Choosing compliance software for your health and safety management system (HSMS) is a multifaceted decision. It involves picking a product that integrates seamlessly with your existing setup. It’s also important to choose software that fulfils other requirements, such as effective and engaging training, helping employees invest in the process.
Key takeaways
- A health and safety management system is a structured framework for identifying, monitoring and improving workplace health and safety risks.
- Compliance software solutions help you adhere to regulations, laws, standards and internal policies.
- Compliance software integration is a way of connecting compliance tools with workflows and systems such as an HSMS or a TMS.
- Choosing a compliance software solution that integrates with your HSMS or TMS involves seven steps.
- The steps include clarifying compliance goals, engaging with users and stakeholders and researching providers.
Alongside an HSMS, your existing infrastructure may also include a talent management system (TMS) – software or applications businesses use to manage the employee lifecycle end-to-end. That includes everything from recruiting, onboarding and performance management to career development and retention. Your compliance software solution should integrate smoothly with your TMS, too.
To shed light on the topic of compliance software integration with your HSMS, let’s start with a few definitions, before moving on to a step-by-step how-to guide.
Picking compliance software that integrates with health and safety management systems
Selecting a compliance platform that supports integration with your health and safety management system (HSMS) is no mean feat. There are numerous factors to consider when making the decision.
- What is a health and safety management system?
- What is the goal of a health and safety management system?
- What is compliance software?
- What is compliance software integration?
- What steps can you take to select compliance software that integrates with health and safety management systems?
- Potential compliance software options
- How to optimise compliance software integration with an HSMS
- Selecting compliance software that supports integration with health and safety management systems: FAQs
What is a health and safety management system?
A health and safety management system is a structured framework that helps businesses identify, evaluate, monitor and control risks associated with the health and safety (H&S) of their employees and workplace visitors. It also assists with planning, implementing, reviewing and improving health and safety measures.
An HSMS consists of policies, procedures and best practices. Per the UK Government's Health and Safety Executive (HSE), organisations aren't "required by law to implement a formal management system". However, they’re useful, helping protect workers, promote well-being, reduce costs, improve efficiency, and ensure adoption of standards like ISO 45001 and ISO 9001.
Case in point: Associated Consultancy Training Advisory Services
Due to inadequate health and safety policies and procedures, the operations of a family-run manufacturing company were under threat.
After implementing risk assessments, staff training and policy development, their insurance provider reassessed the situation, and the outcome was "overwhelmingly positive".
Highlights from the reformed health and safety management strategy:
- Improved employee morale and engagement
- Elevated health and safety risk management
- Achieved legal compliance with insurance and reduced liability
- Boosted productivity through safer, clearer processes
- Strengthened long-term business resilience
Quick statThe highest fine issued in the UK under the Health and Safety at Work etc. Act 1974 is Amazon's fine of £25 million for unsafe working conditions, which resulted in the fatality of one of their employees. |
What is the goal of a health and safety management system?
A health and safety management system helps:
- provide a structured way to ensure a safe and healthy workplace
- prevent work-related hazards such as accidents, injuries and illnesses
- ensure compliance with legal and regulatory requirements
What is compliance software?
Compliance software helps companies adhere to regulations, laws and standards that apply to their industry, as well as internal policies. It’s a structured and efficient digital tool that automates, centralises, tracks and manages processes such as risk management, auditing, reporting and incident management.
Compliance software also provides a training platform for employees, tracking understanding and completion.
Why is compliance software important?Overall, compliance software solutions aim to help organisations:
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What is compliance software integration?
Compliance software integration connects a company’s compliance tools with its existing workflows and systems – HSMS, TMS, customer relationship management (CRM), accounting, and so on.
Rather than using compliance software as a standalone tool, it links with your other platforms. By doing that, compliance activities are embedded into daily operations, meaning consistent monitoring, reporting and enforcement.
How do you choose compliance software that integrates with health and safety management systems?
