Download your company's RTRS mobile app from the Apple App Store or Google Play Store. Many organizations use a private-labeled version of RTRS, so search for your company's app name rather than "RTRS." You should have also received a link to download the app from both stores when you received your welcome email to setup your password. If your company provided a download link, simply tap the link to install the app.

How do I log in for the first time?

After installing the app: 1. Open the application. 2. Enter the username provided by your company. 3. Enter your password. After your first login, the app will synchronize your assigned projects, forms, documents, and training.

I forgot my password. How do I reset it?

Select Forgot Password on the login screen from the mobile app. Enter your username and follow the instructions sent to your inbox. If you don't receive the email within a few minutes:

Check your Spam or Junk folder.
Verify that you're using the correct email address.
Contact your company administrator if you continue experiencing problems.

Why didn't I receive my password reset email?

Several factors can prevent password reset emails from arriving:

The email may have been filtered into Spam or Junk.
The email address entered may not match your RTRS account setup.
Your organization may use multiple email addresses.
Your company administrator may need to verify your account or make your account active.

If you still don't receive the email, contact your administrator or RTRS Support.

Can I stay logged in?

Yes. The RTRS app is designed to keep you securely signed in between sessions so you can quickly access information while working. Depending on your organization's security policies, you may occasionally be asked to log in again.

Pricing

Are all users priced the same?

No. A field employee who primarily completes forms, training, observations, or toolbox talks may require a different level of access than an administrator, safety professional, risk manager, or executive who needs dashboards, analytics, reporting, and AI capabilities.

Can you provide a customized quote?

Absolutely. Because every organization uses risk and safety technology differently, we can develop a pricing structure based on your number of users, desired modules, AI requirements, reporting needs, and overall use of the platform.

Our goal is to provide a solution that fits your organization today while giving you the flexibility to expand as your needs evolve.

Does AI usage affect pricing?

Yes. Organizations that use RTRS AI capabilities may have AI usage included within their package or may purchase additional AI capacity based on their expected volume. This allows companies with limited AI needs to keep costs low while giving larger organizations the ability to scale their usage.

How much does Real Time Risk Solutions cost?

RTRS offers some of the most competitive pricing in the risk and safety technology market. Because the platform is modular and designed to scale, organizations only pay for the capabilities they actually need rather than being forced into an expensive, one-size-fits-all package.

RTRS pricing is designed to scale with each organization's needs. Pricing starts as low as $0.02 per user per day for users that only need to receive emergency text messages and increases based on the features, modules, and level of support your organization requires.

Factors affecting pricing include the number and type of users, activated modules, insurance partnership discounts (Zurich Insurance, Hub Insurance, Arch Insurance, etc.), AI usage, administrator access, executive reporting, analytics, integrations, and other advanced capabilities.

Many Employees Can Use RTRS at No Additional Cost

One of the reasons RTRS can be so cost-effective is that many employees, subcontractors, and field participants can interact with the platform without requiring a paid user license. Depending on how your organization configures the platform, users can complete mobile forms in more than 130 languages, participate in toolbox talks and safety meetings, access shared documents and procedures, review safety information, sign acknowledgements, and complete other field-based activities at no additional per-user cost.

This allows organizations to extend important safety and risk management processes across a much larger workforce without having to purchase a full software license for every person who participates. Paid access can then be focused on the administrators, supervisors, safety professionals, and executives who need advanced capabilities such as dashboards, analytics, AI, reporting, and platform management.

My Account & Profile

How do I edit my profile?

Depending on your company's settings, you may update certain profile information from the client website such as:

Phone number
Address
Profile picture

Some information can only be changed by an administrator.

How do I change my phone number?

Update your phone number from the client website. If the Administration menu is unavailable, contact your company administrator.

Can I upload a profile picture?

Many organizations allow users to upload a profile photo. Open your User page from the client website and select your current picture to upload or replace it. Only Administrators can update profile photos.

Why can't I edit my information?

Some profile information is controlled by your organization to maintain accurate employee records. If a field cannot be edited, your administrator can make the change for you.

How do I update my notification preferences?

Notification settings may be available within your device's notification settings. Your organization may require certain notifications for compliance purposes. You should contact your administrator.

