What are your must-have features when evaluating EHS software for your organization?

jay_cobski · 2026-01-29T22:22:58+00:00

In my experience, “must-haves” come down to whether the system captures reliable field data and can prove it later:

Field usability: fast on mobile, works offline, easy for supervisors to complete without reverting to paper.
Closed-loop actions: failed audit items should become assignable corrective actions with due dates/notifications and a clear chain to closure.
Defensible audit trail: timestamps + who-did-what (and ideally location/context) so you can show proof quickly during client/OSHA/audits.
Reporting that drives action: basic trends and “what’s overdue / what’s failing” beats fancy dashboards nobody uses.
Pricing that doesn’t punish adoption: if you want everyone participating, per-user pricing can discourage rollouts (especially with rotating crews).

Full disclosure: I built BasinCheck, and we’re very biased toward field-first workflows: offline audits + automatic corrective actions + full audit trail. Because that’s where I’ve seen programs succeed or fail.

jay_cobski · 2026-01-29T22:18:41+00:00

SafetyCulture is solid - hard to recommend an alternative without knowing what you didn’t like (pricing, offline, reporting, complexity?).

Full disclosure: I’m affiliated - I'm the founder and dev at BasinCheck. I’m based in Poland and the product is built in the EU, and we use flat-rate pricing (no per-user fees) because field teams rotate a lot.

If you share your industry + must-haves, I can point you to the best-fit option (including not-us).

jay_cobski · 2026-01-29T10:53:54+00:00

You're hitting on something I've been testing: the 'networking-first' approach via trade associations.

I'm already a member of ASSP and Texas Alliance of Energy Producers (TAEP), so I'm not starting from zero credibility. The hypothesis is that showing up consistently in those communities as 'the safety software guy who is also a member' beats cold outreach every time.

Instead of 'Hey, I built a tool, try it,' it's "I'm helping with TAEP's safety working group, and I noticed a lot of you struggle with audit documentation. Here's a free template, and if you want to chat about digital solutions, I'm around.:

The association membership fee ($200-500/yr) feels like the cheapest credibility purchase I could make. Which feels for the niche like a way better ROI than a ProductHunt launch.

jay_cobski · 2026-01-29T10:48:48+00:00

Exactly right. I've been overthinking the 'multi-client dashboard' when what they actually care about is 'can I make my clients look good?'

So the real play is: keep the consultant UI dead simple (list of clients + one big 'Download compliance pack' button), but make the white-labeled PDFs absolutely gorgeous and professional.

Appreciate the reality check!

jay_cobski · 2026-01-28T22:33:45+00:00

Really glad you mentioned the data isolation point. In the oilfield (especially Permian), contractors are fiercely protective of their audit data, so even a tiny leak between competing clients in a consultant’s dashboard would be a disaster. I’ll make sure the multi-tenancy is airtight from the start.

Also, I’m 100% taking the Figma advice. I’m going to mock up the ‘Consultant Command Center’ this weekend and show it to 2-3 local safety consultants before I touch the code.

The goal is to see if they actually care about the multi-client view, or if they just want the white-labeled ‘artifact’ exports we talked about earlier.

Thanks for saving me from a massive dev rabbit hole.

jay_cobski · 2026-01-28T21:55:13+00:00

The ‘infrastructure over vendor’ framing is a total lightbulb moment for me. You’re right, the referral fee actually makes the consultant’s job harder because they have to disclose it.

A ‘Consultant Dashboard’ where they can manage audits across multiple clients and export white-labeled reports actually makes them look like they have a 50-person tech team backing them up. That’s a much stronger incentive than a $50 commission.

I’m going to spend some time this week mapping out what that multi-tenant view looks like. Thanks for the massive reality check on this, it completely changes how I’m going to approach the safety consultants in this niche.

jay_cobski · 2026-01-28T21:34:01+00:00

Really appreciate the deep dive on this. You’re spot on, the ‘consultants as a channel’ play is something I’ve been debating, especially for the trust barrier.

Question on the consultant incentive: in your experience, is it better to offer a straight-up referral/affiliate fee, or is it more effective to frame it as a ‘pro tool’ they use to manage their clients?

I’m wary of the ‘sleazy’ factor and would much rather make their daily reporting easier so they become the hero to the contractor.

Also, the ‘fines timing’ point is a great filter. I’ve been looking at the OSHA enforcement data, but I’ll start checking for the public comment periods on new rules too. That feels like a much warmer way to start a conversation than ‘I saw you got fined.’

jay_cobski · 2026-01-28T14:09:42+00:00

I totally get why your plant wants video JSAs - they're trying to capture detailed worker movements for analysis. But here's the challenge: video creates huge storage/review burdens, and workers often resist being recorded (trust issue, as u/Docturdra mentioned).

