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PortalBase

The AI-native platform for frontline teams.

One simple system for every frontline team.

Training, inspections, forms and communications on the phone your teams already carry. AI-native, set up the way you run, and it works with no signal.

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  • Works with no signal
  • iPhone, Android and the web
  • English and Spanish
  • Company sign-in or employee ID
PortalBase

Marcus Webb

Crew lead. North yard

Tap anything in the phone. It’s the live demo.

Watch

See PortalBase in two minutes.

One shift in PortalBase (sometimes written Portal Base), on the phone and the web. Captions are on, so it works with the sound off.

See it

Training, forms, reports, certificates, AI and sync, the way your teams use them.

Build a training from videos, PDFs, quizzes and checklists. Try it before you publish it. Crews take it on the phone.

The training builder with the Night flagging refresher open: steps to add down the left (PDF, video, read, quiz, checklist, I understand), and the training's four steps in order, a read, a PDF, a quiz and a checklist, closed out by the worker's signature.
A training in the phone app: Night flagging refresher, due today, 0 of 4 steps done. Step one, a short read, is open. The next steps (a PDF, a quiz, a checklist) wait their turn, and a signature closes it out.

Sample data from our own demo company.

See how it fits together

A day on the crew

Follow one shift, start to finish.

  1. 01

    Start of shift. Your list is ready.

    What's due today sits on top, overdue first. The pre-shift check is one tap away.

  2. 02

    Check it, photo it, sign it.

    Each step takes a photo or a signature right where you're standing. Nobody walks back to the truck for a clipboard.

  3. 03

    A lesson on the same phone.

    Short courses with a quiz sit next to the work. Finish one on a break and it lands on your record.

  4. 04

    No signal. It still works.

    Down in the pit or out on the lease, everything saves on the phone and sends when signal comes back.

  5. 05

    Back at the desk, the lead sees it all.

    The same records show up on the web: who finished, what's overdue, what's open. Nothing gets typed in twice.

One system, two surfaces

The phone is where the work happens. The web is where it comes together.

On the phone

For the crew

  • Today's list: tasks, courses, forms and inspections
  • Works with no signal and syncs when it can
  • Photos, video and signatures on the step
  • Sign in by company login, text code, PIN or QR badge

On the web

For everyone who needs the whole picture

  • The safety lead. Reviews failures, opens repairs and has the record when an auditor asks.
  • The training lead. Assigns courses, sees who finished and who can do the job.
  • Operations. One view across every site and shift. What's done, late or blocked.
  • Admins. Build forms, set up people and sites, and decide what each crew sees.

Same account. Same list. Same record. Admin tools sit inside the regular web app, not in a separate console.

New and worth a look

Ask PortalBase AI, and get the answer with the page it came from.

Ask in plain words. The answer comes from your own documents, with the page and the exact words, so a worker can check it before acting.

PortalBase AI answering the question How do I lock out an excavator before working on it? Six numbered steps under From Excavator lockout, page 2, then a source card for the Excavator lockout document that quotes page 2.
PortalBase AI on a phone answering What are the steps in Flagger station setup? Five numbered steps under From Flagger station setup, page 1, then a source card for that document.

It answers from your training videos too.

Ask about something said in a training video and the answer shows the moment, from 0:02 to 0:55 here, with the words from it. The sample video in this picture is a demo training with made-up captions.

PortalBase AI answering What does the paddle signals video say about flagging at night? Two sentences, then a source card with a play icon for the training video Flagger paddle signals, from 0:02 to 0:55, with the words quoted from it.
PortalBase AI on a phone answering What does the paddle signals video say about flagging at night? A short answer with numbered references, then source cards for the training video Flagger paddle signals, starting with 0:02 to 0:55.

Know who holds what, and what's about to run out.

Every certification shows how many people hold it, how many are expiring and how many have run out. Each person carries theirs on the phone.

