What's covered in this article

This article contains the following (plus quick links to the relevant sections):

All your SWMS documents are stored in your SWMS Register.

Access your SWMS Register

There are 2 ways you can access your SWMS register. In the main navigation bar:

  • Click on Projects, then on the Project Name (or the View Projects button) then on SWMS; or
  • Click on Administration, then on Projects, and then click on the Project's name:

Either method will bring you here:

Here you can see your SWMS Register listing.

In the SWMS display grid, you can see the following columns:

  • Date: The date the SWMS was created.
  • UniqueID: All SWMS are version controlled and given a unique ID.
  • Document Name & Scope Items: First is the project name, then the SWMS name, company name, SWMS version, and a list of other SWMS items that were also selected when setting up the project.
  • Sign-off Complete: When the SWMS has been signed-off, the names of the signatories will show here.
  • Sign-off Pending: If the SWMS has not been signed-off, then you will see the names of those assigned as signatories. You can also Add User and Notify User if you wish to either change the signatories or notify them via email for sign-off. As soon as they sign-off, their name will be removed from the Sign-off Pending column and added to the Sign-off Complete column.

Note: In the above image, you can see that SWMS in the Administration column has the number 2 with a red background. This signifies that there are 2 pending/outstanding actions within your SWMS register and these correspond with the 2 pending sign-offs for the listed SWMS. When 1 signatory signs off, in addition to them being removed from this column and added to the Sign-off Complete column, the number of outstanding/pending items will reduce accordingly, i.e., from 2 to 1.

This is not only provides an excellent visual indication of non-pending/pending items, but ensures you can prioritise actions and follow-ups as required.

  • Created By: Is the person who originally created the SWMS.
  • Action: In this instance, the Action column contains 2 actions: Edit and View PDF. We will look at those shortly.

Above the grid, you can see 3 buttons:

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Edit SWMS and View PDF

Watch the video here:

Within the grid, in the Action column, 2 actions are available: Edit SWMS and View PDF.

  1. Click on the Edit button to switch from view mode to edit mode. You will then see:

  1. In edit mode, you can now:
  • Save & Update Version: Once all your changes have been made, click on the Save & Update Version button to save all your changes, update the version history, and return to view mode.
  • Delete Selected: In the Step column, selecting one or more steps and clicking on the Delete Selected button will display a delete confirmation dialog (mistakes do happen!). Click to confirm and the selected steps will be deleted from the SWMS>
  • Generate: Clicking here will generate the pdf document based on the current SWMS state.
  • Add/Remove: Clicking here opens a dialog box where you can additional or remove existing SWMS from the project.

  •  Add New: Will open the 

Note: Each individual step also has an Action column where you can click to edit the step, delete it, as well as click on the Up and Down arrows to reorder.

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Edit Steps

If you need to edit a step, such as when performing a SWMS review:

  1. Click on the Edit button and you will see:

 You can now modify the steps, as required.

  1. When all changes are made, click on the Done button to save your changes and return to the previous SWMS steps grid.

Here you'll see confirmation that your changes were saved, and you'll see that there are now unsaved changes in the main SWMS document:

  1. Click on the Save & Update Version button and you will see the following dialog:

Message reads:

"This will create a new version and email all assigned employees. Make sure you have completed all your required changes across all 3 areas (Cover Pages, SWMS, End Pages) before you click Save & Update Version."

  1. Click on Ok to confirm, and all changes will be saved, the screen will refresh, and you'll be taken back to the main SWMS Register where you will see the updated confirmation with a new ID:

Alternatively, if you don't want to save changes, click on Cancel in the above dialog and then on the Cancel Changes button on the previous SMSW steps page. This will then cancel all changes and revert the SWMS back to the previously saved state.

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View PDF

To view a pdf version of this SWMS, click on the View PDF button and you will see:

As you scroll through the document, you'll see where all your information, including project details, phone numbers signatories, etc., are.

Note: If the SMWS has not been signed off, then there won't be any sign-off page.

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Download PDF

To download a pdf version of this SWMS, click on your browser's Download button:

If you're using a different application or browser window, refer to the documentation to discover how to download your pdfs.

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Version History

Clicking on the SWMS Version History button will display a grid of all changes made to your SWMS.

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Sign-off QR Code

Click on the Sign-off QR Code button to view the printable QR Code.

Once printed out, you can pin it to your site office wall/notice boards to make it visible and easy for employees and contractors to scan.

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External Party Sign-off

When you require a 3rd-party sign-off, you can notify them via email address. Click on the External Party Sign-off button and you'll see:

 

Add their email address(es), separating each address with a comma, and then click on the Submit button.

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