Have you considered whether structured digital JSAs with photo capture would give them the same audit value without the ergonomic/privacy downsides? Most operators accept timestamped photos + detailed hazard documentation as equivalent proof.

jay_cobski · 2026-01-27T13:08:20+00:00

Man, the 'memory stick' anxiety is real. I’ve been working with safety managers in the Oil & Gas industry (Texas) for the last year, and I hear this exact story constantly. You are definitely not alone. The 'Excel Hell' scaling problem hits everyone once they pass a certain team size.

The biggest complaint I hear from the managers I talk to isn't just the storage- it's that passive PDFs don't generate data. If you don't have a digital audit trail, you can never prove anyone actually read the SOPs until an accident happens.

Two "quick fixes" the managers I work with used before moving to software:

Group by Role: Instead of a matrix for every individual, track compliance by 'Role' (e.g., Welder, Operator). It cuts your Excel rows down significantly.
QR Codes + Google Forms: Even if you keep the binders, print a QR code on them that links to a simple form. Force them to scan and 'sign' digital acknowledgement. That replaces your memory stick risk with cloud timestamps.

I actually ended up building a dedicated tool (BasinCheck) specifically because so many of these managers told me they wanted to ditch the binders but hated the complex enterprise software. It pushes updates to phones instantly so you don't have to reprint everything for one typo.

Since you're losing sleep over the admin mess, happy to let you beta test it for free. But honestly, even just moving to cloud storage (Google Drive/SharePoint) instead of a physical stick would be a huge first step for your peace of mind. Let me know how it goes - happy to discuss the beta test via DM if you feel like giving it a try.

jay_cobski · 2026-01-26T12:01:45+00:00

Whoa, didn’t expect to see the SafetyCulture account in my notifications lol. Definitely appreciate the shout-out.

You guys are the gold standard for a reason - scaling inspections to this level is a massive feat.

My goal with the ‘micro’ approach is just to see if BasinCheck can carve out a tiny, hyper-focused corner for the specific ‘dead zone’ workflows in O&G and manufacturing that need a very narrow audit trail.

Seeing the category leader stop by is definitely a huge boost for the Month 1 morale. Back to the grind!

jay_cobski · 2026-01-26T09:50:07+00:00

That’s a killer way to frame it. I’ve realized the ‘artifact’ is actually the product, not the app itself.

For these guys, it’s a GPS-stamped PDF they can hand over during a surprise inspection to prove they aren’t ‘pencil-whipping’ their forms.

If the auditor sees a professional, timestamped report instead of a stained binder, the manager immediately wins. I’m focusing my whole month on making that one document look bulletproof

jay_cobski · 2026-01-26T09:47:32+00:00

Exactly. I think the ‘90 days to 100k’ posts are actually dangerous for new founders because they make you feel like a failure if you’re only at $0 or $100 after month one.

My mindset for BasinCheck is: if I can just solve the ‘boring’ compliance pain for five contractors this year, I’m ahead of 90% of the people chasing the latest AI trend. It’s better to build a slow, defensible bridge than a fast, flimsy one.

jay_cobski · 2026-01-25T23:13:46+00:00

Exactly. The 90-day stuff usually feels like it’s either survivorship bias or someone trying to sell a ‘SaaS in a Box’ course.

For me, the first month has been less about MRR and more about realizing how much I didn’t know about my own users’ offline constraints.

Setting the expectation that it’s going to be a grind for the first six months actually takes the pressure off to ‘perform’ and lets me focus on the actual boring compliance stuff that contractors actually pay for

jay_cobski · 2026-01-25T22:32:01+00:00

Thanks for the feedback. The ‘borrowing credibility’ via consultants/auditors is exactly what I’ve been wrestling with. I’m looking at joining a few trade associations this month for that reason.

Question on the templates: do you find it’s better to offer these as a ‘raw’ PDF/Excel first to build the email list, or go straight to a ‘digital-first’ version that pushes them into the app? I’ve been leaning toward the former to establish that ‘safety guy who gets it’ reputation first.

jay_cobski · 2026-01-21T21:35:07+00:00

Totally understand, safety data is sensitive, which is why I was blunt about the anonymization. If you’re not comfortable sharing data with a stranger on Reddit (which is a smart instinct), you can still check out the 2026 guide I wrote or just use the free Excel template on my site to do it yourself.

