How Subcontractors Submit Forms to Salus by Email
If a subcontractor doesn't use Salus directly, for example they run their safety paperwork through a different platform, they can still get completed forms into Salus by emailing a PDF to a unique, site-specific address.
Salus automatically files the form to the correct site as soon as the email arrives. This saves the subcontractor from manually re-entering data, and saves your team from chasing paperwork.
Use this when a subcontractor working on one of your sites doesn't have a Salus account. If a subcontractor already has a Salus account, they should submit forms directly in the app instead.
Tip: This method is a bridge for subcontractors on other systems. It's not intended for subcontractors who already have full Salus access.
Find the Submission Email Address
Every subcontractor and site combination has its own unique submission address. Follow these steps to find and share it:
- Click Subcontractors in the left menu.
- Select the subcontractor you want the address for.
- Click the Sites tab.
- Find the site in the table and locate the Email to submit form column.
- Click the copy icon next to the address. The full email address is copied to your clipboard, even though the table only shows a truncated version.
- Send the address to the subcontractor, or whoever manages their form submissions, so they can add it as a recipient in their own platform.
Note: This address is only available in the Salus web app. It does not appear in the Salus mobile app.
Note: Each address is specific to one subcontractor and one site. Addresses are not interchangeable between sites, even for the same subcontractor.
How the Subcontractor Sends the Form
Share these steps with the subcontractor:
- Complete the form in your own system.
- Download or export the completed form as a PDF file.
- Attach the PDF file to an email. If your system can automatically email completed forms as PDF attachments, that feature can be used instead.
- Send the email to the site-specific address provided.
Warning: The email must have an actual PDF file attached. A form will not be submitted if the email only contains a link to a PDF (such as a Google Drive, Dropbox, or SiteDocs link), if the PDF is hosted online but not attached, or if no file is attached at all.
What Happens Next
If the PDF is attached correctly, Salus files the form to the site automatically. The form appears in Salus shortly after the email is sent and shows up in that site's form records, just like any other submitted form.
No confirmation email is sent back to the subcontractor. If the form doesn't appear after a few minutes, work through the troubleshooting steps in the FAQ below.
Frequently Asked Questions
How does emailing forms into Salus work?
If a subcontractor submits their safety paperwork through a different platform, they can still get completed forms into Salus by emailing them to a unique, site-specific address. Salus automatically files the form once it arrives. This is intended as a bridge for subcontractors on other systems. If a subcontractor already has a Salus account, they should submit forms directly in the app instead. They don't need this email address.
Where do I find the email address for a subcontractor?
Open Subcontractors, select the subcontractor, and click the Sites tab. The address is in the Email to submit form column. Click the copy icon to copy the full address, then share it with the subcontractor or whoever manages their form submissions.
What format does the form need to be in?
The form must be sent as a PDF file attached directly to the email. A link to a PDF, such as a shared drive link or a "view form" link, will not work. Salus can only process an actual PDF attachment. If the subcontractor's platform sends a notification email with a link instead of the file, ask them to check whether their platform can attach the completed form as a PDF, or have them save the form and send it as a plain email with the PDF attached.
The address is set up correctly, but forms still aren't showing up. What should I check?
Work through these in order. First, double-check the exact email address. Each subcontractor and site combination has its own unique address, and using the wrong one or a typo is the most common cause of missing forms. Copy and paste the address rather than retyping it. Second, confirm the email actually contains a PDF attachment, not just a link, by asking the subcontractor to forward a copy of what they sent. Third, if the subcontractor works across multiple sites, confirm they're using the correct address for each one, since these addresses are not interchangeable. Finally, send a test email yourself with a sample PDF to the same address to confirm the address is working.
A form got emailed to the wrong site by mistake. Can it be removed?
Yes. Contact Salus Support with the form details and the team can remove it for you.