Certifications: cards for Competent person, excavation, First aid and CPR, Flagger card and Forklift operator, each with how many hold it, are expiring and have run out, and a tab for the 2 expiring in the next 30 days.
The Certificates tab in the phone app's Training screen: the worker's First aid and CPR certification, good through April 7, 2028, marked Current.

Connect your own AI to your own PortalBase.

Turn it on, copy one address, and your people ask their own AI about their own PortalBase. Each connection sees only what that person can, and anything an AI drafts waits for a person to publish.

Claude answering from PortalBase: Cindervale's forklift cards that expire soon, and today's open work.

Keep people, equipment and sites in step.

Drop in the file your HR or payroll system makes. PortalBase checks it first, shows what will change, and only then applies it.

A payroll file checked before anything is written: 1 added, 2 changed, 1 turned off. Carla Mendes added to Pipe Crew B, Lena Marchetti's phone and Gus Thibodeaux's hire date changed, Dewey Pruitt turned off.

Bring your old courses with you.

Export a course from your old LMS as SCORM 1.2 or 2004 and drop in the .zip. Each lesson becomes a step, and each person's progress and score come with it.

The Add a training panel scrolled to its import: a box that says Drag a file here, or Choose file, with a .zip, up to 1 GB hint, for bringing in a SCORM course from another LMS.

Light by default. Dark when the shift calls for it.

Anyone can switch the web app or the phone to dark mode under their profile. It stays on that device.

The same Reports overview in dark mode.

Sample data from our own demo company.

The building blocks

Pick the pieces you need.

Each product does one job. They share one list, one sign-on and one record, so adding the next one doesn’t mean adding another system.

Training and LMS

Mobile LMS. Courses, quizzes, skill checks

Read more →

Inspections

Inspection app. Photo and video on every step

Read more →

Forms and logs

Form builder. Daily logs, handover, sign-offs

Read more →

Safety and incidents

Incident reports, near misses, corrective actions

Read more →

Tasks and assignments

Assign tasks, courses and checks by role

Read more →

Reports and analytics

Dashboards and exports. Each number opens its records

Read more →

PortalBase AI

Answers, reports and drafts you publish

Read more →

Integrations

SSO, HRIS sync, CSV, API, webhooks, MCP

Read more →

Workflows

Workflow builder. Steps run when something happens

Read more →

Communications

Announcements, reminders and work texts

Read more →

How they come together

Put them together for the job in front of you.

A solution is a few products pointed at one problem. Safety and compliance, for example, is training, inspections, forms, incidents and reports working off the same record.

Safety and compliance

Training, inspections, forms and incidents in one record

Safety and incidents+Forms and logs+Inspections+Training and LMS+Reports and analytics

OSHA recordkeeping

The 300, 300A and 301 from your incident reports

Safety and incidents+Forms and logs+Reports and analytics

Training and competency

Know who learned it and who can do it

Training and LMS+Inspections+Tasks and assignments+Reports and analytics

Task and shift management

Everyone on the shift sees the same list

Tasks and assignments+Forms and logs+Reports and analytics

Equipment inspection and repair

Inspect, take out of service, fix, release

Inspections+Tasks and assignments+Reports and analytics

Field data collection

Forms, logs and photos that roll up to reports

Forms and logs+Reports and analytics+Integrations

Crew access

Text code, PIN or QR badge. SSO where you have it

Training and LMS+Tasks and assignments+Integrations
See the whole system →

Where it runs

Wherever the crew is.

17 fields so far, from job sites and pits to hospital halls and store floors. Each page covers the checks, the paperwork and the places with no signal.

Construction
Healthcare
Warehousing and logistics
Utilities
Retail and grocery
Telecom
Waste and recycling
Manufacturing
See all 17 fields →

Offline

Works with no signal. Syncs when it’s back.

Recorded in the app, sample data.

Basements, tunnels, rural yards, the far side of a plant. Whatever a person is assigned works there, and everything they do saves on the phone first.

  • Training, videos and quizzes
  • Forms with photos and signatures
  • Inspections, start to finish
  • Today's tasks and open items
Toolbox talk sheetSynced

PortalBase AI needs signal. With none, the app searches the documents already on the phone instead. See what works offline

Try it

Tap around. Pick your kind of work.

