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Monitoring a Work Site | SiteBook Help Center

Monitoring a Work Site

How to Manage a Work Site using SiteBook

Overview

This user guide describes how to monitor the Work Health and Safety (WHS) status of subcontractors and workers on work sites using SiteBook. The following topics are covered:
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  1. Monitoring Subcontractor WHS Compliance status

  2. Reviewing a SWMS

  3. Monitoring Workers - Induction status

  4. Sighting White Cards & Other Tickets

  5. High Risk Work Licences

  6. Assigning Contractors to a Site

  7. Menu Bar

Monitoring Subcontractor WHS Compliance status

Reviewing a SWMS

Monitoring Workers - Induction status

Sighting White Cards & Other Tickets

High Risk Work Licences

Assigning Contractors to a Site

Menu Bar

1. Monitoring Subcontractor WHS Compliance (PCBU Check List)

Home → Projects → Select Project

This will take you to the Contractors overview for this project.

You will see a few different options and icons on this page.

The icons to the left of the Contractors indicate:

The section in the middle will show you if anything is required to be actioned still or needing to be reviewed/approved.


The breakdown for each section :

Main Items:

Swms - Shows number of SWMS documents provided
Wrkrs - Shows number of assigned Workers to the Job
Ordrs - Shows the number of orders if any. (Red indicates it has not been accepted)
PQual - Show the number of outstanding prequalification items.

2. Reviewing a SWMS

The site supervisor should review the SWMS to ensure they are suitable for the work performed.

Click Swms (Amber in colour) to review:

Click on the PDF hyperlink to download/view the document.

Approve

Click Save to update the status of this document for this contractor.
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Note: You can adjust the date if you reviewed the document on a different date.

Reject

Click Reject then a new window will pop up.

You will need to enter a Reason for rejection

Tick the Send Email box and the contractor will be emailed automatically.
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Click Save

3. Monitoring Workers (Personnel)

SiteBook lets managers check the Induction Status of the workers on a work Site.

The Site Manager can check that workers have:

  • Completed an online induction

  • Provided their details

  • Been given Site Safety information

  • Provided a white card

  • Provided a High Risk Work License

Completed an online induction

Provided their details

Been given Site Safety information

Provided a white card

Provided a High Risk Work License

Home → Projects → Open Project → Induction Register


This screen shows the induction status of all workers assigned to the site for this project.

The Status and messages will indicate the following:

Actions:

4. Sight Cards & Tickets

SiteBook allows Site Manager to ''Sight'' white cards and other qualifications.
A Card only needs to be sighted once, by any Site Manager within your company.
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To record a card as “Sighted” in SiteBook:

Click on the Name of the worker to view their details

Scroll down and click on the Cards/Tickets menu view to see the items added and any expiry dates.

Note:

White card is required for site access.

5. High Risk Work Licences

Workers must be Licenced to perform High Risk Work.

SiteBook can be configured to ask workers whether they are performing High Risk Work during their Induction.

If the worker answers Yes, they will be required to provide a High Risk Work License

A High Risk Work Licence is required for:

  • Crane and hoist operations

  • Elevated work platform with boom > 11 metres

  • Dogging and rigging work

  • Forklift operation

  • Pressure equipment operation

  • Scaffolding erection where fall height > 4 metres

Crane and hoist operations

Elevated work platform with boom > 11 metres

Dogging and rigging work

Forklift operation

Pressure equipment operation

Scaffolding erection where fall height > 4 metres

To turn on this option within the project:

Click→ Skip to

Find High Risk Work Licence in the dropdown → Click Add Card

Note:

The below fields should be ticked:

  • Ask

  • Worker

  • Evidence

Ask

Worker

Evidence

See 6. Induction Cards / Tickets In the Getting Started Guide for more info

6. Assigning a Subcontractor to a Site

Select the Contractors tab

If a subcontractor is not listed on the “Contractors” page, you can assign them to the site.

Click Assign

You can Click Select on an existing Contractor this will update it to a tick box.


If you have a large list of contractors you can type their Company Name into the Search bar at the top and click Go.

Once you have selected the ones you want to add Click Back

If this is a brand new Contractor click Add to create another Contractor like at the start.