Choosing occupational safety software: a buyer's guide with checklist
Which features do you really need, what matters for data protection and costs, and how does the selection work? A buyer's guide with criteria, questions for vendors and a checklist.
Last updated on 9 min readAMS Go editorial team
Key points at a glance
- Occupational safety software pays off as soon as deadlines, records and documents can no longer be managed reliably with Excel, Word and paper – at the latest when you have several sites.
- More important than the number of features is that the software covers your duties and is actually used day to day – including on site via mobile.
- When comparing, usability, data protection and hosting, interfaces, support and a transparent pricing model count alongside features.
- Test the software in a demo with your own real cases and involve the occupational safety specialist, IT, data protection and the works council early.
When is occupational safety software worthwhile?
Software is not required by law: German occupational safety law requires risk assessments, safety instruction and inspections to be documented – the form is up to you. Many companies therefore start with Excel lists, Word templates and folders. That works as long as everything stays manageable.
Typical signs that it is time for software:
- Inspection deadlines and instruction dates are only met because one person keeps them in their head or calendar.
- Several versions of the same risk assessment or operating instructions are in circulation.
- Records have to be gathered before audits or visits from the authorities.
- Measures from inspections or the occupational safety committee peter out because nobody follows up on whether they are done.
- Several sites or departments work with different templates.
- The occupational safety specialist spends more time on administration than on advising on site.
Which features do you need?
The starting point is your duties in occupational safety. The overview shows which tasks occupational safety software typically covers. Mark what you need today and what may come later.
Risk assessment
Legal basis (selection)Sections 5, 6 ArbSchG
What to look forTemplates per activity, measures with people responsible and deadlines, versioning
Safety instruction
Legal basis (selection)Section 12 ArbSchG, Section 4 DGUV Regulation 1
What to look forDeadlines, digital confirmation, records per employee
Inspections of work equipment
Legal basis (selection)BetrSichV
What to look forInspection intervals, reminders, test reports and tracking of defects
Hazardous substances
Legal basis (selection)GefStoffV
What to look forHazardous substances register, safety data sheets, link to operating instructions
Operating instructions
Legal basis (selection)GefStoffV, BetrSichV
What to look forTemplates, approval and link to safety instruction
Safety inspections
Legal basis (selection)Sections 3, 6 ASiG
What to look forMobile recording with photos, defects directly as measures
Occupational safety committee
Legal basis (selection)Section 11 ASiG
What to look forMinutes, follow-up of decisions as measures
Measures
Legal basis (selection)Section 3 ArbSchG
What to look forCentral action plan across all areas, status and deadlines
Visitors and contractors
Legal basis (selection)Section 8 ArbSchG
What to look forSafety briefing before entry, registration, deletion periods
8 criteria for the comparison
- 1
Usability
The best software is useless if managers and employees do not use it. Look for a clear interface and how quickly typical tasks are done – such as confirming a safety instruction or reporting a defect.
- 2
Mobile use
Inspections, tests and defect reports take place in the hall, on the construction site or at the customer's premises. An app for iOS and Android with a photo function saves recording everything twice at the desk.
- 3
Data protection and hosting
Occupational safety data contains personal data, for example on safety instruction or accidents. Ask about the server location, certifications such as ISO 27001, a data processing agreement under Art. 28 GDPR and the technical and organisational measures.
- 4
Roles and permissions
Who may see and edit what? Especially with several sites or departments you need a permission concept – and ideally single sign-on, so nobody has to remember yet another password.
- 5
Interfaces and data ownership
Can existing documents be imported, such as risk assessments, hazardous substance lists or employee lists? Is there an API, and can you export all your data at any time?
- 6
AI features with control
AI can save a lot of time, for example with suggestions for hazards or by reading safety data sheets. What matters is that results are traceable and checked by a competent person before approval.
- 7
Support and onboarding
How does setup work, who helps with the import and is there a contact person who knows German regulations? A good start often decides whether the software is adopted in day-to-day work.
