Documentation

What is Subgrade

Subgrade gives your company one workspace across the Civil Suite, Trade Pack and Tender Portal, and this page explains how it is organised.

Getting Started

This guide takes you through signing in, securing your account, installing Subgrade on your phone, and setting timesheet approvers for a new workspace.

Your First Week

This short list covers what matters first: check your details, upload your tickets, and learn the daily loop of prestart, timesheet and work log.

Roles & Permissions

Roles decide what each person can see and do, and this page explains the standard roles, how to change or customise them, and why menus differ.

Migration

The Subgrade team helps move your existing records into your new workspace, using a private onboarding link.

User Onboarding

This page explains how people join a workspace, covering access links, first sign-in checks, inductions and how seats are counted.

Updates

You can follow what's new in Subgrade through announcements in the app, the blog and the public roadmap.

Dashboard

Your home screen: what needs you most, your own day, your quick actions, and the sections for the work you look after.

My Work Log

Your own history in one tabbed view: timesheets, allocations, prestarts, Day Works dockets, shift reports and your vehicle.

My Profile

Keep your own personal, emergency, address and safety details current, see your pay setup, and manage your password and security.

My Qualifications

Your tickets, licences and training in one place: upload cards, complete training and inductions, and download a compliance pack.

My HR File

Your own HR record: leave taken, leave requests, and any performance reviews, disciplinary notices or workers comp claims on your file.

My Notifications

Your notification inbox, email and SMS delivery history, and your settings for which alerts reach you and how.

My Vehicle

Log the current odometer reading on the vehicle allocated to you, a quick weekly check-in that keeps servicing on track.

My Subcontractor Work

Log your own work and track its approval. Billing contacts also see rates, RCTIs and insurance for their business.

Start a Prestart

Record a prestart check on a machine, vehicle, attachment or equipment, report a defect, or use the reduced offline form when there is no signal.

New Timesheet

Log your shift, the jobs you worked and any safety checklist, then send it to a supervisor for approval. There is an offline version for no signal.

New Shift Report

Write up a crew's shift: what you did, crew and plant, delays, the next 48 hours, conditions and sign-off. Shift reports need signal.

Team Approvals

Everything waiting on your decision: timesheets, leave, machine moves, subcontractor work and receipts, with reminders you set yourself.

Toolbox Talks

Run a toolbox talk from setup through sign-on, with discussion points, attachments, an optional checklist and a QR code crews sign on their own phones.

SWMS

Sign on to the current Safe Work Method Statement for a job, publish new versions, share a guest QR code, and export the sign-on register.

Plant Risk Assessments

Publish plant risk assessments, sign the current version, and track which recent operators have signed it.

SDS Register

Browse and manage Safety Data Sheets for the chemicals and hazardous substances kept on site.

Incidents

Report a site incident, alert the people who manage incidents, investigate it, and take it through to a closed record.

Company Policies

The register of company-wide policy documents, with review dates, version labels, previews and vehicle handover sign-on.

Project Library

Find a job and open its Site Pack on your phone: public documents, SWMS sign-on, directions, site rules and contacts.

Asset Manager

The register of your plant, vehicles, attachments and equipment, with a full profile for service, compliance and history.

Allocation Manager

Plan who and what is working where: crew, machines, vehicles, equipment and attachments on a shared board, calendar and table.

Service Hub

The maintenance control room: what needs work, what's due or overdue, what's grounded, and every open defect, in one place.

Asset Configuration

Set up each class of plant: how it is serviced, which prestart it uses, and what it costs and charges.

Float Manager

Schedule low-loader transport for a machine, send the request to the float company, and track it through to the move and its cost.

Work Orders

Quote, book, dispatch and bill customer work for any trade. The work order is the core Trade Pack record for each job.

Dispatch Board

See every live job by status, spot what needs booking, and book, dispatch, hold or complete jobs from the card.

My Jobs

Your own jobs in one list: see what's next, log time and parts, add photos, take payment if allowed, and complete the job.

Ready for Invoice

Approve finished jobs, then raise and issue the invoice on the job's Billing tab, or record one from your accounting tool.

