How to Track Lockout/Tagout Activity Using Forms, Status Updates, QR Codes, and Notifications

What This Form Is and is Not:

• This is NOT the LOTO Energy Control Procedure (ECP).  The LOTO ECP is the official documented procedure for locking/tagging out a specific machine.
• This IS the LOTO Activity Form a worker completes when they are actively locking/tagging out equipment.

This form creates an audit trail of lockout/tagout activity and provides visibility into when equipment is locked out and returned to service.

Step 1: Log Into the EHS-Dashboard and Navigate to Custom Forms

1. Log into the EHS-Dashboard.
2. Navigate to the Admin section.
3. Select Custom Forms.
   Screenshot Opportunity: Admin menu showing Custom Forms

Note: For additional guidance on building Custom Forms (field types, conditional logic, triggers, and layout), refer to the Custom Forms Knowledge Base guides.

Step 2: Create a New LOTO Activity Form Template

1. Click + CREATE NEW FORM.
2. Choose Report Form as the form type.
   
   

Step 3: Configure the Required Form Fields

1. Enter a form name using a standard naming convention such as:
   LOTO Activity Log
   LOTO Lockout/Tagout Activity Form
   LOTO Lock Applied / Return to Service Form

2. Add the fields needed to capture key lockout/tagout activity details, including:
   
   Equipment Information:
   Equipment Name
   Equipment ID / Asset Number
   Location / Department
   
   Lockout Details:
   Employee Name
   Date/Time Lock Applied
   Reason for Lockout
   Work Order Number (optional)
   Lock Number / Tag Number
   Photo Upload (Lock/Tag Installed)
   Notes / Comments
   
   Optional Approval Fields:
   Supervisor Approval (if required)
   Supervisor Name

Step 4: Configure the Status Dropdown Options

1. Locate the Status dropdown field in the form builder.
2. Update the dropdown options to reflect the lockout lifecycle.
   
   Recommended status options:
   Lock Applied
   Work In Progress
   Still Locked
   Back In Service

Note: Status tracking is critical because it creates a clear audit trail, supports real-time visibility, and enables automated notifications.

Screenshot Opportunity: Status dropdown option list being edited

Step 5: Configure Email Notification Triggers (Recommended)

To ensure visibility and accountability, configure email notifications using triggers tied to the Status field.

Recommended notification rules:

When Status = Lock Applied:
Notify EHS Manager
Notify Facility Manager
Notify Maintenance Supervisor (optional)

When Status = Back In Service:
Notify EHS Manager
Notify Facility Manager

Note: Notifications help prevent situations where equipment is locked out but never properly closed out in the system.

Note: For step-by-step instructions on configuring email notifications and email templates, refer to the Email Alerts Help Guides.

Step 6: Save the Form Template

1. Click Submit & Exit
2. Confirm the LOTO Activity Form is now available for use in the environment.
   Screenshot Opportunity: Form list showing the newly created LOTO Activity Form

Step 7: Set Up QR Code Access for Employees

To make the workflow fast and easy for employees on the floor, a QR code can be posted directly on the equipment.

1. Configure the form so QR code link opens a pre-initialized with the specific equipment already selected.
2. Copy the link and generate a QR code that links directly to a new submission of the LOTO Activity Form.
3. Print and post the QR code near the machine (ideally next to the posted ECP).
4. Instruct employees to scan the QR code any time lockout/tagout is initiated.

Note: QR codes must be created and configured separately. For step-by-step instructions, refer to the QR Code Setup Guide.

Step 8: Recommended Workflow for Lockout/Tagout Activity Tracking

1. Worker scans the QR code at the machine.
2. The LOTO Activity Form opens with the correct equipment pre-selected.
3. Worker submits a Lock Applied entry (including photos if required).
4. EHS and Facility managers receive an email notification.
5. When work is complete, the worker opens the form using the link in the lockout notification email and updates the Status to Back In Service.
6. The EHS-Dashboard maintains a permanent record of the activity.

This workflow ensures lockout/tagout activity is consistently documented, visible to leadership in real time, and fully auditable for compliance purposes.