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Write-ups & PIPs Incident logs Attendance points Licenses & compliance AI Shift reports & time off Repair & maintenance Employee records

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Warehouses & light manufacturing

Every forklift, every shift, on the record.

Forklift certifications, safety incidents, attendance points, shift handoffs and machine repairs with QR stickers — for warehouses and plants that run on shifts.

Talk to us See how it works
  • Forklift certifications
  • Near misses & injuries
  • Shift handoffs
  • QR machine repairs

Sound familiar?

Sound familiar?

Heavy equipment, two or three shifts and a lot riding on the people who run them. Here’s where the record slips.

  • Dock 4 · 1:15 AM

    Someone drove a forklift on an expired card.

    You found out after the near miss, not before.

    Every operator’s certification on one list, with reminders before it lapses.

  • Line 2 · 2:14 PM

    A machine runs hot and nobody knows who called it in.

    Days tells nights. Nights tells nobody.

    Scan the QR sticker, snap a photo, and the ticket opens with managers alerted.

  • Shift change

    The handoff happens in the parking lot.

    Nights starts blind: what’s down, who’s out, what almost happened.

    An AI brief from the closing shift report, acknowledged by the next supervisor.

  • Every supervisor

    Three supervisors, three attendance policies.

    One counts tardies, one doesn’t. Everybody on the floor knows which one.

    Your point rules on every shift, with a point forgiven for each clean month.

Certifications and safety training

Built to support the cards behind every machine.

Set up each certification once: which positions need it, how long a new hire has and how often it renews. HR PaperTrail assigns it at hire, keeps the card on file and warns the employee and their supervisor before it lapses.

Track any of these — or your own

  • Forklift operator
  • Powered pallet jack
  • Lockout/tagout
  • Indoor heat illness prevention
  • Hazard communication
  • Aerial lift
  • CPR & First Aid
  • Food safety (food plants)
  • Forklift · every 3 years

    Forklift and powered pallet jacks

    OSHA requires operators to be trained before they drive and evaluated at least every three years. Track each operator’s card and evaluation date.

  • Lockout/tagout

    Machine safety

    Everyone who services or clears a jam on a machine, trained before they do it, with retraining on file when your procedures change.

  • Indoor heat

    Heat illness prevention

    California’s indoor heat rule kicks in when a building reaches 82°F. Assign the training to everyone on the floor before summer.

  • Chemicals

    Hazard communication

    For anyone working around solvents, coolants or cleaning chemicals, with the training date on file.

  • Per shift

    First aid and CPR

    Know who on each shift holds a current first aid card, and when each one renews.

  • Labor Code §6401.9

    Workplace violence

    A shove on the dock, a threat in the break room. AI flags incidents that may meet California’s workplace-violence definition. Your team decides.

HR PaperTrail is software, not legal advice. Rules differ by city, county and state — confirm the details with your counsel or regulator.

Every shift, every line

What your supervisors use every shift.

01 · Licenses & compliance

Know who can drive what, before they climb on.

Forklift, pallet jack, aerial lift and lockout/tagout, tracked for every person who needs them. Reminders go to the employee and their supervisor 30, 14, 7 and 1 day before a card lapses, and a photo of the new card updates the date.

  • Assigned automatically at hire
  • Rolled out to a whole shift at once
  • One list of everything expiring this month
More on Licenses & compliance
02 · Repair & maintenance

A QR sticker on every machine.

Anyone on the floor scans the sticker with their phone camera, snaps a photo and reports the problem. AI suggests what’s wrong. Safety hazards alert managers right away. You see where the repair stands, the vendor, the parts and labor, and what each machine has cost you.

  • Safety hazards alert managers right away
  • Reminders until it’s fixed
  • Lifetime repair cost on every machine
More on Repair & maintenance
03 · Incident logs

Near misses on the record, not just the injuries.

Near misses, injuries, damaged product and equipment, logged from the floor with who was involved, who saw it and photos. Spot the pattern before someone gets hurt. AI flags anything that may count as workplace violence, and your team decides.

  • Involved and witness roles on every report
  • Say what happened, in English or Spanish, and AI fills in the report
  • Suggested points when a safety rule was broken
More on Incident logs
04 · Write-ups & PIPs

Safety write-ups with the proof attached.

Pick the reason and the step from your own discipline ladder, then link the certification, the incident and the reminders that went out. The employee adds a comment and signs on screen, then the shift lead and HR.

