Choose safety software by following the work.

Start with one real workflow

Choose a task your team performs regularly: an incident intake, field inspection, training assignment, or contractor document review. Describe who starts it, who checks it, and what useful record should exist at the end. Ask the vendor to demonstrate that sequence with representative data.

A dashboard can summarize the program without showing how the underlying work happens. Inspect both. Your evaluation should establish whether a field supervisor can capture information and whether the person responsible for the record can explain what happened later.

• Follow one case from capture through review and preparation.
• Change a detail and inspect its history.
• Check who owns the next action and how that person finds it.

Separate the OSHA obligations

Recording an injury, reporting a severe event, posting an annual summary, and making an annual electronic submission are different responsibilities. A product that prepares one output does not necessarily perform the other steps.

Ask the vendor to identify exactly what its product prepares, validates, exports, and transmits. Establishment size, industry, jurisdiction, and the facts of an incident can affect the applicable requirements. Keep workers’ compensation reporting separate from OSHA recordkeeping.

• Identify the forms and outputs relevant to your organization.
• Ask where human review and executive certification occur.
• Confirm whether an output is prepared, exported, or actually submitted.

Test the exception, not just the happy path

A useful demonstration includes incomplete information, an expired document, a missing permission, or a lost network connection. Ask what the user sees and what the system prevents.

For field work, check the supported offline tasks, device requirements, and the difference between a locally saved item and a synchronized record. For permits, distinguish a conflict warning from authorization to perform the work.

• Inspect a missing-field or incomplete-review state.
• Confirm that a saved offline item remains visibly pending until synchronized.
• Ask who can resolve a conflict and where the decision is recorded.

Understand access before connecting organizations

Employers, consulting firms, and carriers may collaborate without sharing the same authority. Ask who owns each record, who grants access, which information the external party can see, and how access is revoked.

A portfolio view should not make every client record broadly accessible. Ask the vendor to demonstrate a permitted connection and a denied or pending connection. Confirm that the display reflects those boundaries.

• Review the roles available to employees, contractors, consultants, and carriers.
• Confirm the process for granting and revoking access.
• Inspect a case where access has not been approved.

Ask AI to show its boundaries

A fluent answer is not a demonstrated safety control. Ask where the source comes from, how worksite context is used, and what happens when the answer lacks adequate support. Review any limitations on retrieval, image analysis, and automated actions.

Inspect the human review step. The interface should make it clear whether a suggestion is a draft, whether someone has accepted it, and whether any downstream action has occurred. An example tour should identify synthetic data and precomputed findings.

• Open the supporting source instead of relying on a citation label alone.
• Ask which decisions the product never makes automatically.
• Confirm the difference between advice, record preparation, and transmission.

Compare the price of your actual operating model

Write down the number of full users, workers, establishments, and client organizations you need to support. Ask which of these affect pricing and which capabilities depend on usage credits, plan entitlements, or separate agreements.

For SafeGora employer plans, the published limits are full users and AI credits; workers and establishments are not priced as full users. The self-serve trial uses Growth entitlements. Consulting firms and carriers follow different onboarding paths. Confirm the current details on the pricing and partner pages.

• Compare monthly and annual billing on the same basis.
• Separate trial entitlements from the subscription chosen after conversion.
• Discuss support, migration assistance, and any enterprise scope.

Agree on the first useful result

A rollout should define the starting workflow, required source data, accountable people, and a review of the first completed task. Migration scope depends on the source system, available exports, attachments, and field mappings; avoid treating a generic timeline as a commitment.

Review procurement requirements early. Ask for current security, data-processing, accessibility, and support information. Distinguish an issued independent attestation from work still in progress. After the pilot, compare the actual result with the task you chose at the beginning.

• Document the workflow and sample data used for evaluation.
• Agree on responsibilities for setup, data validation, and human review.
• Record open questions and unavailable capabilities before expanding the rollout.

Frequently asked questions