5 Best Workplace Safety Software For Small Businesses

Facility Management
Published on:
May 19, 2024
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Ensuring safety in the workplace is crucial not only to prevent unwanted situations like unsafe work practices, the presence of hazards, and accidents leading to injuries or fatalities but also to build trust between workers and employers. 

By prioritizing everyone's safety, businesses create a positive work environment that boosts morale, work quality, and employee retention. 

Ensuring that employees receive the necessary training for their tasks, and doing so safely, requires significant effort. This is where the value of workplace safety software becomes evident.

In that order, safety inspects, asset management, maintenance, and hazard protection, alongside many other criticalities are an important part of the best workplace safety software.

Ideally, you need a program with a wide sense of centralization - allowing you a full view of simultaneous ongoing workplace safety processes, while your team and managers continue to perform without any setbacks.

In this post, we’ll highlight some of the best workplace safety software for multi-sized businesses, allowing them budget-based flexibility without compromising on their expectations from a robust software. 

Thanks to their digitized processes, these solutions can save significant administrative time for HR and health and safety (H&S) teams. 

Let’s see what it’s all about.

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Best Workplace Safety Software In 2024

Before we talk about some essential aspects of workplace safety, it’s better you go through our list of the best workplace safety programs. Doing so will give you a better idea of how these solutions pan out against real-life use cases.

Our Top Picks
The Workforce Operations Platform for Frontline Teams
NIOSH Ladder Safety
For small businesses
NIOSH Heat Tool
For medium to small platforms

1. Xenia - Overall No. 1 Online Workplace Safety App For Businesses

Xenia isn't just your average workplace safety software; it's a fully-fledged end-to-end solution that companies use for workplace safety, EHS and HSE management, and much more! 

Tailored for multi-sized business owners, Xenia presents an incredible user-friendly platform that streamlines and enhances the entire safety, inspection, auditing, and compliance process.

On top of that, if you’re looking for increased accountability, employee training and overall process streamlining, the program offers many special features in that regard.

For instance, you can create specific work orders tailored to your day-to-day workplace safety, inspection, compliance, and regulatory processes.

Not only that, managers get a full view of what’s actually going on through the program’s real-time updates, as processes go through multiple completion phases.

One of the best things about this workplace safety platform is the sense of process centralization it offers. 

Take the example of the built-in real-time collaboration tool; directly engage your designated team members through the program’s built-in chat system. You can also create groups specific to an operation that relates to a handful of individuals. 

Plus, this degree of collaboration saves managers time, as they don’t have to be physically present on-site to get things moving.

What distinguishes Xenia is its competitive pricing compared to other alternatives, positioning it as a highly affordable, mobile-first solution with a slew of customization options that are specific to the ongoing and ever-changing needs of modern-day businesses from around the world.

Key Features:

  • Fully Customizable Checklists: Xenia provides customizable audit checklists tailored to the unique safety requirements of businesses. This feature ensures that safety audits align with specific operational needs.
  • Safety Audits & Inspections: Conduct thorough audits leading to safety inspections, regulating compliance and overall workplace safety management issues without being on site. In addition to that, create corrective action tasks, and resolve issues immediately, avoiding near misses.
  • Real-Time Data Capture: Safety audits conducted through Xenia's web or mobile app enable real-time data capture, maintaining logs are processes head toward completion in real-time.
  • Analytics and Insights: Xenia's robust reporting and analytics capabilities offer valuable insights into safety performance trends, areas for improvement, and potential risks. This data-driven approach empowers informed decision-making to implement proactive safety measures.
  • Compliance Management: The platform simplifies compliance management by seamlessly integrating regulatory requirements into audit checklists. Automated compliance reporting ensures adherence to standards and regulations, reducing the risk of non-compliance issues.


  • Free Plan: For up to 5 users with access to all the basic features
  • Starter Plan: Starting at $99/month for the first 15 users with access to advanced features and perks
  • Premium Plan: Starting at $199/month for the first 15 users with unlimited access to all the basic, core, and advanced features and functionalities
  • Custom Plan: Looking for a solution tailored to your organization’s requirements?

Feel Free to Book a Demo right away!