  • Linked to the records behind it
  • The same steps on every shift
  • Write-ups in English or Spanish
More on Write-ups & PIPs
05 · Shift reports & time off

Every handoff, written down.

Each shift closes its report with the checklist, the incidents and the open repairs. AI turns it into a 30-second brief for the next supervisor, who acknowledges it on the record.

  • Pre-shift equipment checks by name and time
  • That shift’s incidents and repairs in the report
  • Time-off requests approved in the same place
More on Shift reports & time off
06 · Attendance points

One attendance policy, on every shift.

Late, no call/no show and leaving early each carry the point values you set, whichever supervisor is on. A point comes off for every clean month, automatically.

  • The same rules on days, nights and weekends
  • A trend line on every employee
  • Suggested points a supervisor approves
More on Attendance points

Days into nights

From the first pallet to the night shift.

One day and night in the warehouse. The people are fictional. The product is real.

  1. Days

    Equipment checks before the first pallet.

    Forklift checks, dock plates, eyewash station. Each line on the pre-shift checklist is ticked by name and time from a phone, before anything moves.

  2. Days

    Conveyor 2 runs hot.

    Grace Kim scans the QR sticker on the motor, snaps a photo and flags it as a safety hazard. Managers are alerted on the spot, and the vendor is on site by 4:30.

  3. Days → Nights

    The handoff writes itself.

    Elena Ruiz closes the day report. AI turns it into a 30-second brief for nights: the conveyor, a forklift tagged out, one call-out. Luis Ortega reads it and acknowledges it before he walks the floor.

  4. Nights

    A near miss at Dock 4.

    Kevin Marsh backs Forklift 3 out of a trailer as Tommy Nguyen walks behind it. Nobody is hurt. Luis logs it with Priya Raman as witness, and sees that Kevin’s forklift card expired three days ago.

  5. Next night

    A final written warning, with the proof attached.

    Luis links the expired card, the near miss and the four reminders that went out. Kevin adds his side and signs on screen, then Luis. Danielle signs in the morning. Kevin stays off forklifts until he’s recertified.

  6. Monday

    The owner’s week, in sixty seconds.

    One email: who needs attention, what’s expiring, which machines broke and what they cost. Every line links back to the record it came from.

Who uses it

From the office to the dock.

You decide who can see and do what. Supervisors see their own shift and area; HR and the owner see everything.

  • Owner or plant manager

    e.g. Sam Ortiz

    Every incident, expiring certification and machine repair in one place, plus a short summary of the week every Monday morning.

  • Shift supervisors and leads

    e.g. Luis Ortega

    Run the checklists, log near misses, report broken machines and present write-ups on a phone. They see their own shift and nothing more.

  • HR or safety

    e.g. Danielle Okafor

    Every certification, training date, incident and signature in one file per employee, and one list of what expires this month.

  • Floor employees

    e.g. Grace Kim

    Scan a sticker to report a broken machine, snap a photo of a renewed card, sign paperwork on their phone and request time off.

Questions

Good questions, straight answers.

Something else on your mind? Talk to us — a real person answers.

We run days, nights and a weekend crew. Does that work?
Yes. Set up your shifts and areas once. Each shift gets its own checklist and report, and the next shift gets an AI handoff brief when the last one closes.
Can we see who is certified on a forklift right now?
Yes. One list shows every operator, their card and when it expires. The employee and their supervisor get a heads-up 30, 14, 7 and 1 day before it lapses.
Can people on the floor report a broken machine?
Yes. Print QR stickers for your machines. Anyone scans one with their phone camera, snaps a photo and reports the problem. No training needed.
Does it do scheduling, payroll or time clocks?
No. Keep the tools you use for schedules, punches and pay. HR PaperTrail keeps the record of what happens on each shift: certifications, incidents, points, write-ups, handoffs and repairs.
How fast can we start?
Usually within days. Send us your roster as a spreadsheet and your list of equipment, and we load your certifications, checklists and machines for you.

Get started

Put every shift on the record.

Tell us about your warehouse or plant. We’ll reach out within one business day, load your certifications, checklists and machines, and import your roster for you.

White-glove setup. We import your roster for you.

More industries

All industries

HR PaperTrail is software, not legal advice. Requirements on this page are general; confirm the specifics with your counsel or regulator. The people and businesses in the examples are fictional.