Automate Safety Compliance Checks for Your Firm
Process automation strategies use AI to scan site photos for safety gear and verify digital checklists against project requirements. This replaces manual spot-checks with an automated system that logs compliance evidence in seconds.
Syntora designs custom process automation solutions for construction safety compliance. We propose using AI-powered image analysis to streamline daily checks, enabling managers to focus on exceptions. Our approach emphasizes reliable, low-touch workflows tailored to specific client needs.
Syntora designs custom systems for construction firms burdened by the administrative overhead of daily safety documentation. Our approach focuses on establishing a reliable, low-touch workflow for field staff to submit evidence and for managers to review exceptions, not entire reports. This functionality acts as an operational tool to enhance the effectiveness of safety managers, rather than replacing them. The scope of a project like this depends on factors such as the volume of daily submissions, the complexity of compliance rules, and existing IT infrastructure.
What Problem Does This Solve?
Small construction firms often manage safety compliance with a mix of text messages, shared photo albums, and paper checklists. This manual process is slow and creates significant liability. A foreman has to chase down photos, visually confirm every hard hat and safety vest, and then manually compile a daily report. An incident investigation months later can turn into a frantic search through unorganized photo streams for proof of compliance.
Firms that try to digitize often adopt general project management software like Procore or Autodesk Build. These platforms are excellent for document storage and creating digital forms, but they don't automate the verification itself. A worker can upload a photo to Procore, but a manager still has to open that photo and manually check for PPE. The system becomes a digital filing cabinet, not an active compliance monitor. It logs the data but doesn't analyze it.
A typical failure scenario involves a 30-person electrical subcontractor. They use a dedicated safety app that requires workers to fill out a 15-point checklist and attach a photo. The app costs $20 per user per month, a $600 monthly bill. Yet, the safety manager still spends two hours a day reviewing the submissions because the app only confirms a form was filled, not that the photo actually shows compliance. The expensive software just moved the bottleneck from the field to the office.
How Would Syntora Approach This?
Syntora would approach this problem by first understanding your specific compliance requirements and existing workflows. The initial technical step involves designing and implementing a dedicated endpoint for photo submissions, typically accessed via a web form or mobile app interface. We would use FastAPI to build this endpoint, which receives image uploads from workers' phones and stores them securely in a Supabase bucket, complete with essential metadata like project ID, location, and timestamp.
When an image is uploaded, an AWS Lambda function is configured to trigger automatically. This Python function would call the Claude 3.5 Sonnet API, directing it to analyze the image content based on specific instructions. These instructions would prompt the model to identify required PPE (e.g., hard hats, high-visibility vests, safety glasses) and detect common site hazards such as blocked exits or improper tool storage. We've built similar document processing pipelines using Claude API for financial documents, and the same pattern applies to analyzing site safety images.
The system would then compare the AI's findings against a compliance checklist stored in a Supabase database. If a photo passes all specified checks, the record is marked as compliant. If it fails, the system logs the specific violation (e.g., 'Missing hard hat'), saves a copy of the photo for human review, and sends an immediate notification via email or SMS to the relevant site personnel. This exception-based reporting focuses manager attention on issues requiring action.
For a project of this nature, typical build timelines range from 6 to 10 weeks. The client would be expected to provide detailed compliance rules, visual examples for AI training and validation, and access to relevant personnel for workflow analysis. Deliverables would include a deployed cloud-based system, full source code, and documentation for operation and maintenance. The system would be designed to generate daily summary reports, provided as formatted emails or integrated into existing data tools, ensuring a complete, time-stamped audit trail for compliance purposes.
What Are the Key Benefits?
From Photo to Report in Under 8 Seconds
Get real-time feedback on safety submissions. The system flags non-compliance instantly, allowing for on-site correction before it becomes a risk.
A Single Build Cost, Not a Per-Seat Fee
After a one-time fixed-price project, your only ongoing cost is for cloud services, typically under $50/month. No recurring license fees that grow with your crew.
You Get the Full Source Code
We deliver the complete Python codebase to your company's GitHub account. You have full ownership and control, with no vendor lock-in.
Manage Checklists in a Simple Table
Safety requirements change. We store your compliance rules in a Supabase table, so adding a new PPE check is a data entry task, not a code change.
Integrates with SMS, Email, and Sheets
The system sends alerts and reports to the tools your team already uses. No new apps for your crew to install or learn.
What Does the Process Look Like?
Discovery and Checklist Audit (Week 1)
You provide your current safety checklists, sample photos, and reporting requirements. We deliver a detailed technical proposal and a fixed-price quote.
Core AI Pipeline Build (Week 2)
We build the FastAPI endpoint, the Supabase data model, and the core AWS Lambda function for AI analysis. You receive a link to a staging environment for initial testing.
Integration and Reporting Setup (Week 3)
We connect the pipeline to your notification systems (email, SMS) and reporting tools (Google Sheets). The production system goes live for your team to use.
Monitoring and Handoff (Weeks 4-6)
We monitor the system's performance and accuracy for 30 days, making adjustments as needed. You receive full documentation and a system runbook.
Frequently Asked Questions
- What determines the cost and timeline for a project like this?
- The primary factors are the number of distinct safety checks required and the number of integration points. A system that only checks for three types of PPE and sends an email report is a standard 2-week build. A project that also needs to check for specific site conditions, OCR equipment tags, and write data back to Procore's API would be a more complex 3-4 week engagement. Book a discovery call at cal.com/syntora/discover for a detailed quote.
- What happens if the AI makes a mistake or isn't sure?
- The AI model provides a confidence score for each detection. We set a threshold (e.g., 95% confidence) below which the submission is automatically flagged for human review, even if no obvious violation is found. This ensures a human checks all ambiguous cases. This hybrid approach maintains high accuracy while automating the 90-95% of checks that are clear passes, freeing up manager time to focus on the edge cases.
- How is this different from buying an off-the-shelf safety compliance app?
- Most safety apps are digital forms and storage. They log that a check was done but don't verify the evidence provided. Syntora builds a system that actively analyzes the evidence using AI. We also deliver the full source code with no per-user fees, so you own the asset. Off-the-shelf apps lock you into a recurring subscription that scales with your headcount and offers limited customization for your specific site rules.
- Where are our company's photos and compliance data stored?
- All data is stored in infrastructure that you control. We deploy the system within your company's own AWS and Supabase accounts. Syntora does not host or have ongoing access to your operational data after the initial build and monitoring period. You retain full ownership and control over your compliance records, ensuring privacy and security. We simply build the engine that processes it.
- How difficult is it for our field crew to use this system?
- It requires zero training. We provide a QR code to post at each job site. A worker scans the code with their phone's camera, which opens a simple web page with one button: 'Upload Safety Photo'. They take a picture and tap submit. There is no app to install, no login to remember, and no complex form to fill out. The process takes less than 30 seconds.
- Can the AI check for things other than just hard hats and vests?
- Yes. The Claude 3.5 Sonnet vision model is highly capable. We have configured systems to check for safety glasses, work boots, fall protection harnesses, proper ladder setup, clear fire egress paths, and even check for spills or debris in walkways. During the discovery phase, you provide us with your complete safety checklist, and we configure the AI prompts to verify each specific item you require.
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