Automate HSE safety alerts into WhatsApp and Teams: set-up, scripts and a tidy audit trail

Quick answer

Subscribe to the HSE Safety alerts and notices eBulletin, route the emails into a shared mailbox, then use Microsoft Power Automate to push each new alert into a Teams channel (and optionally a WhatsApp group via a connector). Store the original email and a PDF of the post in SharePoint for your audit trail and apply automatic retention.

• HSE Safety alerts and notices hub: https://www.hse.gov.uk/safetybulletins/
• Subscribe to HSE alerts eBulletin: https://www.hse.gov.uk/news/subscribe/index.htm

Who this is for

• Site managers and QSs who need safety alerts in front of crews fast.
• SME contractors that already use Microsoft 365/Teams.
• Anyone who wants a clean, searchable record for audits without extra admin.

How it works

At a glance:

1. HSE publishes a new Safety alert or notice. The eBulletin email lands in your shared mailbox.
2. Power Automate flow triggers on those emails, saves the message and links, and posts a summary to a chosen Teams channel.
3. Optionally, the flow also relays the alert to a WhatsApp group for on-the-go crews.
4. SharePoint keeps the originals with retention, giving you a tidy audit trail.

Step-by-step: Microsoft 365 and Power Automate

What you need

• A Microsoft 365 tenant with Exchange Online, SharePoint and Teams.
• A shared mailbox such as hse-alerts@yourcompany.co.uk.
• Power Automate licensing (most business plans include standard connectors).

Set up the inputs

1. Subscribe the shared mailbox to the HSE Safety alerts and notices eBulletin on the HSE site: https://www.hse.gov.uk/news/subscribe/index.htm. Choose Safety alerts and notices.
2. In Outlook, create a rule that moves emails where From contains “news@public.govdelivery.com” and Subject contains “HSE Safety alert” or “HSE Safety notice” into a folder called HSE Alerts.

Build the flow

• Trigger: “When a new email arrives in a shared mailbox (V3)”. Scope the Folder to /HSE Alerts.
• Condition: Subject contains “HSE Safety alert” OR “HSE Safety notice”.
• Actions:
  • Save original .eml to SharePoint: /Safety/HSE Alerts/YYYY/MM/Subject.eml
  • Convert body to HTML and create a clean PDF snapshot using “Convert file” (OneDrive for Business) and save alongside the .eml
  • Extract title, date and the HSE page URL from the email body
  • Post an Adaptive Card to Teams with: title, one-sentence summary, “View on HSE” button (link), and “View PDF snapshot” (SharePoint link)
  • Add a Planner task “Review HSE alert” in your Safety board, assigned to the H&S lead, due in 2 days

Example Teams post text

“New HSE Safety alert: []\nSummary: \nLinks: View on HSE, PDF snapshot, Original email”

Tip: Use channel moderation so only the flow can post. It keeps the alerts list clean.

Optional: forward into WhatsApp

Two lightweight options:

A) WhatsApp Business via a shared inbox tool

• If you already run a shared WhatsApp Business inbox (see: Set up a shared WhatsApp Business inbox for a small trade team (free and paid options)), use its email-to-WhatsApp or webhook to relay the Teams summary into a crew group. Include the HSE link and your site-specific instruction.

B) Third-party gateway with Power Automate

• Use a verified WhatsApp Business API provider that has a Power Automate connector or webhook. Post a short message like:

“HSE Safety alert: . Read: . Action: all supervisors review at next toolbox talk.”

Note: Follow your PECR/consent rules for messaging workers. Keep it purely operational.

Keep it compliant: retention, PECR and audit trail

• Evidence: Preserve the .eml and PDF snapshot in SharePoint with a retention label (for example, 3–5 years depending on your policy).
• PECR/GDPR: Safety alerts sent to staff phones must be necessary for work and expected. Stick to operational content. See the ICO guidance on direct marketing and employee communications.
• Version risk: Always link back to the live HSE page in Teams so crews view the most current advice. Use PDF snapshots only as evidence of what you received at the time.

Useful HSE pages

• Safety alerts and notices hub: https://www.hse.gov.uk/safetybulletins/
• What safety alerts and notices are: https://www.hse.gov.uk/safetybulletins/whatarebulletins.htm

Troubleshooting

• No emails arriving: Subscribe again and check the shared mailbox can receive external email. Some tenants block external mail to shared mailboxes.
• Flow not triggering: Ensure the Outlook trigger points to the right folder in the shared mailbox, not your own inbox.
• Broken links: HSE sometimes updates pages. Keep the “View on HSE” button in Teams as the source of truth, and treat the PDF as evidence only.
• Teams card fails: If Adaptive Cards fail due to permissions, use “Post message in a chat or channel” as a fallback.

Handy links

• HSE Safety alerts and notices: https://www.hse.gov.uk/safetybulletins/
• HSE subscribe page: https://www.hse.gov.uk/news/subscribe/index.htm
• Related Academy articles:
  • Toolbox talks UK: what HSE expects, free 5‑minute scripts and a printable sign‑in sheet
  • How to set up QR code site induction and CSCS Smart Check that records checks
  • Lone worker check-in system for construction: QR and WhatsApp setup, intervals and HSE rules

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