Trade Pack Settings

Set your trade, job defaults, team, invoicing, customer messages and compliance for Trade Pack.

Projects

Set up jobs and clients, the backbone every timesheet, allocation, docket and document attaches to.

Project Planner

Plan tasks and what they need on a timeline, then name the people and plant in the Allocation Manager.

Documents

The admin register for project documents. Upload files, set up document types, track required documents and manage versions.

Day Works Dockets

The management hub for Day Works evidence. Review, sign, distribute, verify and export the dockets that let you bill for work outside scope.

Report Builder

Build a project report for a period, check exactly what goes in it, export a PDF, and draft a client update email from it.

Manage Shift Reports

The workspace-wide list of every crew's shift reports. Spot missing shifts, chase overdue reports and give ownerless reports a supervisor.

Site Inspections

Log a periodic formal safety inspection of a job, with a standard checklist, notes and photo evidence.

People

The Team page: see who is in your workspace, add people, send access links, set their access, and finish up leavers.

Competencies

The team's compliance matrix: see who holds which tickets, approve or reject uploaded cards, renew tickets, and manage job roles and the library.

Employee Records

Schedule and complete performance reviews, and issue disciplinary notices, for people in your workspace.

Training Modules

Build training and induction content from text, images, PDFs, video, quizzes and signatures, then publish it as a versioned module.

Training Assignments

Send a published training module to people or everyone in a role, set a due date, and track how many have finished it.

Training Register

One register for training and inductions: who still owes what, what is expiring, who has finished, who signed, and project inductions.

Compliance & Expiry

Where to see what has expired or is about to, for tickets and training, what an expiry does, and who gets told about it.

Leave Requests

The Leave Register shows every leave request, any status, with approve and reject, and lets approvers record leave for someone else.

Candidates

Track job applicants through your hiring stages, log reference checks, and convert a hire into an employee without re-typing their details.

Testimonials

Request, collect and moderate client testimonials through a one-off link, with no client login required.

Workers Compensation

Manage workers compensation claims from start to finish: status, capacity, appointments, disputes, costs and reporting.

Budget Overview

The company result for a period, where the money went, how each job stands, and what is stopping the figures being complete.

Budget Ledger

The itemised record of every cost posted to your jobs and company, with the calculation behind each row and a full adjustment trail.

Pay Rates

Set up pay levels and put each employee on one, so timesheets are costed and pay runs carry the right rates.

Asset Costs

Set what machines cost to own, service and run, one rate per category with per-machine overrides, and see what is still unpriced.

Overhead

Record company costs, costs charged to one job, and other income, so SubGrade can post them by the day and report true profit.

Completing a Pay Run

The weekly walkthrough: review, finalise and export a pay run, handle late work and held pay, read a timesheet's hours, and clear anything blocking the cycle.

Payroll Hub

Review, finalise and export automatic pay runs — plus held pay, late work, old runs and the exceptions that block a clean run.

Subcontractors

Approve subcontractor work and rate cards, keep suppliers ready, then issue each period's RCTIs and track them through to paid.

Billing

View your workspace's Subgrade plan, seats, renewal date, orders and payments, and change or cancel your subscription.

SMS Usage

Check your workspace's SMS credit balance, see what has used them, and top up when you're running low.

What Subgrade doesn't calculate

Subgrade's pay figures are an estimate for budgeting. Here is what your payroll software calculates instead, and what to do about each.

Allowances

Set up every allowance your workspace pays — meal, travel, living away, site, tool — decide who gets each one and where, and see why a day paid what it did.

Workspace Settings

Set your workspace name, logo and state, plus the Civil settings for induction, toolbox talks, ABN and GST, subcontractor insurance and reviews.

Checklist Templates

Build the checklists your crews fill out, such as prestarts, toolbox talks and timesheets, and control where each one applies.

Notification Manager

Set who receives each kind of alert and how, including SMS and outside contacts, and find alerts that nobody has been assigned.

Broadcasts

Write and send a message to your workforce or outside contacts, in the app and by email and SMS if you choose.