SWMS

Sign on to current Safe Work Method Statements, see who else has signed, publish new revisions, and keep a register of every sign-on for audit — including workers and visitors who sign on-site from a QR code, without logging in.

Who can use it — You need "view SWMS" permission to open the page and see documents, and "sign SWMS" permission to actually sign onto one — so a viewer may see a SWMS without being able to sign it. Viewing and exporting the sign-on register uses the same view permission as the page. Uploading a SWMS document or publishing a new version is done from Documents and needs "manage project documents" permission. See Roles & Permissions for how access is set.

Where to find it — Safety & Compliance → SWMS in the sidebar.

Before you start — a SWMS only appears here once a manager has set it up correctly in Documents:

• The document must use a Document Type whose purpose is SWMS and whose sign-off method is set to signature pad or text declaration — a type with sign-off set to "none" never shows up here.
• The document must be marked Public. A SWMS uploaded as internal-only won't appear in the SWMS Center for anyone to sign.

If nothing shows up, that's the most likely reason — ask whoever manages your project documents to check the type and the Public toggle.

How to use it

The page lists every SWMS document across your projects, one row per document, with the project, whether you've signed the current version, the current version number, and when it was last updated.

Four tabs filter the list:

• Needs Sign — SWMS where you haven't signed the latest version yet.
• Signed — SWMS where you're up to date with the latest version.
• Recently Updated — anything touched in the last 30 days.
• All — everything.

Use the Project and Signed State filters above the table to narrow further. Each row carries a set of actions (not all show for every row — they depend on your permissions and the document's state):

• View — opens the current document in a read-only preview.
• Sign Latest — sign onto the current version (see below). Only shows if you haven't already signed it.
• View Signature — once you've signed, review your own signature and when you signed.
• Guest QR — generate a QR code / link for on-site visitors and subcontractors to sign without a login (see below).
• View Register — open the full sign-on register for that SWMS.
• Export PDF — download the sign-on register as a PDF.

Signing on to a SWMS

1. Open Sign Latest on the SWMS you need to sign. The document preview loads at the top of the same modal, along with the current version number and project — no need to open a separate window first.
2. Read the document (use Open in new tab if you want a bigger view).
3. Depending on how the document type is configured, provide either a drawn signature (signature pad) or a typed name (text declaration) — whichever field appears is the required method for that SWMS.
4. Tick "I have read and understood this SWMS".
5. Submit. You can't sign the same version twice — if you've already signed it (including from another tab), you'll be told rather than creating a duplicate.

Your sign-on is recorded against the exact version you signed, along with that version's change note. If a newer version is published afterwards, you'll drop back into Needs Sign for that document until you sign the new one — your old sign-on stays on record as history.

Guest sign-on (visitors and subcontractors)

Use Guest QR to generate a QR code and link for anyone on-site who doesn't have a Subgrade login — a visiting subcontractor, delivery driver, or auditor. Display the code or share the link; they:

1. Open the link on their own device (no login required).
2. Tap Open SWMS to read the document — this is required before they can sign.
3. Enter their Full Name, Company, and draw a signature, then submit.

A double-tap or network retry within a few minutes of an identical name/company won't create a duplicate row — it's treated as an already-successful sign-on.

The QR code is tied to the version that was current when you generated it. If a new version is published afterwards, that old link stops accepting sign-ons ("Please sign the latest SWMS version") — generate and re-share a fresh Guest QR after publishing a new revision.

Publishing a SWMS and new versions

SWMS documents are created and versioned from Documents, not from this page — SWMS Center is where people find and sign the current version, not where you upload it.

• The first version is created when the SWMS document itself is uploaded against a project, with a Document Type whose purpose is SWMS.
• New versions are added from that document's Versions tab using Upload new version — attach the updated file and a required Change log / notes entry describing what changed.
• A new version automatically becomes the current one. Depending on the document type's versioning mode: versioned history keeps every prior version and file for reference, while versioned replace permanently removes the prior versions and files when you confirm the replace — so this reflects a document type setting your project documents manager controls, not something SWMS Center exposes.
• Publishing a new version resets sign-on status for everyone — anyone who signed an earlier version shows as "Needs Sign" again until they sign the new one. This is the point of versioning a SWMS: a change to the method statement means the crew must acknowledge it again.

The sign-on register

View Register shows every sign-on for a SWMS — worker (or guest name and company), version signed, when, and the signature — capped to the most recent 100 rows on-screen with a note if there are more.

Export PDF downloads the full register. If there are 100 sign-ons or fewer it downloads immediately; larger registers are prepared in the background and you're emailed a download link, usually within a few minutes.

Connected pages

• Documents — where SWMS documents are uploaded and new versions are published.
• Project Library — a cross-project view of document types, including sign-off and versioning status.
• Toolbox Talks — uses the same guest, no-login sign-on pattern for toolbox talks.
• Plant Risk Assessments — the same "must sign the current version before you can proceed" pattern, applied to machines at prestart.

Tips & common mistakes

• SWMS missing from the list? Check it's marked Public and its Document Type has a sign-off method set — both live in Documents, not here.
• Signed but it's asking again? A new version was published. That's expected — it supersedes the old one and everyone needs to re-sign, including people who signed the previous version.
• Guest QR not accepting sign-ons? The SWMS was likely updated since the code was generated. Generate a new Guest QR and reprint or reshare it.
• Can't tell whether it's signature pad or typed name? That's controlled by the document type, not a choice on this page — whichever field shows in the Sign Latest modal is the required method for that SWMS.
• Large export not downloading immediately? Registers over 100 sign-ons are emailed as a link instead of downloading straight away — check your email a few minutes later.