Docs & guides.

Welcome to Tailgate

Tailgate helps contractors, subcontractors, and field-service companies document their safety activity — toolbox talks, incidents, audits, and job hazard analyses — and produce clean, branded PDFs for OSHA visits, insurance carriers, and general contractors. Most of the typing is replaced by talking: dictate into the phone, confirm what the AI filled in, finalize.

Your workspace

Every company on Tailgate gets its own isolated workspace at yourcompany.oshacomp.com. Your records, photos, and reports are stored in a dedicated database, separate from every other customer.

Record types

Tailgate ships four record types, each a full-featured editor with its own form and finalize-time PDF:

• Toolbox Talks — document short safety meetings; the PDF is a branded sign-in sheet
• Incident Reports — OSHA-301-shaped injury, illness, and near-miss records
• Safety Audits — scored pass/fail checklists with corrective actions
• Job Hazard Analyses — step / hazard / control breakdowns with risk ratings

Every record type is included with every plan — there is nothing to subscribe to or install. See Billing for how plans are charged.

Sites & visit history

Every record in Tailgate belongs to a Site. A Site is the jobsite itself — the address, the contact, any site-level notes (gate code, GC contact, parking instructions) that should follow the project across every visit instead of being re-typed each time.

Sites are the workspace home. From the Sites list you can:

• See every jobsite you're tracking, with the visit count next to each
• Open a site to view its full record history, contact info, and trend charts
• Start a new record at an existing site with one tap — the address pre-fills
• Edit site-level details once and have every future record pick them up

Sites are module-agnostic: one site holds toolbox talks, incidents, audits, and JHAs side by side. When a GC asks what your safety program looked like on their project, everything is in one place — not four disconnected lists.

Trend charts

When a site has two or more records, Tailgate starts drawing trend charts on the site detail page:

• Toolbox talks — attendance and duration over time
• Safety audits — the audit score across visits, so a slipping site is visible early
• Incidents — counts and lost-time (days away / restricted) over time

The charts are built automatically from the records your crew files — no spreadsheet exports, no dashboard project. They're the fastest honest answer to "how is safety trending on this job?"

Your first record

From the Sites list, open the site for the job you're documenting — or tap Add site if you haven't recorded it yet. Then tap + New record on the site detail page and pick the module: toolbox talk, incident report, safety audit, or JHA. The site's address and details come along automatically.

Creating records

The editor adapts to the module you chose. Each form is structured, mobile-first, and built to be finished in the field — big touch targets, voice on every long-form field, and autosave as you go (there's no Save button to remember).

The fastest way to fill any record is Voice-to-Form: talk through what happened once, and the AI proposes values for the form. You review each one before it's applied.

Toolbox talks

A toolbox talk record captures the short safety meeting your crew already has:

• Topic — pick from a curated OSHA topic list with CFR references, or enter your own
• Presenter and duration — who ran it and how long it took
• Key points — what was covered
• Hazards and PPE discussed — the specifics for today's work
• Worker questions — what the crew asked, in their words
• Corrective actions — anything the talk surfaced that needs fixing
• Attendee roster — who was there

Finalizing produces a branded sign-in sheet PDF with a signature line for each worker on the roster — print it, pass it around, and file the signed sheet. On-device finger-drawn signatures are on the roadmap.

Incident reports

Incident records are shaped after OSHA Form 301, so the information investigators and insurers expect is captured while it's fresh:

• The three-part narrative — what the employee was doing, what happened, and what the injury or illness was. Dictate it; don't type it.
• Injury specifics — body part, injury type, and treatment given
• Days away / restricted — lost-time tracking that feeds the site trends
• Classification — recordable or not, and privacy-case flagging for the case types OSHA treats as privacy-concern

Near-misses use the same flow, minus the injury fields — so the events that almost cost you something get documented with the same care.

Safety audits

An audit is a pass / fail / N-A checklist grouped by category. Start from a one-tap curated template — housekeeping, fall protection, electrical, and more — or build your own mix of categories, then walk the site:

• Mark each item pass, fail, or N-A as you go
• Attach photos to failed items, with dictated captions
• Log a corrective action on any failure — with an owner and a due date, so it doesn't die in the PDF

The app computes an audit score automatically from your pass/fail marks, and charts it across visits on the site page — so you can show a GC the score trending up, not just today's number.