Offline Usage & Synchronization

Can I work offline?

Yes. RTRS is designed for employees working in locations without reliable cellular or Wi-Fi service. Once your information has synchronized, many features remain fully functional offline.

How does synchronization work?

Whenever your device has internet access, RTRS automatically:

Uploads completed work
Downloads new assignments
Updates documents
Refreshes training
Synchronizes project information

No manual synchronization is normally required. However, RTRS encourages companies to constantly update their app to make sure all updates are complete.

Why hasn't my work been uploaded?

Common reasons include:

No internet connection
Weak cellular signal
Airplane Mode enabled
Large photo or video uploads still processing

Once a connection is restored, synchronization usually resumes automatically.

How do I force synchronization?

If synchronization doesn't begin automatically:

Close and reopen the app.
Verify your internet connection.
Log out and back into the app

If problems continue, contact your administrator.

Can I complete inspections without the internet?

Yes. Inspections can be completed offline and automatically submitted when connectivity returns.

Projects & Permissions

Why can't I see my project?

Projects only appear after:

The project has been created.
You've been assigned to it.
Your device has synchronized.

If the project still doesn't appear, contact your administrator.

Why can't I see certain forms?

Forms are assigned based on the project users are assigned to. If a form is missing, it may not be assigned to your account.

Can I belong to multiple projects?

Yes. Many employees participate in multiple projects simultaneously. RTRS allows access to all projects assigned to your account.

Who assigns projects?

Projects are assigned by your company's RTRS administrator or another authorized manager.

Why was a project removed?

Projects may be removed because:

The project has been completed.
Your assignment changed.
Permissions were updated.
The project was archived, set as inactive.

Contact your administrator if you believe access was removed by mistake.

Mobile Forms

What are Mobile Forms?

Mobile Forms allow you to replace paper forms with digital versions that can be completed directly from your smartphone or tablet. Organizations use Mobile Forms for inspections, audits, incident reports, equipment checklists, quality assurance, permits, safety observations, daily reports, customer documentation, and countless other workflows.

What types of forms are included?

RTRS supports virtually any business process, including:

Safety inspections
Equipment inspections
Vehicle inspections
Incident reports
Near Miss reports
Daily reports
Job Safety Analyses (JSA)
Pre-Task Plans
Quality inspections
Environmental inspections
Customer service reports
Delivery confirmations
Field service reports
Maintenance requests
Work orders
Custom company forms

Your organization determines which forms are available to you.

Can our company build custom forms?

Yes. RTRS was designed to be highly configurable. Organizations can create forms specific to their operations without requiring custom mobile app development. Forms can include:

Text fields
Dropdown lists
Checkboxes
Multiple choice questions
Date and time pickers
Number fields
GPS capture
Photo uploads
Video uploads
Electronic signatures
File uploads

Can forms have required fields?

Yes. Your organization can require specific questions before a form can be submitted. Required fields help ensure inspections and reports are completed consistently and that important information isn't accidentally omitted.

Can forms show or hide questions automatically?

Yes. RTRS supports conditional logic (nested options) that displays questions based on previous answers. For example: If "Was damage found?" is answered Yes, additional questions about the damage can automatically appear. This keeps forms shorter and easier to complete.

Photos, Videos & Attachments

Can I attach photos?

Yes. Most RTRS forms, inspections, observations, toolbox talks and reports allow you to attach one or multiple photos directly from your device. Photos often provide valuable documentation and help improve communication.

Can I attach videos?

Yes. Many forms support video attachments, allowing users to document equipment operation, hazards, incidents, or work progress. Large videos may require additional upload time depending on your internet connection.

Can I attach PDF files or other documents?

Yes. Depending on your organization's configuration, you can attach documents such as:

PDFs
Spreadsheets
Word documents
Equipment manuals
Supporting documentation

Is there a limit to the number of attachments?

RTRS supports multiple attachments within most forms. Although there is generally no fixed limit on the number of photos or files, extremely large files may take longer to upload or be subject to your organization's storage policies.

Can I annotate photos?

Yes. Many organizations enable external photo markup tools that allow users to highlight important details before submitting a report.

Observations

What is an Observation?