- 8
Transparent pricing
Depending on the vendor, billing is per user, per employee, per site or flat-rate. Calculate with your actual structure and ask about setup costs, minimum term and costs for additional modules.
What does occupational safety software cost?
There is no blanket answer – prices depend on the licence model, the range of features and the size of the company. For a fair comparison, look at all costs over at least two to three years:
Licence or subscription
What to look forPer user, per site or by number of employees – what suits your structure and growth?
Setup and data migration
What to look forOne-off costs for configuration and importing existing documents
Training
What to look forIs training included or charged separately?
Additional modules
What to look forAre all features you need included in the plan, or do individual modules cost extra?
Term and cancellation
What to look forMinimum term, notice periods and data export if you switch
How the selection works: in 6 steps
- 1
Gather requirements
Record which duties must be covered, who will use the software and which sites are included. Involve the occupational safety specialist, managers and IT.
- 2
Define must-have and nice-to-have criteria
Weight the requirements. Must-haves are, for example, hosting in the EU, a mobile app or specific modules.
- 3
Shortlist vendors
Compare two to three vendors against your criteria. Websites, pricing pages and the experience of other companies help with the shortlist.
- 4
Demo with your own cases
Do not just watch a presentation – work through your typical cases, such as a risk assessment for a real workplace or an inspection with a smartphone.
- 5
Check data protection and IT
Have data protection and IT review the data processing agreement, the technical and organisational measures and the permission concept.
- 6
Start a pilot and roll out
Start with one site or area, gather experience and then roll the software out step by step.
Questions you should ask every vendor
- Where is our data stored and who has access to it?
- Is there a data processing agreement, an overview of the technical and organisational measures and a list of sub-processors?
- Which modules are included in the price and what costs extra later?
- Can we import existing documents – and who does it?
- How do we get our data if we cancel?
- Is there an app for iOS and Android?
- How are changes in the law and new templates taken into account?
- Which features are planned – is there a public roadmap?
- Who is our support contact and how quickly can we reach them?
Checklist: choosing occupational safety software
- Duties and required modules defined
- User groups, sites and departments recorded
- Must-have and nice-to-have criteria weighted
- Two to three vendors shortlisted
- Demo carried out with your own real cases
- Mobile use tested on site
- Hosting, data processing agreement and technical and organisational measures checked
- Import of existing data and export when switching clarified
- Total costs compared over at least two to three years
- Works council and data protection involved
- Pilot area and rollout timetable set
Frequently asked questions
Is occupational safety software mandatory?
No. German occupational safety law requires, for example, risk assessments and safety instruction to be documented, but not in which form. Software makes it easier to meet deadlines and keep records to hand at any time.
What does occupational safety software cost?
That depends on the licence model, the range of features and the size of the company. Monthly or annual subscriptions per user, per site or by number of employees are common. Compare the total costs including setup, training and additional modules over several years.
What is the difference between occupational safety software and EHS software?
The terms are often used interchangeably. EHS stands for environment, health and safety – EHS software often also covers environmental topics. Occupational safety software focuses on occupational health and safety, such as risk assessments, safety instruction, inspections and hazardous substances.
Is software worthwhile for small companies too?
Yes, if it is easy to use and the pricing model suits the size of the company. Especially in small companies where occupational safety is handled alongside other work, templates and reminders of deadlines help ensure nothing is forgotten.
Does the works council have to agree to the introduction?
If the software is suitable for monitoring employees' behaviour or performance, the works council has a right of co-determination (Section 87 (1) No. 6 BetrVG). This is often the case with occupational safety software, for example when safety instruction is documented per person. A works agreement is then common.
Terms from the glossary
This guide gives a general overview of German occupational safety law and does not replace legal advice. The regulations in force and the rules of the statutory accident insurance institutions are authoritative.
Organise occupational safety digitally
With the occupational safety software AMS Go you handle risk assessments, safety instructions, inspections and more in one system – mobile and with AI support.