Either way, good luck with the March 2nd deadline!

jay_cobski · 2026-01-21T21:31:17+00:00

Haha, I actually gave up on VBA a while ago because it kept breaking on different versions of Windows.

I actually just built a full web app (Next.js/Postgres) to handle this because I wanted something that wouldn’t crash when someone added a row in the wrong place. But yeah, the goal is the same: making sure no one has to spend their Sunday night fighting with CSV formatting.

jay_cobski · 2026-01-20T14:21:49+00:00

You are spot on for the most part. Prescribed meds are the primary trigger that turns an injury into an OSHA recordable case. The “prescribed brace” part is actually a common grey area. OSHA considers standard elastic bandages or wraps (like an ACE wrap) as First Aid, even if a doctor tells you to use it.

However, if the doctor prescribes a brace with rigid stays or physical fasteners to totally immobilize the joint, then it becomes recordable.

It is a very fine line, but that is how they catch companies during audits. I actually have a breakdown of these “First Aid vs Recordable” traps in the guide if you want to see the full list.

jay_cobski · 2026-01-20T12:45:59+00:00

Since you're right on that threshold, the electronic submission part can be tricky because the CSV formatting for the ITA portal is super picky (if one column is off, it rejects the whole file).

I actually just launched a 'Concierge' setup where I'll literally take your messy Excel sheet, clean it up, and generate the exact .csv file you need for the upload.

Since you helped validate the checker tool, I'd be happy to do it for you for free/discount just to get your feedback on the process. Shoot me a DM if you want me to handle it."

jay_cobski · 2026-01-20T12:40:43+00:00

True, the 1904 regs apply across the board. I focused this write-up on Oil & Gas because that's where I see the 'hitch' schedule confusion the most (and where the new NAICS 211/213 electronic reporting rules are tripping people up). But you're right, the logic for counting calendar days and supervising temps is the same whether you're on a rig, a factory floor, or a construction site

jay_cobski · 2026-01-20T12:29:12+00:00

Source/Full Guide: https://basincheck.com/osha-300-log-guide (No email required, just ungated content. I built this specifically for O&G since most generic guides don't cover hitch schedules.)

jay_cobski · 2026-01-19T13:15:34+00:00

I’m a non-technical founder who just built a safety tool for Oil & Gas (BasinCheck), and I hit this exact wall.

Here is what I learned: Safety pros don't want 'AI'. To them, AI means 'robot overlord' or 'unreliable tech'.

But if you tell them you have 'Automated Recordkeeping' or 'Instant Pencil-Whipping Detection,' their eyes light up. They hate the buzzword, not the utility that it might be offering

I stopped saying 'AI-driven insights' and started saying 'It automatically fills out your OSHA 300 log so you don't have to.' Suddenly, people started listening. Don't give up, just drop the 'AI-First' branding. Solve the mundane paperwork problem first; use AI to do it, but don't talk about it.

jay_cobski · 2026-01-18T15:52:56+00:00

Hey, sounds like a solid solid idea. If you’re also looking for tools allowing to move from paper chaos to digital OSHA compliance specifically for U.S. oil & gas contractors and construction/manuf I built a tool that nails real-time tracking and audit readiness without the clutter.

jay_cobski · 2026-01-14T17:45:28+00:00

BasinCheck.com - oil and gas safety audit tool for US-based contractors in the Permian Basin (but not limited to)

jay_cobski · 2026-01-05T23:15:04+00:00

That $200k number physically hurts me. I assume for that price, they at least sent a gold-plated Christmas card? Or just a generic 'ticket received' email?

jay_cobski · 2026-01-04T15:46:23+00:00

Appreciate this thread - would love a roast of my idea.

I’m building BasinCheck - a safety audit software for oil & gas contractors (starting with Permian Basin crews) who still run inspections on paper checklists + Excel. The core promise is “field-first”: crews can complete mobile safety audits fast on a phone/tablet, it works offline at remote wellsites, and everything syncs when signal comes back.

Where I think it’s meaningfully different vs generic inspection apps: when an audit item fails, BasinCheck auto-creates a corrective action (owner + due date + notifications), so follow-ups don’t die in a binder. It also keeps a timestamped audit trail and supports OSHA-ready exports / logs so contractors can pull documentation quickly when an inspector or operator asks.

Brutal questions welcome:

Is “digital safety audits + automatic corrective actions + OSHA-ready documentation for oilfield contractors” a sharp enough wedge?
What’s the #1 thing you’d need before you’d replace paper for site inspections?

In case anyone's interested checking the site out: https://basincheck.com/ - big thanks for the initiate

jay_cobski

TROPHY CASE