Safety documents

This step of the Permit to Work Info Pack covers how the system manages Safety Documents and Safe Work Method Statements (SWMS) for Permit to Work.

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What are Safety Documents?

Safety Documents are written guidelines, procedures, and records used to manage workplace risk, ensure legislative compliance, and protect workers.

In the context of a Permit to Work (PTW) workflow, these are the compliance files a contracting company creates to prove how they mitigate general on-site risks. They typically cover the company's broader, everyday operational safety practices, separate from the highly specific hazards captured inside individual work permits.

Regional Note: Safety Documents and SWMS are often used interchangeably. A SWMS (Safe Work Method Statement) is simply a specific type of legally required safety document commonly used across Australia.

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How is a Safety Document uploaded?

1. Pre-Uploaded via the Contractor Portal (Most Common)

Ideally, contractors will already have their safety documents uploaded and verified before they ever step foot on-site.

The Workflow: The contracting company uploads their SWMS to their Contractor Portal and links it to the specific client site.
At the Terminal: When the worker arrives to sign in, they simply select their pre-existing document from a list to continue:

If a Safety Document has been uploaded to the portal but has NOT been verified by a client administrator, it will not appear as an option for the contractor during the terminal sign-in process.

2. Uploaded Live During the Sign-In Process

If a contractor's existing portal documents don't capture the unique scope of the job they are performing that day, the system allows them to upload a new document live at the terminal using the Create New SWMS Template button.

Safety Documents uploaded directly during the sign-in process are strictly one-off files. They are only valid for that specific work order and cannot be reused for future submissions.

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Adding a Safety Document during the sign-in process

While using Safety Documents that are uploaded directly to the contractor’s admin portal, there is the option for the worker to upload a Safety Document during the sign-in process. This is useful if their existing Safety Documents don’t capture the full scope of work they’re carrying out.

Within the Safety Document area, they simply select to upload one using the Create New SWMS Template button:

Please note that Safety Documents uploaded during the sign-in process are only available for the work order they’ve uploaded them, not other work orders

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Safety Document Variation

Often, company-wide safety documents are generic. The Safety Document Variation feature allows workers to fill out and attach a highly specific, supplementary template covering unique hazards not addressed in their main SWMS.

Any variation attached is only valid for that specific work order and must be reviewed and approved by a client administrator.

This feature can be enabled within the Administrator Dashboard:

Go to Permit → Settings
Enter the Permit Settings area
Switch the Use Safety Document Variation option to Yes
Select the form you’d like to use
Press the Save button:

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