Setting up Sites or Jobs

Separate your Health & Safety for different sites, jobs, projects or clients

The Sites feature is a flexible tool for categorizing completed Health & Safety forms, enabling you to quickly locate and retrieve the information you need.

Feature Alert: Subcontractor Access to Site is available for Professional, Premium and Enterprise Customers in Australia, US & Canada. For more information check out our pricing page. New Zealand is Beta only for more information contact our support team

In this Article

Adding Sites

For a speedy setup of sites, simply input the site name and address. Additional details can be filled in at a later time if necessary. 

For this article, we will be referring to these as 'sites'. Please note that your organisation may be calling this something different, such as jobs, projects or clients. The method will still be the same but will have different labels. 

You can also view how to add a Site from the Mobile App by checking out our video here

To do this:

  1. Log in to the Web Console (Computer login) 
  2. Click Sites 
  3. Click on the Orange plus icon to add new sites 
  4. Select the location icon to add one site (you can also Bulk Upload sites by clicking the download icon) 
  5. Enter Site details

Site Details: 

When setting up sites there is a lot of information you can add. Let's go through it all to see what it means: 

Name of Site  What your team identify as the name of the Job they are on * This is a required field
Category Categories and order your sites by adding a category e.g. Customer name, Region, Type of Job
Active When a Site is active, it will appear on the App. Hide jobs from your team by unticking the active field
Address  The site you are closest to will show at the top of the list on the Mobile based on the Address set 
PIN Restrict access to a site on the Mobile by adding a PIN number
Email forms completed at this site to Each time a form is completed, the email recipients will receive an email with a PDF copy of the form
Site Details Additional details are up to you, add as much or as little Site information as you need
Notes  Any additional notes you'd like to appear on the Site Details page on the Mobile App
Entry Notes (Additional Instructions for Visitors) Any processes your team needs to know about visitors add here! Your team will see this on the Mobile
Scheduled Start & End This won't schedule the Site, this is here for an indication of when your Site will begin & end 
External ID If you have an ID your team uses externally or with another tool, you can add that here
Status This job could be current, inactive, pending etc. You can create and add your own Status

Subcontractor's Access to Site

Feature Alert: This feature is for Professional, Premium & Enterprise Customers in the US & Canada only. New Zealand is a Beta only.

You can assign specific sites to particular subcontractors. This helps to streamline the organization and ensures that the subcontractors work on only the relevant site assigned to them. 

To do this:

  1. Log in to your Web Console
  2. Click on Sites
  3. Click on the Pencil Icon to Edit 
  4. Go to the Subcontractors Access Tab
  5. Select the Subcontractor 
  6. Save

You can also enhance security by controlling the visibility of documents that pertain to the site, by giving access to subcontractors of your choice.

To do this:

  1. Next, go to the Resource Tab in that Site 
  2. Click on the Pencil icon to edit the Resource 
  3. Click on the Subcontractors section
  4. Select the subcontractors
  5. Save

Site Check-out Reminder

Feature Alert: This feature is for a Professional pack & up. For more information check out our pricing page.

Prompt your team to check out of the site by setting a  Site Closed Time. If someone is still checked in on-site by that time they will get notified to check out. 

To do this: 

  1. Set up your Site
  2. Set the Closed Site Time
  3. If your users are still checked in to that site past that time they will get notified to check out 

Delete / Archive Sites

Once you have completed your project you can delete the site from the active site list. What this does is Archive the site, This option enables you to access the site again if required for any future projects.

To do this:

  1. Log in to the Web Console
  2. Go to Sites
  3. Click on the Bulk Archive Mode
  4. Select the Sites you want to archive
  5. Confirm the action by typing in 'archive'
  6. Archive & Done!

If you want to bring the Site back from the Archives: 

  1. Click Include Archived
  2. Click the Archived icon next to the job 
  3. This will bring the Site back 

Duplicate Sites 

Do you often repeat information when setting up Sites? No worries, you can easily copy the site when adding new ones. This will help you keep all of the Site information consistent while allowing you to only update the name and address of the Site.

If you use Pinned Forms, duplicating the sites will copy the setup to other sites so you don't have to set them up manually each time. This saves time and effort.

Note: If you have Resources attached to a Site they will not be duplicated. You will need to add these manually to the new site or add them to the main Resources page. 

Export Site List

If you need to share your Site List with someone, simply click on the download icon to export it as a CSV file.

Viewing Sites on the Mobile App

After setting up your Sites, your team can view them via the Mobile App. When completing forms, your team must select the corresponding Site before saving the completed form. This ensures that all forms are saved under the correct Site.

To view Site Information

  1. Open the Menu (three lines in the top left corner) 
  2. Go to Sites 
  3. Select the site you want to access 
  4. View the information 

After something else? 

Note:  Check out this article for more information on viewing Sites on the Mobile App

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