1. Download the Application

After your purchase, you will receive an email with two links.
The first link opens the page where you are watching this video.
The second link is the download link for the application.

Click the download link.
A new page will open. Choose the folder where you want to save the file and confirm.
The download will start and may take a few moments.

2. Extract the Downloaded File

When the download is complete:

1. Right-click the downloaded file.

2. Select “Extract All”.

3. Choose the folder where you want the extracted files to be saved.

4. Confirm and wait until the extraction is done.

3. Install the Application

After the extraction:

1. Open the new folder that was created.

2. Open the folder named “release”.

3. Inside it, find the file “HSEBox Setup 1.00.exe”.
   This is the installer.

4. Double-click the file.

5. Click “Next”.

6. Choose the installation location (you can keep the default).

7. Click “Finish”.

The HSEBox app will open automatically after the installation.

4. Register Your Details

When the app opens for the first time, the registration page will appear.

Here you must:

• Select your preferred language.

• Enter the email used during purchase.

• Enter your Company Name.

• Enter your Project Name.

• Enter your Project Location.

5. Activate the Application

After your purchase, you will also receive a second email containing your activation key.

To activate:

1. Copy the key from the email (Control + C).

2. Paste it into the activation field inside the app (Control + V).

Before activation, the system will warn you that after registration you cannot change:

• Company Name

• Project Name

• Project Location

If everything is correct, confirm.

Your application will now be activated and ready to use.

1. Open the Settings Menu

After the app opens for the first time, go to Settings.
This is where you will configure all information needed for your project.

2. Add Your Company Logo and Select the Language

In the settings area:

• Upload your company logo.

• Choose the language you want to use in the application.

You can change the language at any time.

3. Configure General Information

Go to General Information.
Here you will see several lists that you must adapt to your project.

Countries

You will find a pre-defined list of countries.
You can:

• Remove the countries you do not need.

• Edit the names and write them in your preferred language.

Education Levels

Add the education levels used in your country or company.

Job Titles

You must define:

• Job titles for safety technicians.

• Job titles for production workers and other staff.

Specializations

Add the specializations relevant to your team and your operations.

4. Add Your Projects, Sites, and Areas

This step is essential.
Without this information, the application cannot work properly.

Add:

• Project Name

• Site Name

• Areas inside your project

For example:

• Area Name: Area 1

• Location: Street 1

Add as many areas as needed.
These will be used across the entire system.

5. Configure Observation Settings

Go to the Observations section and set up:

Risk Levels

Define the risk levels used in your company.

Activity Types

Add or edit the activities your safety team performs, such as:

• Walkthrough

• Audit

• Inspection

You can delete or edit any item to match your needs.

Hazard Types

Adjust or add the hazard types relevant to your project.

6. Configure Accident Settings

In the Accidents section, define:

Accident Types

Examples include:

• Near miss

• Recurrence

• Environmental incident

Some items are protected because they are system defaults.

Affected Body Parts

A list is provided in English.
Translate or edit each item to match your language and requirements.

Direct Causes & Root Causes

Review the lists and adjust them according to your company’s standards.

7. Set Up Permit to Work Information

Go to Permit to Work and configure:

Permit Types

Add the types used in your project, such as:

• Hot work

• Confined space

• Work at height

One status called Open is protected and cannot be changed.

Personal Protective Equipment

Adapt the PPE list to match your internal procedures.

8. Final Check

Once you finish all these steps, your application setup is complete.
You should not need to change these settings again, unless you want to add new items in the future.

At the top of the screen, you will also find:

• A button to rate the application

• A button to contact support

• A button to export the database (this feature will be enabled later)

Your App Is Now Ready

After completing all the steps above, your HSEBox Management System is fully prepared and ready to use.
You can now start entering data and managing your project with confidence.

Before you begin, there are two very important steps you must complete.

1. Define Your Project Areas

Go to Settings, then open Project – Site – Areas.
Here, you must define all the areas where you will work inside your project.

In the previous video, we created one example area.
But you should add every area you will use in the system.

For now, having one area is enough to continue,
but make sure you complete all areas later.

2. Add Your Team Members

Next, go to Staff.

Here you must add the people who will be part of your project.

There are two categories of people you must insert:

1. Your Health and Safety team – the technicians who will create observations.

2. The responsible persons – the people who will close and correct the observations.

Let’s add the first person, from the Health and Safety team.

• Name: Peter

• Department: Health and Safety

• Job Title: Safety Officer

• Area: Select from the list (right now we only have one)

• ID Number: Add any number for testing

• Phone Number: Add any number

• Nationality: This list comes from the settings

• Education Level: Also defined in settings

• Specialization: For example, Construction Safety

• Email: peter@example.com

Then answer the questions about certifications:

• If he has a NEBOSH diploma

• If he has ISO 45001 certification

• If he has other certificates

• And if he has a driving license

Choose the date he joined the company,
and the date he started his role.
For now, we can select today.

Click Save.

Now let’s add a second person from the Production department.
This is important because, without a person responsible for actions,
you will not be able to submit any observations.

Click New Staff.

• Department: Production

• Name: John

• Job Title: This list is different, also defined earlier

• ID Number: Add any number

• Phone Number: Add any number

• Nationality: For example, Egyptian

• Education: Choose one option

• Email: Any email for testing

• Start Date: Today

• Role Start Date: Today

Click Save.

Now you have two people added.
In a real situation, you must insert your full team:
your entire Health and Safety team,
and all responsible persons from the production side.

You Are Now Ready to Add Data

With your areas and your team defined,
you can now start entering real information.

Let’s start with an Observation, since this app is designed for safety professionals.

Click New Observation.

Choose the details:

• If the observation is positive or negative

• Who raised the observation (Peter, from the HSE team)

• Who is responsible for closing it (John, from Production)

• The location (right now we only have Area 1)

• Shift: morning, afternoon, or night

• Date and time of the observation

• The category, such as Health and Safety

• If it is an internal observation or not

• Risk level

• Hazard type

• Due date for closing the observation

• Activity type, such as a walkthrough or an audit

Now write the full description of the observation.
Indicate whether the work stopped or continued.

For the photo:
the system does not upload photos,
it only creates a link to the photo.
This means you must store your photos in a folder on your computer,
well organized by month or year.

Click to add the photo, choose it from your computer,
and the system will save the link.

Click Save.

If you want to view the observation, just click the view button.
You will see all the details, including the photo.

You can edit or update the observation at any time.
You cannot delete observations.

Important Reminder

To start using the application correctly, you must have:

1. All project areas defined.

2. All team members added —
   both Health and Safety staff and the responsible persons who will close actions.

These steps are essential.

Without them, you cannot enter observations, incidents, or any other data.

Need Help?

If you have any questions or need support,
send us an email and we will help you as soon as possible.

Thank you, and enjoy using your HSEBox application.