start date. Either you enter them twice, or something has to pull them from another system.
Rolling the module out
Roll-out takes four steps and the first one is the demanding one.
1. Job positions and work categories. In the module settings you assign risk factors to positions. This is work for a safety technician, not an administrator — and it is the one step you cannot finish by clicking through it in an afternoon. The module runs without it too; it just has nothing to derive check-up intervals from.
2. Importing valid opinions. Existing opinions load from an XLSX table. A sample file downloads straight from the import dialogue. At a hundred employees this step is the difference between an afternoon and a week of retyping.
3. Setting reminders. Enter the lead times in days, for example 60;30;7;0 — a single setting covers the validity of medical assessments, the deadlines for removing findings from an inspection and the service life of issued protective equipment alike. As long as the field is empty nothing goes out, so you can fill the module with data first and switch the reminders on afterwards. Two safeguards protect you from a wave of e-mails once you do: only one reminder — the most urgent one — is sent at any given moment, and deadlines more than 90 days overdue are no longer reminded about.
4. Permissions. The module has five levels, from no access to delete rights. The "own records only" level is meant for regular staff, so they can check their own opinion and confirm receipt of equipment without seeing colleagues' health data.
What safety records in eIntranet cost
The Occupational safety module is not charged separately. Every module is part of every plan and you pay per application user per month:
| Users | Basic | Normal | Extra |
|---|---|---|---|
| 1–10 | €2.40 | €2.80 | €3.20 |
| 11–20 | €2.10 | €2.50 | €2.90 |
| 21–50 | €1.70 | €2.10 | €2.50 |
| 51–100 | €1.50 | €1.90 | €2.30 |
| 101 and more | €1.40 | €1.80 | €2.20 |
Per user per month, excluding VAT. Telephone technical support is part of the Extra plan.
No hardware needed. That sets safety apart from attendance, where entry into the system means buying a terminal, or from a vehicle logbook with its GPS unit. The one add-on that makes sense here is consulting, typically when you want help configuring work categorisation — assigning risk factors to positions is expert work, not configuration. Hardware and hourly rates are quoted individually; see the price list.
The question we get most often: do we pay for employees whose opinions we merely record? You pay per application user, not per medical opinion, injury or issued item. A manufacturing company of thirty on the Normal plan pays €2.10 per user per month, that is €63 a month for the whole of eIntranet with every module.
Safety records for free: what works and where the limit is
Plainly: for a five-person office where everyone works in category 1 and the periodic check-up comes round once every six years, a spreadsheet is entirely adequate and paying for software makes no sense. A paper accident book from a stationery shop is perfectly legal too.
The limit lies elsewhere and it is fairly sharp. A spreadsheet stops being enough as soon as one of these applies:
- You have positions in category 2 and above, where intervals differ by risk factor and by the employee's age.
- An injury happens. The record has to reach three different recipients within 15 working days and a table will remind you of nothing.
- You issue protective equipment and need to prove the employee received it.
- You run several workplaces and the annual inspection is no longer something you keep in your head.
Standalone safety programs are not free either — their free tiers are usually capped by headcount and regulatory updates live in the paid extension. The difference with eIntranet is not that we are cheaper; it is that you do not buy safety as a separate product, you get it alongside the rest of the company system.
You can try it for 14 days free and without entering payment details.
Safety records for small firms and for manufacturing
Small firm, office work. Typically under twenty people, everyone in category 1, no protective equipment beyond a first aid kit. You will use check-ups and the Deadline Tracker; the accident book will stay empty and you will hope it stays that way. The annual inspection shrinks to one document with three lines. Roll-out takes an afternoon.
Manufacturing, warehousing, construction. This is where the module earns its keep in full. Categories 2 and 3, shortened check-up intervals, protective equipment with service lives and sizes, inspections across several workplaces and, unfortunately, real injuries. ESAW classification, three reporting recipients and the 15 day limit are features you will never touch in an office and will use monthly on a shop floor.
A firm with an external safety technician. A very common arrangement. The technician visits now and then, runs the inspection and checks the opinions. Open the module to them with limited permissions and they see what they need without you e-mailing anything.
What to read next
The Occupational safety module sits close to three other areas of eIntranet. Employee training tracks the validity of completed training and its deadlines flow into the same overview as medical opinions. Employees is the source of the personal data an injury record requires. And Data messages handles sending reports to insurers through the data box.
Frequently asked questions
Yes, for all employees. The module records entry, periodic, extraordinary, exit and follow-up occupational health check-ups for anyone set up in the Employees module. Previously a check-up could only be entered for a driver, in Driver records.
Check-ups tied to professional driving fitness stay in Driver records. Someone who is also a driver may have records in both places, depending on the type of check-up.
Yes, but you have to switch it on. In Settings → Occupational safety enter the lead times in days, for example 60;30;7;0. The application then warns about expiring opinions, about inspection findings before their removal deadline, and about protective equipment past its service life.
Only one e-mail ever goes out — the most urgent lead time reached — so an outage does not cause several messages at once. An empty field means nothing is watched.
Yes. Once you pick the check-up type and the work category, the module proposes the expiry date itself: 72 months for an entry check-up in category 1, four years for a periodic one in category 2, two years in category 3. From the age of fifty the interval is halved.
The proposed date is only a proposal and you can overwrite it. The physician may decide otherwise based on the state of health, and the opinion you hold always takes precedence.
Automatically, in the form YYYY/order, for example 2026/001. Just leave the Accident number field empty when recording and the module fills the sequence number in on save, so the series stays unbroken and free of duplicates.
