Managing occupational safety services requires organizing a large number of interconnected activities—from maintaining client records and preparing offers to work orders and training, preparing reports, managing specialists and measuring equipment, and monitoring legal obligations.

wMIND is a specialized web-based system for digitizing and managing business processes in the fields of occupational safety, fire protection and related professional activities. It was developed to help companies that provide these services organize their business more efficiently, maintain records more easily and reduce their administrative workload.

Instead of using various unrelated programs, Excel spreadsheets and documents, wMIND brings key business processes together in a single application. Data is linked across modules, avoiding duplicate data entry, simplifying day-to-day work and enabling better oversight of task completion.

A particular advantage of the system is integration with the Occupational Safety Information System (ISZNR), which links records of training, specialists and measuring equipment with the corresponding government information system.

wMIND is a modular solution that can be tailored to the organization, size and business processes of each company.

Client and branch management

A centralized client register is the foundation of business processes within wMIND. It enables organized management of information about business entities, their branches, locations and associated contacts.

In addition to basic company information, the system supports recording job positions, duties, workplaces, employer representatives, employee occupational safety representatives and in-house specialists.

A single job position can be linked to multiple duties, and specific duties can be assigned the relevant special working conditions. This structure makes it possible to reuse previously recorded information when preparing reports and conducting training.

Integration with the Court Register enables available information about a business entity to be retrieved using its OIB, including its name, address and other available details. This speeds up the addition of new clients and reduces the likelihood of errors.

Client data is used in other system modules, from preparing offers and work orders to training and related documentation.

Offers and work orders

wMIND connects the commercial and operational sides of a business, enabling jobs to be tracked from offer preparation through completion and delivery of documentation.

Preparing and tracking offers

The offers module enables users to prepare business offers using existing data about clients, branches and services.

Users can define items, quantities, prices, discounts, payment terms and completion deadlines. The system automatically calculates amounts, and offers can be generated in PDF format.

Users can track offer statuses, edit and duplicate offers, and view previously created documents.

A shared service catalog ensures data consistency between offers and work orders.

Organizing and carrying out work orders

Work orders enable tasks to be assigned to employees, activities to be tracked and the completion of individual services to be monitored.

Each work order links a client, branch, contracted services and employees responsible. Jobs can be further organized into sub-orders, each with its own status, activities and supporting documentation.

Users can record completed activities, add notes and documents, and track the progress of individual services.

Delivery notes and completion certificates

For completed services, delivery notes can be created and linked to the relevant work order.

The system supports electronic confirmation of receipt via an email link, recording signatures, and tracking delivery notes that are still awaiting confirmation.

The history of delivery notes, confirmations, and related documents remains linked to the business process, making it easier to monitor completed and delivered services.

Worker training and record keeping (ZOS and ZOOP)

wMIND enables digital management of procedures for training workers to work safely (ZOS), as well as training employers, employer representatives, and worker representatives for occupational safety (ZOOP).

The module links data on clients, work orders, trainees, experts, and the jobs for which training is conducted.

Using existing records reduces the need to re-enter information, speeds up the preparation of training records, and enables more consistent record keeping.

Preparing ZOS and ZOOP training records

When preparing a training record, users select the relevant work order, trainee, and training details.

For ZOS, users can define multiple job positions and work locations, select the relevant tasks, record the theoretical and practical parts of the training, and specify experts and immediate supervisors.

Employer, branch, and selected service details are retrieved from the linked work order.

The system checks that the required information is present, allows incomplete training records to be saved, and tracks their status from preparation through completion and approval.

Special working conditions (PUR)

As part of the ZOS process, the system includes a record of jobs involving special working conditions and links them to the relevant PUR categories.

Based on the selected jobs, wMIND identifies the required documentation, including medical examinations and proof of professional competence where these are mandatory.

When saving a training record and preparing it for submission, the system checks whether the relevant documents have been attached.

This approach makes it easier to verify that the requirements for training have been met and reduces the risk of incomplete documentation.

Trainee database and training history

A unified trainee database links personal details, documentation, and the history of completed training.

Existing trainees are identified by their OIB, avoiding unnecessary duplication of data.

Users can access details of previous training, associated employers, jobs, dates, and the corresponding approved training records.

This provides a simpler overview and continuity of record keeping, even when the same trainee participates in multiple training procedures.

AI assistance for preparing training records

wMIND uses artificial intelligence to help prepare descriptions of jobs and activities in ZOS training records.

Based on the selected job position, work location, and related tasks, the system can automatically prepare a draft description, which the expert then reviews and edits as needed.

This feature reduces repetitive administrative work and speeds up the preparation of content tailored to the specific training, while retaining expert control over the final text.

Integration with ISZNR

One of wMIND's key features is its integration with the Occupational Safety Information System (ISZNR), which enables internal business records to be linked to relevant data and procedures in the state information system.

The integration covers ZOS and ZOOP training records, the register of experts, and records of measuring instruments.

For training, the system enables training records to be prepared and submitted electronically to ISZNR, submission status to be tracked, and successfully completed procedures to be recorded. It also supports updating submitted records in accordance with the rules and deadlines applied by the integration.