Same product on the phone and on the web. Mark a task done, finish a course, send a form. Switch the industry and the words, the tiles and the color follow.

PortalBase

Marcus Webb

Crew lead. North yard

What you get back

Every inspection lands in one queue.

Failures sit on top. Open one and you see who did it, where, the photos and clips attached to each step, and the repair task it started. Fix a mistake and the original stays on the record.

Records / Inspections / Review
InspectionResult

Forklift pre-use

J. Alvarez

Pass

Bucket truck walkaround

T. Nguyen

Concern

Lockout, baler 4

R. Okafor

Pass

Scaffold inspection

M. Rossi

Fail
Sample data. Illustration, not a customer record.

Flexible

Shaped to your company, not the other way around.

You name your own levels, from region to plant to crew. Your admin picks which tiles each type of user gets, in what order, with your names and your icons. Your logo and colors carry across the app and the web.

Worker, 6 tiles

The PortalBase phone app's Home for Hector Ibarra, a worker on the Mill Crew: his QR badge, a Today card with three things and the next one, six tiles (Training, Work orders, Forms, SOPs, Shift and Flag a problem), and Alerts, Scan, Ask AI, Favorites and Menu along the bottom.

Training, work orders, forms, SOPs, shift notes and Flag a problem.

How a rollout goes →

Build with AI

Describe it. Build with AI drafts it.

Type what you need, or start from a photo of the paper form. Keep chatting to change it. Every change can be undone. Nothing goes live until you publish.

Daily van check4 sections, 10 questions
Van details2 questions
TextVan number *
Short answer
NumberOdometer reading
0miPhoto, optional
Exterior walkaround4 questions
Yes or noTires in good condition and properly inflated?
YesNoPhoto, required
Yes or noHeadlights, tail lights and turn signals working?
YesNo
Yes or noLadders strapped down and the rack undamaged?
YesNo
PhotoWalkaround photo
Add a photo
Tools and safety gear3 questions
Yes or noGas detector on board and bump tested? *
YesNo
Yes or noTool kit and power tools on board?
YesNo
Long answerMissing tools or equipment notes
Long answer
Driver sign-off1 question
SignatureTech signature *
Sign here
Build with AI

Describe it, then check the plan before anything changes. Keep chatting to change it, and Undo takes back what you built. Nothing goes live until you publish.

A daily van check for a service tech: tires, lights, ladders, tools and the gas detector, with a sign-off.
Added the section Van details.Added the question Van number to Van details.Added the question Odometer reading to Van details.Added the section Exterior walkaround.Added the question Tires in good condition and properly inflated? to Exterior walkaround.Added the question Headlights, tail lights and turn signals working? to Exterior walkaround.Added the question Ladders strapped down and the rack undamaged? to Exterior walkaround.Added the question Walkaround photo to Exterior walkaround.Added the section Tools and safety gear.Added the question Gas detector on board and bump tested? to Tools and safety gear.Added the question Tool kit and power tools on board? to Tools and safety gear.Added the question Missing tools or equipment notes to Tools and safety gear.Added the section Driver sign-off.Added the question Tech signature to Driver sign-off.
Added 4 sections and 10 questions.
Make the photo required for the tires.
Updated the tires check to require a photo.Changed the question Tires in good condition and properly inflated?
A daily job report, or: make the hours question required

Free tools

Free tools for people who run crews.

Calculators and printable sheets, no login. Use them as they are, or change them to fit your site.

TRIR and DART calculator

Enter your cases and hours. See your rates and the math.

Open it →

Forklift pre-use checklist

A daily check you can print or save as a PDF.

Open it →

Job safety analysis template

Steps, hazards, controls and a crew sign-on.

Open it →
See all free tools →

Bring us one real job.

One inspection, one form or one training step. We’ll show you how it runs on a phone.

Or email hello@portalbaseai.com.

Rather poke around first? Try the demo