An Observation is a quick way to document something noticed in the field. Observations may include:

Unsafe conditions
Unsafe behaviors
Near misses
Positive safety actions
Quality concerns
Environmental issues
Equipment deficiencies
Housekeeping concerns

Observations help organizations identify trends before they result in incidents.

Why should employees submit observations?

Observations help organizations become proactive instead of reactive. Early reporting can:

Prevent injuries
Reduce claims
Improve quality
Protect equipment
Improve compliance
Identify recurring risks

Every observation contributes to a safer workplace.

What types of observations can be submitted?

Depending on your organization, categories may include:

Safety
Quality
Environmental
Behavioral
Positive Recognition
Equipment
Property Inspections
Process Improvements
Housekeeping
Ergonomics
Compliance

Can observations include photos?

Yes. Photos are encouraged because they provide visual context and help supervisors understand the situation more quickly.

Can observations be assigned to someone?

Yes. Observations can be assigned to responsible individuals for investigation or corrective action. Internal assigned users will receive automatic notifications and external assignees receive an email.

Open Issues & Corrective Actions

What are Open Issues?

Open Issues are corrective actions that require follow-up before they are considered resolved. Issues can be created from:

Safety Observations
Inspections
Audits

Open Issues help ensure hazards don't simply get reported—they get resolved.

How are corrective actions assigned?

When an issue is created, it can be assigned to an individual responsible for resolving it.

How do due dates work?

Each Open Issue may include a target completion date that can only be in the future. Due dates help organizations prioritize corrective actions and allow supervisors to monitor progress before deadlines are missed.

Can I reassign an issue?

Yes. Issues can be reassigned when responsibilities change or additional expertise is needed. Assignees can be deleted and added.

Can I attach evidence when closing an issue?

Yes. Supporting documentation helps verify that corrective actions were completed. Evidence may include:

Photos
Notes
Updated inspection results

Providing supporting evidence creates a complete record for future audits and compliance reviews.

Training Learning Management

How do I complete assigned training?

Open the Training section of the home screen of the app and select the assigned course or complete it from the website. Complete all required materials, including videos, documents, quizzes, acknowledgments, or electronic signatures, before submitting. Once completed, your training history is automatically updated.

Can training expire?

Yes. Many organizations require periodic retraining to remain compliant with company policies or regulatory requirements. The expiration period depends on your organization's training program and is setup by the Training Manager when the course is created.

How do training reminders work?

RTRS can automatically notify users to complete trainings. Notifications may be sent:

For a certain number of days after being assigned
Continuous email reminders every day until complete

Reminder schedules are set by your organization.

Can supervisors assign training?

Yes. Authorized users can assign training to:

Individual employees
Divisions
Job classifications
Entire organizations

Assignments can also be automated based on company rules.

Are quizzes required?

Some courses include quizzes to verify understanding. Organizations determine:

Passing score

Quiz results are automatically recorded.

Toolbox Talks

What are Toolbox Talks?

Toolbox Talks are short safety meetings conducted before work begins or when new hazards arise. They provide an opportunity to discuss:

Job-specific hazards
Safe work practices
Lessons learned
Recent incidents
Weather conditions
Equipment safety
Company policies

Regular Toolbox Talks reinforce a strong safety culture.

How do QR Code sign-ins work?

The meeting facilitator displays a QR code. Employees simply scan the code with their mobile device to:

Join the meeting
Review the topic in over 130 languages
Electronically acknowledge attendance

This eliminates paper sign-in sheets and simplifies attendance tracking.

Can employees sign from their own phones?

Yes. Each employee can use their own device to review and electronically sign the Toolbox Talk. Individual electronic acknowledgments improve record accuracy and reduce administrative work.

Can Toolbox Talks include photos and videos?

Yes. Organizations can enhance Toolbox Talks by including links to:

Photos
Diagrams
Videos
Equipment images
Safety alerts
Incident examples

Visual content helps improve engagement and understanding.

Can AI generate Toolbox Talks?

Yes. RTRS AI can create customized Toolbox Talks using information from your organization's own data. Instead of generic safety topics, AI can generate discussions based on actual conditions affecting your workforce.

