For: Admins
Site App Pro 5.0.9 introduces the External Approval Portal, document collection through tasks, Group Form Reports for Group Admins, a set of new quiz options and the ability to edit check-in times for your team.
Here's what's changed.
External Approval Portal — send requests to people outside your account
The External Approval Portal lets you send requests to suppliers, contractors, and clients without them needing a Site App Pro account. Recipients receive a link by email and respond through a dedicated web page — no login required.
You can use the External Approval Portal to:
Send a form for an external contact to complete
Send a completed form out for external approval or signature
Send a document from your Resource Library for review, acceptance, or approval
Ask an external contact to upload documents directly into your Resource Library
All requests are tracked in the External Approval Portal tab under Tasks. A new External Approval Portal dashboard widget gives you a live summary of pending, approved, rejected, and expired requests — with its own independent date range picker.
When someone responds to a request, Site App Pro automatically creates an External Person record for them in Team & Users, so you have a record of who submitted what. External Person records can be upgraded to a full user account at any time.
Collect documents from your team through tasks
A new Upload files task completion type lets you request documents or photos from your team as part of a task. Common uses include collecting driver's licences, trade certificates, and induction records.
When a task is set up to collect files:
Team members complete the task on the mobile app by uploading one or more files
Files are automatically saved to a folder in your Resource Library and linked to the team member's profile under Certs & Docs
If document approval is enabled in your account settings, uploaded files go into a Resource Approval queue — designated approvers are notified and can approve or reject with a reason before files are saved to the library
Note: When the task type is set to Training, each assignee gets their own individual task instance. For all other task types, one task is shared across all assignees.
Quizzes — new question types, wizard options, and reporting
Quizzes have a number of new options in this release.
New question type: All That Apply
Alongside Yes / No and Multi Choice, you can now add All That Apply questions — where participants must select every correct answer (and no incorrect ones) to get the question right. No partial credit is awarded.
Wizard mode enhancements
When Display as Wizard is enabled, three new options are now available:
Allow back navigation — lets participants return to previous questions and change their answers
Show immediate feedback — reveals whether each answer was correct immediately after it is submitted
Show intro page — displays an introduction page with custom instructions before the first question
Hide score
A new Hide score setting means participants see only Pass or Fail after completing a quiz — not their percentage.
Quiz Summary in Reports
A new Quiz Summary table in Reports > Summary shows pass/fail rates and scores across every quiz in your account in a single view — the fastest way to review quiz completion across your whole team.
Edit your team's check-in check-out times
Admins and Managers now have the ability to use the mobile app to find and edit the check in or check out times of your team.
You can also give them this ability by turning on the setting in My Business > Settings > Check In > "Allow workers to edit their check in forms in the app".
By default, this setting is turned off.
Group Form Reports
Group Admins can now access Group Form Reports under Reports in the Group Admin Console. This gives you a consolidated view of form completions across all organisations in your group, filtered by date range, with the ability to drill into individual responses.
From any report you can customise which columns are visible, export to CSV, print to PDF, email the report, and generate an AI summary of the results.
Note: Only group-level forms appear in Group Form Reports. Organisation-specific forms are available within the relevant organisation.
Bug fixes
Fixed cancelled/moved organisations still receiving form email alerts for forms that were no longer in their group
Fixed an issue where bulk-editing completed form answers on mobile could strip out blue notes and corrective actions
Fixed an issue where exiting and re-entering the mobile app could break formatting on some pages
Fixed an issue where deleting a supplier could leave users with stale supplier references, preventing them from seeing all active sites
Fixed auto-completed tasks showing an empty "completed on" date
Fixed answer timestamps still appearing on completed-form PDFs emailed to recipients when the master "show answer timestamp" setting was turned off
Fixed a rare race condition that could create duplicate form instances when uploading or editing form answers
Fixed duplicate site names incorrectly showing a "saved successfully" toast — duplicate names are still rejected
Fixed bulk-upload invitation emails incorrectly telling users they should have received a password reset email
Fixed forms with workflows/approvals failing to save when an inactive or abandoned approval template was involved
Fixed saved form escalations not appearing in the Form Settings dropdown on other forms until the page was reloaded
Fixed staff training history/summary becoming stale when training was completed for a different staff member, or by someone other than the staff themselves
Improved contrast of colours used in sensor reading charts on the light background
Fixed offline form uploads creating duplicate images if the upload was interrupted
Improved error messages for invalid login/password
Fixed an issue where changing a non-staff user's access level to one with staff permissions could create orphaned or duplicate user profiles
Fixed incident photos/attachments not resolving correctly when viewing or printing incidents
Fixed an issue where Restricted Group Managers/Admins were able to unrestrict themselves
Fixed Master Visitor Register forms not working correctly for Visitor QR check-in
Fixed offline Hazard Board showing the last site loaded online instead of the current site