SPOTAI is an early access feature
SPOTAI is released as an early access feature. It is genuinely useful today, but it is not finished, and you should use it with that in mind.
What that means in practice:
SPOTAI can get things wrong. It can misread a question or summarise something inaccurately. Check its answers against the records themselves before you rely on them.
The feature will keep changing. Wording, behaviour, the actions it can take, and the guardrails around them will all be refined while it is in early access.
Your feedback shapes it. We are watching how people actually use SPOTAI and adjusting from there. The thumbs up and thumbs down controls on each response, and Live Chat, are the fastest way to tell us what is working and what is not.
Anything SPOTAI writes to your account is your responsibility, not the assistant's. You remain the person accountable for the assessment, action, or SDS record.
If you would rather do something the manual way while the feature settles, do that. Nothing in Safety365 requires you to go through SPOTAI.
What SPOTAI is
SPOTAI is the in-app assistant inside Safety365. You can ask it questions in plain English about your substances, risk assessments, actions, incidents, and SDS updates. It reads the same data you can see and surfaces results as cards with links. For some flows it can also make changes on your behalf, but only after it has told you exactly what it intends to do and you have confirmed it.
SPOTAI is at its most reliable when you use it to find, summarise, and navigate. Treat the parts that change your data as the parts that need the most care from you.
Where to find SPOTAI
You can access SPOTAI through the top bar, on the right hand side, next to your help and avatar icons.
Look for the robot icon labelled SPOTAI.
Click the icon to open the side panel. The panel slides in from the right of your screen.
Click the icon again, or use the close button in the panel header, to hide it.
SPOTAI is a desktop feature. The icon and panel are hidden on smaller screens (phones and small tablets).
Starting a conversation
When you open SPOTAI, you will see:
A New chat option to start a fresh conversation.
A History option to reopen previous conversations.
A suggested prompts area with starter questions based on the screen you are on.
A composer at the bottom where you can type or paste a question, and a paperclip to attach a file.
To start, either click a suggested prompt or type your question and press Enter (use Shift + Enter for a new line). You can also drag and drop files into the panel.
What you can ask SPOTAI
SPOTAI works across most areas of Safety365. Below are practical examples grouped by area.
Substances and SDS
"Which substances need attention at my current location?"
"Show me all substances with carcinogenic hazards across my sites."
"Find the SDS for acetone."
"Summarise this substance and its SDS details." (on a substance page)
"Which assessments use this substance?"
"Are there any SDS updates I need to review?"
Risk assessments
"Which assessments are overdue for review?"
"Show me the published COSHH assessments at my current location."
"Summarise the hazards and controls in this assessment." (inside the wizard)
"Check this assessment for gaps and readiness issues."
"Create a new task risk assessment for working at height in the warehouse."
"Create a COSHH assessment from this SDS."
"List the open and overdue actions for this assessment."
Actions
"Show me my open actions."
"List all overdue actions across my locations."
"Who owns the actions linked to this assessment?"
"Mark this action as complete." (followed by a confirmation step)
Incidents and reports
"Find recent incidents at my current location."
"Take me to the Incidents area."
"What reports are available to me?"
Navigation and your access
"Where do I find Substance Inventory?"
"Take me to the Approved Substance List."
"What can I do in this account?" (lists your permissions in plain English)
"Switch my selected location to the Manchester site."
How responses appear
SPOTAI replies as a streaming text message in the panel. Within or below the text you will often see:
Result cards for lists of substances, assessments, actions, or SDS records, with up to five rows visible and a clear note when more results exist beyond the cap.
Links that open the relevant record (for example, an SDS details page or an assessment wizard) in the main Safety365 view. Use these links to check the underlying record rather than taking the summary at face value.
Suggested next actions, such as a button to open a related screen or refresh a list.
Confirmation prompts before SPOTAI carries out any change. SPOTAI will quote what it is about to do and wait for your reply before saving.
You can give feedback on any SPOTAI response using the thumbs up and thumbs down controls on the message. While the feature is in early access this is the main signal we use to decide what to fix next, so please use it, especially when an answer is wrong.
What SPOTAI can change for you, and how to check it
This is the part of SPOTAI that needs the most care from you. Reading data is low risk. Writing data is not. Everything below changes real records in your live account, and the changes are yours once you confirm them.
SPOTAI can make the following guarded changes, and only after explicit confirmation:
Adding a substance to an inventory from the SDS Library or your company Approved List.
Creating a brand new COSHH assessment from an SDS, or a new Task Risk Assessment from a freeform description.
Editing risk assessment wizard content (task details, hazards, controls, risk ratings, method statement, health surveillance, linked actions, subscribers, and signees).