RTRS AI

What is RTRS AI?

RTRS AI is an intelligent assistant built directly into the RTRS platform. It analyzes your organization's own operational data to help users quickly find information, identify trends, summarize reports, and make better safety and operational decisions. Rather than replacing employees, RTRS AI helps them work more efficiently by reducing the time spent reviewing large amounts of information.

Which RTRS modules use AI?

Depending on your organization's configuration, AI may be available within:

Mobile Forms
Observations
Open Issues
Claims
Training*
Toolbox Talks*
File Cabinet*

* Available soon (as of July 2026). New AI capabilities are continually being added throughout the platform.

What kinds of information can AI analyze?

RTRS AI analyzes structured information stored within your RTRS environment, including:

Safety inspections
Incident reports
Near misses
Observations
Daily reports
Quality inspections
Claims
Equipment inspections
Environmental inspections
Toolbox Talks*
Training records*
Documents*
Corrective actions
Historical trends

* Available soon (as of July 2026). New AI capabilities are continually being added throughout the platform.

Can AI summarize inspections?

Yes. Instead of reviewing lengthy inspection reports one at a time, AI can summarize:

Common deficiencies
Frequently missed items
Positive findings
High-risk observations
Recommended improvements

This allows supervisors to understand inspection results much faster.

Can AI summarize observations?

Yes. AI can review hundreds of observations and identify:

Recurring hazards
Common unsafe behaviors
Frequently affected locations
Departments with the highest activity
Positive safety trends
Areas requiring additional attention

File Cabinet & Document Management

What is the File Cabinet?

The File Cabinet is a centralized location where your organization stores important documents that employees need in the field. Examples include:

Safety manuals
Employee handbooks
Policies
Procedures
SDS documents
Equipment manuals
Emergency Action Plans
Forms
Drawings
Project documents

Can documents be viewed offline?

Yes. Documents that have synchronized to your device may remain available while working without internet access, depending on your organization's settings.

Can I download documents?

Yes. If permitted by your organization, documents may be downloaded for offline viewing or shared with authorized users.

Can I search documents?

Yes. The File Cabinet includes search capabilities that allow users to quickly locate documents by titles and folders.

Can QR Codes open documents?

Yes. Organizations often place QR codes on:

Equipment
Vehicles
Electrical panels
Buildings
Job trailers
Machines

Scanning the code immediately opens the appropriate document or record.

Notifications

Why am I receiving notifications?

RTRS sends notifications to keep users informed about important activities which are set up by your Administrators. Examples include:

New training assignments
Open Issues
Safety alerts
Company announcements

Can I turn notifications off?

Device notification settings can usually be managed through your phone's settings. Some organizations require certain compliance-related notifications to remain enabled.

What types of notifications are available?

Organizations may send:

Push notifications
In-app notifications
Email notifications
Reminder notifications

Available notification types depend on your organization's configuration.

Can notifications include links?

Yes. Many notifications include direct links that take users to the appropriate:

Form
Training
Observation
Open Issue
Report

This allows users to quickly complete required tasks.

Can managers send company announcements?

Yes. Authorized administrators can distribute announcements to selected roles or projects, or the entire organization. Announcements may include text, images, documents, or links.

GPS, Maps & Location Services

Does the app capture GPS coordinates?

Yes. If enabled by your device, RTRS can automatically capture GPS coordinates when completing forms, inspections, observations, incidents, or other records. This helps verify where work was performed and provides valuable location context.

Can GPS be turned off?

GPS collection is controlled by your device settings. If your device denies location access, some features may not function as intended.

Can I view inspections and observations on a map?

If enabled, authorized users can view inspections, observations, incidents, and other records on interactive maps in Pro. Mapping helps identify geographic trends, recurring hazards, and areas requiring additional attention.

Can managers identify high-risk locations?

Yes. Dashboards and mapping tools can highlight locations with recurring observations, incidents, failed inspections, or outstanding corrective actions, helping organizations focus resources where they are needed most.

Does GPS work while I'm offline?

Yes. If your device can determine its location, GPS coordinates may still be captured while offline. The location information will synchronize with RTRS once your device reconnects to the internet.

Dashboards & Reporting

What dashboards are available?