Rated 4.9/5 stars on Capterra
Free Version:
Supported Platforms:
Available for up to 5 users
Starter for $99/month for the first 20 users (with free trial period)
Available on iOS, Android and Web
Free Version:
Available for up to 5 users
Premium for $99/month for the first 20 users (with free trial period)
Supported Platforms:
Available on iOS, Android and Web
Download Xenia app on

2. NIOSH Ladder Safety

In any industry, ensuring the safety of employees is paramount, and when it comes to tasks involving ladders, a specialized approach is crucial. 

Created by the Centers for Disease Control and Prevention (CDC), the authorized NIOSH Ladder Safety app assists users in precisely positioning extension ladders at the recommended angle of 75.5 degrees. 

Ladder Safety Software emerges as an innovative solution designed to address the unique challenges associated with working at heights. This cutting-edge software not only streamlines safety protocols but also transforms the way organizations manage and monitor ladder-related activities.

From conducting thorough ladder inspections to providing real-time risk assessments, Ladder Safety Software is tailored to enhance workplace safety comprehensively. 

In this era of digital transformation, where precision and efficiency are key, Ladder Safety Software stands as the go-to tool for businesses committed to fostering a secure and compliant work environment. 

Also, it offers resources for ladder selection, inspection, appropriate usage, and the use of accessories.

Key Features:

  • Verify the vertical alignment of extension ladders through visual, sound, and vibration indicators.
  • Determine the minimum ladder duty rating needed for the task and ensure the use of the appropriate ladder.
  • Receive guidance on job planning, taking into account factors such as time, materials, and necessary tools.


  • Free version: Accessible.
  • Pricing: None, as the app does not offer a paid version.
  • Supported Platforms: Accessible on both iOS and Android.

3. OSHA-NIOSH Heat Safety Tool

Up next on our list of the best workplace safety software, we’ve got OSHA-NIOSH’s Heat Safety program.

Collaborating with the Occupational Safety and Health Administration (OSHA), the OSHA-NIOSH Heat Safety Tool instantly computes the current Heat Index according to the worker's location and provides real-time temperature and humidity percentages.

Key Features:

  • Organize work activities by utilizing the Hourly Heat Index Forecast and follow suggested precautions from the app.
  • Recognize symptoms of heat-related illnesses and administer proper first aid.
  • Configure hydration and rest reminders by setting start and end times, intervals, and specific days of the week.


  • Free version: Available.
  • Pricing: None, since the app does not have a paid version.
  • Platforms supported: Available on iOS and Android.

4. NLE Calc

The NIOSH Lifting Equation Calculator (NLE Calc) makes it easy to compute the Lifting Index (LI) and Composite Lifting Index (CLI).

It not only calculates the Recommended Weight Limit (RWL) for individual or multiple lifting tasks but also provides workers with suggestions on enhancing the safety of lifting tasks before they begin.

Key Features:

  • Easily calculate the Recommended Weight Limit (RWL) for a single or multiple lifting task.
  • Organize individual lifting tasks into jobs (task lists) and include various lifting jobs.
  • Input horizontal and vertical hand locations in either metric (cm) or imperial units (in).


  • Free version: Accessible.
  • Pricing: There is no pricing as the app does not offer a paid version.
  • Supported Platforms: Accessible on both iOS and Android.

5. BrightSafe

BrightSafe is designed to work seamlessly with BrightHR, an HR management system (HRMS) focused on handling employee data and core HR functions. 

Specifically tailored for health and safety activities, BrightSafe offers a comprehensive range of features, from crafting workplace COVID-19 safety plans to recording injuries and illnesses, conducting incident investigations, and facilitating e-learning courses on diverse topics.

Key Features:

  • Create new risk assessments or adapt from 250+ sample templates for various safety situations, environments, and industries.
  • Customize hazard control measures, assign risk ratings to tasks, and set document review dates.
  • Easily identify high-risk activities for more frequent review, ensuring content remains relevant.
  • Enjoy unlimited document storage, providing an ideal space for corporate health and safety, as well as training information.
  • Access documents seamlessly through the web platform or the feature-rich Android and iOS mobile app.
  • Assign follow-up dates and automate email reminders or track completion through read receipts to ensure information is read and understood by staff.


Pricing details for BrightSafe are available upon request, and you can explore its capabilities through a free demo on their website.

Why Use Workplace Safety Inspection Software?