For experts and measuring instruments, local records can be linked to the corresponding records in ISZNR, and supported data can be retrieved.

This means users do not have to re-enter all information separately across different systems, while data and documentation remain linked to the relevant business processes within wMIND.

The integration uses the current version of the ISZNR v3 interface and the corresponding access permissions.

Expert Register

wMIND includes a dedicated module for maintaining a register of experts involved in occupational safety, fire protection, and other supported professional activities.

The register allows personal and business details, education, professional qualifications, competencies, and relevant certificates to be recorded.

Documentation on education and acquired competencies can be stored for each expert, along with the relevant dates and details.

The Expert Register is integrated with ISZNR, enabling experts to be linked to the relevant external records and supported data to be retrieved using their OIB.

Register data is also used in other parts of wMIND, including training processes, where experts responsible for specific activities are selected.

Centralized records make it easier to track qualifications, access professional documentation, and use data consistently across business processes.

Measuring Equipment Register

The measuring equipment module provides comprehensive records of instruments and equipment used for professional inspections and measurements.

For each instrument, users can record basic technical details, model, identifiers, intended use, associated components, and business unit.

Equipment can be organized into sets, and photos, invoices, certificates, and other documentation can be stored with individual instruments and their components.

Calibration, certification, and servicing

The system allows calibration and certification records to be maintained, including relevant dates, validity periods, and associated certificates.

Servicing, malfunctions, and periods when equipment is unavailable are recorded separately.

Based on the recorded data, users can monitor the condition and availability of instruments and easily access the documentation required for their use.

Integration with ISZNR

The measuring equipment register is integrated with ISZNR, enabling instruments to be linked to the relevant external records and supported data to be retrieved.

The internal register also retains additional information, documents, components, and event history that are important for the day-to-day management of equipment.

The module is connected to the relevant organizational and business data in wMIND, making the equipment register part of a unified business system.

Reminders and calendars

Tracking deadlines, organizing field work, and fulfilling obligations on time are important to the day-to-day operations of companies providing professional services.

wMIND includes a configurable reminder system that allows users to record obligations, assign them to users and groups, and automatically send email notifications according to defined dates and rules.

Reminders can be viewed in a table or calendar, and their types and associated fields can be customized to meet different business needs.

Scheduling and calendar management

The calendar module allows users to schedule appointments, field activities, reservations, and other business events.

Day, week, and month views are available, along with the ability to assign users and business units and set rules to prevent scheduling conflicts.

Access permissions allow individual employees to view only their own schedules or events for which they have the appropriate permissions.

The system also supports email notifications about relevant entries and changes.

Dashboard and business overview

The home dashboard provides a centralized overview of the most important operational information and activities.

Depending on user permissions and enabled modules, users can monitor active work orders, suborders in progress, unsigned delivery notes, job statuses, upcoming obligations, and other business indicators.

Charts and statistics make it easier to monitor workload and the progress of business activities.

The dashboard content can be tailored to the organization's needs, including the selection, layout and size of the displayed elements.

This gives each user an overview of the information that matters for their day-to-day tasks, while managers can more easily monitor business operations and set priorities.

Online training and knowledge assessment

wMIND includes an e-learning module for organizing online training, distributing learning materials and conducting knowledge assessments.

Administrators can create training courses, manage question banks, prepare exams, define passing criteria and track results.

Handbooks, documents, images and video content are supported, as is the import and export of questions using Excel files.

Trainee portal and client portal

Trainees have access to a dedicated portal where they can access assigned training courses, view materials, take exams and check their results.

Through their own portal, clients can manage their trainees and track related training courses and results, in accordance with their assigned permissions.

Administrators have a central overview of exams taken, answers and results, with the option to analyze and export data.

The module can be used for internal training, professional development and other forms of knowledge transfer and assessment, in line with the organization's needs and applicable regulations.

Modularity and adaptation to business needs

wMIND was developed as a modular business system, allowing its functionality to be tailored to the organization and the way each company operates.

Individual modules can be enabled as needed, while access rights are defined at the level of users, groups and business units.

The system allows different permissions for viewing, entering, editing and administering data, with additional restrictions for specific business procedures.

Thanks to a centralized database, connected modules use shared records of clients, users, services and documentation. This ensures data consistency and simplifies collaboration among multiple employees or business units.

wMIND is a web application accessed through an internet browser, with no need to install a separate program on each computer.

We continuously develop and upgrade the system in response to user needs, technological capabilities and the requirements of business processes in the field of occupational safety.

Digitize your business with wMIND

Whether you manage a small team of specialists or an organization with multiple employees, business units and a large number of clients, wMIND enables you to connect business processes in a single digital environment.

From the first client contact and preparing an offer, through organizing work orders and training, to maintaining professional records, ISZNR integration and tracking completed services – information remains accessible wherever it is needed.

Contact us to arrange a presentation of the wMIND system. We will show you its capabilities through specific business procedures and suggest an approach tailored to your organization's needs.

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