Editing SDS details (main info, internal info, suppliers, transport codes, hazard and PPE labelling, regulation and phrases, spillage / storage / waste, WELs, and inventory row quantities).
Creating, updating, completing, or archiving actions.
Publishing a risk assessment, when it passes the same completion checks as the Review and Publish screen.
Switching your selected top bar location.
For any of these, SPOTAI will read the current state first, summarise what it intends to change, and only proceed once you confirm.
Before you confirm
Read the confirmation summary in full. Do not skim it. It names the specific record, location, and fields that will be affected.
Check it is the right record. If SPOTAI has picked the wrong substance, assessment, or action, say no and rephrase your request rather than correcting it afterwards.
Check the scope. If the change touches more rows than you expected, stop and narrow the request.
If anything in the summary is unclear, ask SPOTAI to spell it out before you confirm. There is no penalty for saying no.
After it saves
Open the record and confirm the change landed the way you intended. The link in the response takes you straight there.
For safety critical content in particular (hazards, controls, risk ratings, health surveillance, WELs), review the wording yourself rather than accepting SPOTAI's phrasing as written.
Anything SPOTAI drafts for you is a starting point for your review, not a finished assessment.
Take extra care with publishing an assessment, completing or archiving actions, and editing SDS hazard and PPE information. Those changes are visible to other people and feed downstream compliance records.
What SPOTAI cannot do
To keep your account safe, SPOTAI will not:
Create, upload, or request a brand new SDS end to end.
Bulk add, remove, or update SDS inventory records.
Create or edit incidents.
Change system or company settings.
Generate or export report files for you.
Upload linked documents to an assessment automatically (you still need to pick the file yourself).
Archive, delete, bulk export, or reassign entire risk assessments from the table.
Send actionee emails, publish assessments, archive actions, remove SDS, signees, or subscribers without your explicit confirmation.
Approve, decline, save supplier, or apply SDS updates and SDS requests (it can summarise and link to them, but the decision stays with you).
These limits are deliberate. While SPOTAI is in early access we have kept the higher risk and bulk operations out of its reach, and we will only widen that as the feature proves itself in real use.
If you ask for something SPOTAI cannot do, or you say something like "I want to talk to a human" or "speak to support", SPOTAI will hand the conversation over to the Live Chat support team by opening a pre-filled Intercom draft.
Attachments
You can attach files to a SPOTAI message using the paperclip icon, by dragging files into the panel, or by pasting an image from your clipboard.
Supported file types: PDF, DOCX, TXT, CSV, XLSX, PNG, JPG, WEBP, and GIF.
Limits:
20 MB per file.
5 files per message.
20 files per conversation.
A common use is to drop an SDS PDF you have received from a supplier into SPOTAI and ask it to add the substance to your inventory or to create a COSHH assessment from it. SPOTAI will read the PDF, ask you to confirm the extracted SDS details, then complete the action.
Check the extracted details against the original PDF before you confirm. Automatic extraction is not perfect, and hazard classifications, phrases, and exposure limits are worth reading line by line.
Privacy and scope
SPOTAI only sees data inside your Safety365 company account. It cannot see other customers' data.
It respects your user role and permissions. If you cannot see a location, substance, or assessment in the main app, SPOTAI cannot see it either.
By default, SPOTAI scopes queries to your currently selected top bar location, including its child locations. You can ask it to widen the scope ("across all my sites") or narrow it ("just the warehouse").
SPOTAI knows the page you are on and the rows you have selected, so questions like "summarise this" or "what needs attention here?" work on the record in view.
Conversations are saved against your user so you can reopen them from History.
Key considerations
Always double check before acting. SPOTAI can make mistakes, and the assistant itself surfaces that reminder in the composer. Treat its summaries and suggested actions as a starting point, not the final word, especially before publishing, completing, or deleting anything.
Confirm changes carefully. When SPOTAI asks for confirmation, read the summary in full. It tells you exactly which record, location, or field will be affected.
Verify afterwards, not just beforehand. Open the record and check the result. Catching a wrong edit straight away is far easier than unpicking it a month later.
Scope matters. If you get fewer or more results than expected, check the selected location in the top bar, and ask SPOTAI to widen or narrow the scope.
It is not a replacement for the safety review. SPOTAI helps you find, summarise, and tidy records faster, but the responsible person still owns the assessment, action, or SDS decision, and still needs to apply their own judgement.
Some flows wait for background work. Uploading an SDS PDF triggers an extraction job. SPOTAI will tell you it is processing and continue once the details are ready.
Expect it to change. This is an early access feature. Behaviour will be refined, wording will change, and some things will be wrong before they are right. Tell us when they are.
If you have any questions or experience any issues, please reach out via Live Chat.