Picking a compliance software solution that integrates seamlessly with your health and safety management systems and/or your TMSs is a crucial strategic decision. To ensure you make the optimal choice regarding needs and long-term value, take a look at our how-to guide. Although it focuses on HSMSs, the same action points apply to talent management integration.
1. Define compliance requirements and goals
The first step focuses on your aims. As well as wanting software that integrates, consider the following:
- Compliance obligations: For example, are there regulations your business must adhere to and standards you want to implement?
- Compliance software solution functionality: Are you looking for a platform that offers training, regulatory reporting, audit management and incident tracking?
- Non-negotiable features: Are mobile accessibility, automated reporting or risk assessment modules important to your organisation?
2. Appraise your current health and safety management systems
Given integration is the primary goal, it's important to understand how your existing health and safety management systems are set up. That involves reviewing existing processes and looking for integration points: connections, synergies and overlaps between your HSMS and other business functions or management systems – for instance, quality (ISO 9001) and environmental (ISO 14001) management.
What is an API?As per IBM's definition: "An API, or application programming interface, is a set of rules or protocols that enables software applications to communicate with each other to exchange data, features and functionality." |
In turn, you can identify where policies, procedures, resources and data can be shared and coordinated, helping streamline operations, reduce duplication and increase efficiency.
On top of that, analyse the architecture of the HSMS. For example:
- Is the technology stack on-premises or cloud-based?
- What data formats does the health and safety management system use?
- What application programming interfaces (APIs) are in place?
How does an API work?An API (Application Programming Interface) is like a waiter in a restaurant. You (the customer) don't go into the kitchen to cook your own meal. Instead, you tell the waiter what you want, and they bring it from the kitchen. In the same way, an API lets you request information or actions from another company's "kitchen" (their system/database). You don't need to know how their kitchen works; you just need to know how to place the order correctly. |
3. Talk to key users and stakeholders
Having conversations with relevant employees is vital, from compliance managers and health and safety officers to IT and operations teams. Identify pain points, such as downsides of current compliance tools, and discuss priorities. For example, is compliance software solution usability more important than scalability or vice versa?
4. Research compliance vendor options
Step four involves evaluating the pros and cons of available providers. Focus on ones with proven H&S compliance software solutions. Given integration is important, check the following:
- API support
- Middleware compatibility
- Pre-built connectors
Additionally, research regulatory and security factors. For example, does the software offer compliance with data privacy laws, if required? Do reporting formats adhere to submission standards? Does the provider offer encryption, access controls and role-based permissions?
Look into each vendor's reputation, including industry certifications, customer reviews, awards, and case studies. Finally, decide on a shortlist.
5. Request demos and proof of concepts (PoCs)
With your narrowed-down pool of compliance software solutions, go into more detail: ask for demonstrations to see how the platform works in practice and request PoCs. As part of this step, ensure you validate integration capabilities, checking how well data exchanges with your existing health and safety management system. Additionally, test real workflows, involve future users and collate feedback.
6. What’s the total cost of ownership (TCO)?
For your shortlisted compliance software solutions, explore the licensing model, plus setup and integration costs. Consider the following, too:
- Are there customisation options, and if so, how much are they?
- What ongoing support is provided (training and technical assistance)?
7. Plan implementation and change management
Once you’ve picked your compliance software solution, carry out the following:
- Integration: Develop a roadmap, including milestones, with pilot groups as a priority, ahead of full company-wide rollout.
- Training: Teach relevant employees how to use the compliance software solution and ensure they understand how it works with the existing HSMS.
- Key performance indicators (KPIs): Identify metrics and collect data, enabling continuous improvement.
Potential compliance software options
Which compliance software supports integration with health and safety management systems, and which is the best compliance training platform for talent management systems?
Quick statDid you know, figures show the annual cost of workplace injury and new cases of work-related ill health is around £21.6 billion? |
Below, we briefly outline a handful of companies you may want to consider that support integration.