Job hazard analyses

A JHA breaks a task into steps and forces the right conversation about each one:

• Steps — the task in the order the crew performs it
• Hazards — what can go wrong at each step
• Controls — chosen with the hierarchy of controls (elimination, substitution, engineering, administrative, PPE)
• Risk ratings — before and after controls, so the reduction you achieved is on paper

The finalized PDF is the JHA a general contractor expects before your crew starts work.

Adding photos

Photos can be captured or uploaded directly from your phone. Dictate a caption to give each photo context — the blocked exit, the missing guardrail, the corrected condition — and it's attached to the record and laid out in the finalized PDF.

Voice dictation & Voice-to-Form

Two levels of voice, both built in:

• Voice dictation — every long-form field (narratives, key points, corrective actions) has a microphone icon. Tap it and speak; the words land in that field. Works in Chrome and Safari; on iOS it works in Safari when you've added Tailgate to your home screen.
• Voice-to-Form — narrate the whole record once and the AI maps your words to the right fields across the form, then shows you a review screen. Nothing is saved until you approve each value. Pro and Business plans.

Both understand English and Spanish.

AI report enhancement

AI enhancement is available on Pro and Business plans, and it's opt-in. It turns rough field wording into a clean, professional record, using the record's data and photos as input. To enable AI on your workspace:

1. Visit Workspace settings → AI report enhancement
2. Choose a provider (OpenAI or Anthropic) and a model
3. Toggle Opt in to AI

You don't need to bring an API key — Tailgate manages provider integrations for you, and usage is metered with fair-use limits included. On any draft record, the Review & Finalize screen shows an Enhance with AI button. The AI version appears alongside your original — you always review before accepting, and you can reject it and keep your own words.

Once a site has enough history, AI pattern analysis can also review prior visits and call out drift, recurring findings, and emerging concerns across your talks, audits, and incidents.

Finalize & lock

Records move through two states:

• Draft — you're still editing. Add photos, details, and corrective actions freely.
• Finalized — the person who documented the record finalizes it right on-site. The PDF is generated, the record locks with a timestamp, and it's ready for the binder, the insurer, or the GC.

Customizing forms

Each module ships with a complete form, but you can tailor it to the way your company works. From Modules → Edit fields (Owner or Office only), you can:

• Disable fields you don't collect. Toggle any field off and it disappears from the crew's form and the finalized PDF. The fields you keep are the only fields your crew sees.
• Reorder the form's sections. Drag the section cards into the order your crew works — including where the Photos block appears.

Each module is configured independently. Changes apply to everyone across the workspace as soon as you save — there's no app update or reinstall.

Branding your reports

In Workspace settings → Branding, you can upload your company logo and configure a four-color palette: primary, secondary, accent, and background. These appear on the cover header of every PDF — sign-in sheets included — and throughout the document. Supported logo formats: PNG, JPEG, SVG, and WebP, up to 2 MB. Available on all plans.

User accounts & roles

Tailgate has three roles:

• Owner — full access. Manages workspace settings, users, branding, AI configuration, and plan. Can unlock finalized records for corrections.
• Office — can read and edit records, and unlock finalized records for corrections. Cannot change workspace settings.
• Foreman — the field role, for the crew lead or safety lead. Creates and edits records, adds photos, and finalizes on-site — the record locks the moment they do. Cannot change workspace settings.

Starter includes 3 users, Pro includes 10, Business is unlimited. Each user can be granted access to any subset of the record types. Owners manage per-user access from the Users screen.

Billing

Billing is one flat, all-in subscription per workspace — Starter $49, Pro $99, or Business $199 per month (annual billing saves two months). Every plan includes every record type; there are no add-ons or per-record-type charges. Every new workspace starts with a free 7-day trial; cancel before day 7 and you're never charged.

Canceling is self-service: the charge stops, unused time is credited, and existing records stay readable and exportable for 30 days so you can take everything with you.

Plans & limits

Each workspace has a monthly record limit and a user limit based on the plan. See your current usage in Workspace settings → Plan & usage.

• Starter — 3 users, 25 records per month.
• Pro — 10 users, unlimited records, Voice-to-Form and AI enhancement included.
• Business — unlimited users and records, Voice-to-Form and AI enhancement, API access, phone support.

Need more help?

Email [email protected] and we'll get back to you within one business day.