RTRS includes dashboards for many modules in Pro, including:

Observations
Open Issues
Mobile Forms
Training
Equipment
Projects
Executive reporting

Dashboard availability depends on your organization's subscription and user permissions. Dashboards are also available on the client website on a limited basis.

Who can view dashboards?

Depending on your role, you will have access to:

Personal dashboards
Supervisor dashboards
Department dashboards
Executive dashboards
Company-wide analytics

Are dashboards updated automatically?

Yes. Dashboards refresh automatically as new information is submitted, providing users with current insights into organizational performance.

Can dashboards be filtered?

Yes. Dashboards can be filtered by:

Date range
Project
Department
Location
Employee
Supervisor
Observation category
Incident type
Equipment
Status

Filtering helps users focus on the information most relevant to their responsibilities.

Can I export reports?

Yes. Authorized users can export reports in multiple formats for presentations, audits, compliance reviews, and management reporting. Available export formats depend on your organization's configuration.

Security & Compliance

Is my information secure?

Yes. RTRS uses enterprise-grade security measures designed to protect your organization's information during transmission and storage.

Where is our data stored?

Customer data is securely stored in Microsoft Azure cloud infrastructure using modern data protection practices and redundancy to help ensure availability and reliability.

Is information encrypted?

Yes. Information is encrypted while being transmitted between your device and RTRS, and data is protected using industry-standard encryption practices.

Does RTRS meet security standards?

RTRS follows recognized security best practices and regularly undergoes independent security assessments to help maintain a secure platform. Your organization can provide additional information regarding specific compliance requirements.

Is my information backed up?

Yes. RTRS performs regular backups to help protect customer information and support disaster recovery procedures.

Administration

How are new users added?

Authorized administrators can create new user accounts and assign appropriate roles, permissions, projects, and training.

How are permissions managed?

Permissions determine what each user can view and do within RTRS. Administrators control access via the client website to:

Projects
Forms
Documents
AI features
Dashboards
Reports
Administration functions

Can administrators create custom forms?

Yes. Organizations can create forms that reflect their own operational processes without requiring software development.

Can administrators customize AI prompts?

Depending on your organization's configuration, administrators may create reusable AI prompts to standardize analyses, summaries, and reports across the organization using a Google Drive or equivalent.

Can administrators upload company documents?

Yes. PDF Documents such as policies, manuals, SDS sheets, procedures, and forms can be uploaded to the File Cabinet for employee access.

Integrations

Can RTRS integrate with HR systems?

Yes. Organizations can integrate employee information with supported HR systems to reduce duplicate data entry and streamline user management.

Can RTRS integrate with payroll systems?

Depending on the organization's implementation, RTRS can exchange information with payroll and workforce management systems to support operational workflows.

Can RTRS integrate with business intelligence platforms?

Yes. Organizations may use reporting tools such as Microsoft Power BI and other analytics platforms to build advanced reporting and executive dashboards.

Are APIs available?

Yes. RTRS provides APIs that allow organizations to exchange information with other business systems and automate data sharing where appropriate.

Can workflows trigger external systems?

Yes. Organizations can automate business processes by triggering notifications or workflows in other systems when specific events occur within RTRS.

Troubleshooting & Support

The app won't open. What should I do?

Try the following steps:

Close and reopen the app.
Restart your device.
Verify that you're using the latest version.
Check available storage space.
Reinstall the app if necessary.

If the issue continues, contact your administrator or RTRS Support.

The app keeps crashing. How can I fix it?

Ensure your device is running a supported operating system and that the app is up to date. Restart your device and try again. If the issue persists, provide RTRS Support with details about your device and the steps that led to the problem.

My forms won't submit.

Common causes include:

No internet connection
Required fields not completed
Attachments still uploading
Temporary connectivity issues

The app will typically submit the form automatically once the issue has been resolved.

My photos won't upload.

Large files or slow internet connections may delay uploads. Verify your internet connection and allow additional time for synchronization.

I can't log in.

Verify:

Your username
Your password
Internet connectivity

If necessary, use the Forgot Password option or contact your administrator.

Still need help?

Contact your company administrator or reach out to RTRS for additional support.

Contact RTRS

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