What you get.
Everything NotedSnap does for you, from getting a notice out to showing the record a year later.
Get a notice to the right people.
Set it up once, then each new notice takes a few minutes.
staff.csv
nameemailgroup
42 people read. 3 already on the list were updated, not doubled.
- Import your staffUpload a CSV with name, email and, if you like, a group. People already on the list are updated, not doubled up.
- Groups for sites and teamsSend a notice to everyone, or only to the depot, the school or the night shift.
- Upload or typeUse a PDF you already have, or type a short notice in the page.
- Versions that stay putEvery change makes a new version. A published version never changes, so the record shows exactly what people were given.
- Start from a template16 plain-language starter notices for safety, conduct, POPIA and operations. Adapt them to your own rules.
- Due datesSet a date if there is one. Leave it open if there is not.
- Mail from your own domainOn the Business plan, staff emails come from your own address, signed with your own key, which helps them reach inboxes.
Reminders that do the nagging.
You should not be the one sending the third email.
- 3Reminder
- 7Reminder
- 14Reminder
- 21You are told
Every reminder carries a fresh link and cancels the old one.
- Automatic remindersBy default after 3, 7 and 14 days. You can change the schedule.
- A fresh link each timeEach reminder carries a new link and cancels the old one, so old emails stop working.
- Escalation to the ownerAfter 21 days the account owner gets an email for each person who is still outstanding.
- Yearly renewalA month before a tick turns a year old, a new link goes out. Next year takes care of itself.
- Big changes move people onMark a change as big and anyone who had not yet ticked the old version is moved to the new one, with a fresh link by email. The old link stops working.
- Weekly summaryOne short email to the owner each week: how many are outstanding and overdue, how many ticked this week, and whether the log is intact.
Easy for people who never asked.
If staff find it a chore, they will not do it. So it is short.
To Thandi Nkosi, 08:14Your receipt: Working at height (SAF-014)
- Version
- 2
- Ticked
- Wed 21 Oct, 08:14
- Reference
- 7QK2 M9XD
- A personal link, any phoneOpen it, read it, type your full name, tick the box. No account, no app, no password.
- A deliberate tickOpening the link never counts. The person has to tick on purpose.
- A receipt by emailStaff get a copy with the policy, version, time and a reference.
- Ask a questionA person can send you a message from their own link, for example "I cannot see the diagram".
- You reply, they see itMessages wait on your dashboard, and you get one summary email at most each hour, never with the message text. Your reply shows on their page.
- Pause messagesIf one person sends too many, you can pause messages on their link from your dashboard.
A record you can show.
The point of all this is the day someone asks.
1041Notice sentok1042Thandi Nkosi tickedok1043Reminder 1 sentok
Each entry is tied to the one before, so an edit shows when the log is checked.
- The registerEvery person against every policy: ticked, waiting or overdue.
- The records packExport a CSV that lists who ticked what, when, the name they typed, and the IP address it came from. See a sample, with invented data.
- A fingerprint of the documentA SHA-256 fingerprint of the exact file is stored with every tick.
- A log that shows tamperingEach entry is chained to the one before, so a later edit shows up when the log is checked.
- Erase a person on requestName, email and typed name are deleted. An anonymous reference stays so the log remains valid.
- Your own time zoneDates and times follow your business's time zone and format.
Your data, protected.
Staff details are personal information. NotedSnap is built to protect them and to keep every record trustworthy.
- Each business kept apartEvery business's records are walled off from every other business inside the database itself (row level security), not only in the application.
- Protected sign-inEveryone who runs NotedSnap signs in with a password and an authenticator app, with recovery codes as a back-up. Passwords are stored only as salted hashes, sign-ins lock after repeated mistakes, and sensitive changes ask for a fresh code.
- Links that cannot be guessedA staff link shows one document to one person and records one tick. It expires, is cancelled when replaced or when an email address changes, and is stored only as a keyed hash.
- Uploads are checkedPDFs are inspected before they are used. Encrypted files, and files that carry scripts, launch actions or embedded files, are turned away.
- Encrypted in transitEvery page and every link is served over HTTPS, and browsers are told to use nothing else.
- Built around POPIAYou are the responsible party for your staff's details and NotedSnap acts as your operator. A person can be erased on request, and staff messages, delivery records and operator logs are cleared after 12 months.
What it does not do.
Not legal advice or a certified signature. NotedSnap records an acknowledgement. We do not write policies, and whether the record satisfies your auditor, insurer or client is something to confirm with them.
A link shows that a mailbox received and opened it, and that the typed name matches your list. It cannot show who held the phone. Staff without an email address are not covered yet.
Want the detail? See how it works or pricing. Found a vulnerability, or a suspicious email that claims to be from NotedSnap? Report it here.