- AuditBoard: Connected cloud risk platform
- Hyperproof: Cloud-based compliance platform
- OneTrust: Technology platform for managing compliance programmes
- LogicGate: No-code governance, risk and compliance (GRC) platform
- Vanta: Trust management platform startup
- Drata: Security and compliance automation platform startup
On the topic of integration, while it’s true that Skillcast does not connect directly with HSMSs and TMSs at the moment, we do have a comprehensive REST API that allows companies to integrate these systems (and others) with us.
Similarly, Skillcast can integrate with many human resources (HR) and learning management systems using their REST APIs.
REST APIs programmatically (automatically) pull data from one system to use in another. This applies in theory almost universally, because REST API is a universal format, provided the client can write the code to interact with it and transform/store the data as needed on their end.
How to optimise compliance software integration with an HSMS
When selecting a compliance software solution that can connect smoothly with your health and safety management system, follow the seven steps we’ve outlined. Start by defining your objectives before assessing your current HSMS and discussing your plans with key members of staff.
Next, compare a selection of compliance software vendors, keeping integration capabilities top of mind. When you have a shortlist, ask for demos and PoCs and find out the TCO. Finally, plan how to implement the compliance software solution, then get started.
Compliance software integration with health and safety management systems: FAQs
How does an HSMS aid compliance?
A health and safety management system ensures risk assessments and related procedures and policies meet legal and regulatory requirements.
How do you measure the effectiveness of an HSMS?
Through inspections, audits, incident reports and tracking leading (preventive) and lagging (reactive) indicators.
Who needs a compliance software solution?
Any business that operates under regulatory requirements (for example, healthcare, manufacturing or finance), or ones that want to reduce risk and improve oversight.
Why is compliance software integration important?
It improves accuracy, ensures real-time compliance tracking, reduces manual work and supports audit readiness.
Is integration secure?
Yes, most compliance software solutions leverage encryption, access controls and audit trails, meeting regulatory standards and protecting sensitive data.
How long does integration take?
Simple projects may take a few weeks, while enterprise-wide ones can take several months.
Looking for more compliance insights?
Our Essentials Library contains e-learning content designed to help organisations meet fundamental compliance requirements. If you’re looking for focused training, our training packages offer a complete solution for your compliance programme.
Our e-learning courses are designed to engage employees with our microlearning library, which was created to support knowledge retention.
Our Compliance Portal also features a range of tools to digitise and automate your compliance learning. These include our:
- Learning Management System (LMS)
- Policy Hub
- Compliance Register
- Compliance Surveys
- Compliance Declarations
- AI Digital Assistant (Aida)
If you’d like to access leading insights and compliance tips, you can browse our free resources by topic to find guides, modules, compliance bites and more.
References and further reading
Atlassian, Your guide to proof of concept (POC) in product development
AuditBoard, compliance software solution homepage
British Assessment Bureau, What Is ISO 9001?
British Standards Institution, ISO 14001 - Environmental Management System (EMS)
Drata, compliance software solution homepage
Health and Safety Executive, Health and safety management systems
Health and Safety Executive, Health and safety management systems, ISO 45001
Health and Safety Executive, Benefits of good health and safety
Health and Safety Executive, Health and safety at work, Summary statistics for Great Britain 2024
Hyperproof, compliance software solution homepage
IBM, What is an API (application programming interface)?
IBM, What is REST API?
LogicGate, compliance software solution homepage
Microsoft, What is software as a service (SaaS)?
OneTrust, compliance software solution homepage
Salesforce, What Is CRM (Customer Relationship Management)?
SAP, What is a talent management system (TMS)?
Sprintlaw, Industry Regulations
TechTarget, What is a learning management system (LMS)?
Vanta, compliance software solution homepage
Written by: Laura Evans
Laura is an experienced content writer with a history of creating well-researched, high-quality copy that informs and sparks curiosity. She’s also worked with instructional designers to develop scripts, microlearning units and learning content for various businesses. Laura has a degree in Economics and Politics from LSE, and in another lifetime, she had a decade-long career in finance at a hedge fund.
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