Workplace safety inspection software plays a crucial role in building a secure and healthy work environment, and its importance extends across various aspects of organizational operations. 

Here are key reasons highlighting the significance of Workplace safety inspection software:

  1. Risk Mitigation:

Workplace safety inspection software enables organizations to identify, assess, and mitigate potential risks and hazards in the workplace. This proactive approach minimizes the likelihood of accidents, injuries, and incidents.

  1. Compliance Management:

With constantly evolving safety regulations and standards, compliance management becomes complex. Workplace safety inspection software helps organizations stay compliant by integrating regulatory requirements into safety protocols, reducing the risk of legal penalties and liabilities.

  1. Incident Prevention:

By implementing safety protocols and conducting regular inspections, workplace safety software aids in preventing incidents and accidents. It provides a structured framework for employees to follow safety procedures and guidelines, fostering a culture of prevention.

  1. Efficient Incident Response:

During an incident, a quick and effective response is critical. Workplace safety software facilitates efficient incident reporting, ensuring that necessary actions are taken promptly to address and resolve the situation.

  1. Data-Driven Decision-Making:

Workplace safety software captures and analyzes data related to safety performance, incidents, and compliance. This data-driven approach empowers organizations to make informed decisions and implement strategies for continuous improvement.

  1. Employee Engagement:

Involving employees in safety processes is essential. Workplace safety inspection software engages employees by providing them with tools for incident reporting, safety training, and participation in safety initiatives. It contributes to a safety-conscious workplace culture.

  1. Training and Awareness:

Workplace safety inspection software often includes features for managing safety training programs. It ensures that employees receive the necessary training to perform their tasks safely, promoting awareness of potential hazards and best practices.

  1. Document Management:

Proper documentation of safety procedures, incident reports, and compliance records is crucial. Best workplace safety software centralizes document management, making it easier to maintain up-to-date records and ensuring easy access to audits and inspections.

  1. Efficiency and Productivity:

Automating safety processes through software streamlines workflows, saving time and resources. It contributes to overall productivity as employees can focus on their tasks with confidence in a safe working environment.

  1. Continuous Improvement:

Workplace safety software provides a platform for continuous improvement. By analyzing safety data and performance metrics, organizations can identify areas for enhancement, implement corrective actions, and measure the effectiveness of safety initiatives over time.

Workplace safety software is instrumental in creating a safer work environment, promoting compliance, preventing incidents, engaging employees, and fostering a culture of continuous improvement. Its adoption aligns with the commitment to prioritize the well-being of employees and enhance overall organizational strength.


In conclusion, workplace safety software plays a pivotal role in ensuring the well-being of employees, compliance with regulations, and the overall smooth operation of businesses. 

The problem is when you're out there looking for the best workplace safety solution - especially if it's your first time signing up for such program, you may end up spending too much.

Often times, managers go on an impulse and get hooked up to a workplace safety software paid plan that eventually doesn't fulfill their organization's requirements.

From that point of view, we recommend going on a trialing spree by signing up for multiple workplace safety inspection programs' free account.

Doing so will give you ample time to evaluate the software against your business needs. If a program befits those requirements, feel free to upgrade to a paid plan and take things forward from there.

FAQS - Workplace Safety Software

What are the key benefits of using workplace safety and inspection software?

Workplace safety and inspection software offers streamlined safety processes, improved compliance with regulations, and enhanced data visibility.

These tools automate reporting, manage inspections, and provide real-time insights into safety metrics, promoting efficiency and informed decision-making.

How does workplace safety software assist in incident management?

Workplace safety software facilitates incident management through structured incident reporting, workflow automation, and data analysis.

Users can report incidents promptly, automate task assignments, and analyze trends to implement preventive measures, contributing to a more efficient incident resolution process.

Can workplace safety software be customized for specific industries or unique safety requirements?

Yes, many safety software solutions offer customization options to align with specific industries or unique safety requirements.

Users can easily create custom checklists, forms, and workflows, ensuring the software adapts to diverse safety protocols and complies with industry-specific regulations.

How does the document control feature in safety software contribute to overall safety management?

The document control feature in safety software provides a centralized, secure repository for storing important safety documents.

It ensures version control, making the latest document versions easily accessible. This feature promotes accessibility through web platforms or mobile apps, facilitating the retrieval and dissemination of critical safety information.

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