You can also type the number in by hand, which helps with accidents from previous years. The automatic numbering is based on the current year and would give last year's accident this year's sequence.
Yes. Both the check-up dialog and the accident dialog have an area you simply drag files onto. Typically that is a scan of the medical opinion, photos from the scene of the accident or an accident report.
Attachments stay with the record and you download them straight from the row in the overview. They count towards the storage space of your tariff.
Only the people you explicitly allow. The module distinguishes five permission levels: no access, see own records only, see records of all employees, add and edit, and the top level with adding, editing and deleting.
Permissions are set in the module settings separately for job positions and for individual users; if someone has both, the higher level applies. A regular employee therefore sees only themselves in the expiry overview and in both registers.
Yes. Just fill in Incapacity from and Incapacity to on the record and the module counts the days itself, both end days included. Incapacity from 1 September to 1 September is therefore one day.
Saving is refused if Incapacity to precedes Incapacity from. The resulting number of days appears in its own column in the accident book.
No, deletion in the module is reversible. A deleted record disappears from the overview but stays in the database, so it remains traceable during an inspection or an insurance claim years later.
The Deleted button opens the recycle bin, where you restore the record. The bin covers all seven registers of the module: check-ups, injuries, injury notes, inspections, findings, the equipment catalogue and equipment issues. Only a user with the highest permission level may delete and restore.
Yes. The print button in the accident book or on the record detail generates the injury record as a PDF following the structure of the prescribed statutory form that has applied since 1 January 2026. The report contains all fifteen items of the annex, including four signature fields.
Before using it in earnest we recommend comparing the printout with the current official form.
Yes. In the module dialogs the employee is picked from the list of people in the Employees module, and it is the only mandatory field. A new employee therefore has to be created there first.
The account does not need to be actively used – you can record a check-up or an accident for someone who never logs in. Such an account does count towards the number of users, though.
With the Excel button above every table in the module — in the deadline overview, check-ups, the accident book, inspections and protective equipment. It downloads the currently displayed data as XLSX in exactly the column layout you have switched on.
On top of that you can print four PDF reports: the check-up request, the injury record, the inspection protocol and the equipment sheet. Exports respect permissions: whoever sees only their own records exports only their own.
That thirty days or fewer remain until expiry. For validity dates the overview distinguishes three states: Valid when more than thirty days remain, Expiring soon in orange at thirty days or fewer, and Expired in red once the date has passed.
A scheduled follow-up check-up has its own pair of states — Scheduled and Past the planned date — because its medical opinion does not exist yet and the word Expired would be misleading. The thirty day boundary is fixed and unrelated to the e-mail lead times.
These are three separate reports and the module tracks each one individually — when it went out and to whom: the employee's health insurer, the regional labour inspectorate, and the employer's liability insurer.
To the health insurer and the liability insurer you send the injury record by data box straight from the injury detail. For injuries from 1 January 2026 the route to the labour inspectorate runs exclusively through the inspectorate portal; the module links to it and deliberately does not offer data box submission for them.
Yes, but the watching is switched off by default. You run the yearly inspection as a document listing the deficiencies found, each with a responsible person, a removal deadline and a photo of the fault.
In Settings → Occupational safety you enable the warning about a missing annual inspection. The application then e-mails the administrators once more than twelve months have passed since the last one. It counts a rolling year, not a calendar year.
Two ways, and you can use both. The classic one is the employee equipment sheet in PDF with a signature line that you print and have signed.
The other is electronic confirmation: the employee clicks receipt on their own row in the overview, or through a link from an e-mail if they never open the application. The server time and IP address are stored. It is not an electronic signature but a provable confirmation — the same standing as confirming training.
It holds what belongs to the job, not to the individual. You assign a position risk factors from a list of thirteen and the work category 1 to 4 is derived from them — the strictest of those assigned wins.
The catalogue has two consumers. The work category feeds the proposed check-up interval and the check-up request for the provider. The equipment entitlement rules on the position then say who gets what.
Within 15 working days of the day the employer learned of the injury. That limit applies both to the labour inspectorate and to the employee's health insurer — and to every injury, not only fatal ones.
The module shows a concrete due date on every record. It counts from the date of the injury and skips weekends. Once the limit passes, the record status turns red so it does not stay hidden among the others.
Yes, if the company has the warehouse module. In the PPE catalogue you link an equipment type to a warehouse item, and when issuing you see how much is in stock, down to individual sizes. Saving the issue creates a stock issue document of the type Issue to employee and writes the stock off.
Without the warehouse module nothing stock-related is shown and PPE records work on their own.
Yes. Upload the stamp and signature image once in the module settings and it prints on the check-up request, the annual inspection report and the protective equipment record sheet.
A PNG with a transparent background of at most 300 × 300 px works best. The stamp can be removed again in the same dialogue.
The overview can also list employees with no check-up recorded at all — the riskiest case, because they never show up among expiry dates. You can add selected people to the exception list in the module settings, and positions in the lowest work category without risk factors are not flagged automatically.
The application only stops reminding you; it does not claim the check-up is unnecessary.
No. A signature is not prescribed — the employer has to be able to prove the handover, and the date, time and IP address from the confirmation link do exactly that.
If the employee has confirmed every unreturned item electronically, the signature line is not printed on the record sheet at all. As soon as one item is unconfirmed, the line comes back so the company keeps a single record rather than two different ones.
No. Only the courses that have Display in the OSH module ticked in their own settings are pulled into the deadline tracker.
That keeps the overview limited to what belongs to occupational safety instead of filling it with courses the company manages elsewhere. The tick box is offered only for courses that have a validity date.
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