Know who has read the current revision. And who has not.
A must-read is a document people must read and confirm: a procedure, a work instruction, a policy. In Oanax you assign it by role, watch the confirmations come in, and every step records who did what. The auditor's question becomes a screen, not a project.
The spreadsheet of initials, the signed form in the binder and the 'please confirm' email — the three places read confirmations live and expire today. The document itself stays where it is; Oanax handles the assignment, the confirmation and the evidence.
How it works
Publish and assign by role
Add the document as a must-read and pick the roles that must know it. Everyone holding that role gets it automatically — including whoever joins next month.
Read and confirm
Members read the document in their own task list and confirm they have read it. You see live who has confirmed and who still needs a reminder — one click, not an email round.
A new revision supersedes the old one
Procedure changed? The new version supersedes the old one and you decide whether everyone must confirm again. Your evidence always points at the revision that applies now.
Sign-off where it matters
For heavier steps, require the person to confirm first, or a manager or mentor to approve before the step counts — recorded with a name and a moment.
The audit trail, per step
Every step keeps its own log. Four kinds of events, each with who and when:
- Upload — A photo or document that proves the work, attached to the step itself.
- Comment — A question or note on the step, from the person doing it or their mentor.
- Sign-off — What was done, recorded as the formal sign-off of the step.
- Status change — Every change of status, recorded automatically by the system.
Deleting marks, it does not erase: even a deleted comment shows who deleted it and when.
Being honest
Oanax does not generate an audit report as a separate file. That is a choice: the evidence lives in the system, and that screen is what you show the auditor. Certificates can be downloaded individually and verified publicly.
An installation company growing faster than its certificates
A technical installation company of about 120 technicians. Ten years of gas boilers, now heat pumps, charging infrastructure and grid work. The work is there. The people are there. But almost every job needs a technician with a valid certificate: F-gas for the refrigerant, NEN 3140 for switching, VCA** for the client, BEI or VIAG for grid work.
The planner finds out a certificate has expired when the technician is already on the road.
The work instruction changed, but nobody can show who has read the new version.
Before the VCA audit, someone spends two weeks collecting evidence that already exists.
Every certificate carries an expiry date. In March you see who will not be deployable in June.
A revised work instruction is assigned by role. Everyone holding that role gets it — and you see who has not confirmed it.
The evidence sits on the step where the work was done: who, when, what was uploaded, who signed off.
Recognise this? Put your own numbers next to it: how many technicians, how many certificates, how many hours went into the last audit. That is where the conversation starts.
Book a demoA recognisable situation, not an existing customer. References on request.