Sign on to current Safe Work Method Statements, see how many people have signed, publish new revisions, and keep a register of every sign-on, including workers and visitors who sign from a QR code without logging in.
Who can use it — You need "view SWMS" permission to open the page and "sign SWMS" permission to sign, so a viewer may see a SWMS without being able to sign it. The register and its exports use the view permission. Uploading a SWMS or a new version needs permission to change project documents. See Roles & Permissions for how access is set.
Where to find it — Safety & Compliance → SWMS in the sidebar. You can also sign from a job's Site Pack, described in Project Library.
Before you start — a SWMS only appears here once it's set up correctly in Documents:
- The document must use a Document Type whose purpose is SWMS, with a sign-off method of signature pad or text declaration. A type with sign-off set to "none" never shows up here.
- The document must be marked Public. An internal-only SWMS won't appear here for anyone to sign.
If nothing shows up, ask whoever manages your project documents to check the type and the Public toggle.
How to use it
The page lists every SWMS across your projects, one row per document, with the project, your status (You need to sign or You signed), the total sign-ons, the latest version, and when it was updated.
Four tabs filter the list:
- I need to sign — SWMS you haven't signed at the latest version, on live jobs you're rostered onto from two weeks ago to four weeks ahead. The page opens here when something is waiting, otherwise on All.
- I've signed — SWMS where you're up to date with the latest version.
- New revisions — SWMS with a new version in the last 30 days.
- All — everything, including SWMS on jobs you're not rostered onto. You can still sign these from here.
Search by title, project or file name. The Project filter narrows the list further. Each row has Sign Latest (until you've signed) and View. The ⋮ menu holds the rest, depending on your permissions and the document:
- View Signature — your own signature and when you signed.
- Upload new version — see below.
- View Register — the sign-on register for that SWMS.
- Export PDF and Export CSV — download the register.
- Guest QR — a QR code and link for people without a login.
Signing on to a SWMS
- Click Sign Latest. The document preview loads at the top of the same window, with the project and version.
- Read the document.
- Provide a drawn signature or type your full name. The document type decides which one appears.
- Turn on I have read and understood this SWMS.
- Click Sign On. You can't sign the same version twice.
Your sign-on is recorded against the exact version you signed. When a newer version is published you owe a new signature, and your old sign-on stays on record.
Guest sign-on (visitors and subcontractors)
Use Guest QR to open a QR code for anyone on site without a SubGrade login, such as a visiting subcontractor, delivery driver or auditor. Print it for the gate, or copy the link. They:
- Open the link on their own device. No login is needed.
- Tap Open SWMS. They must open it before they can sign.
- Enter their Full Name and Company and draw a Signature.
- Tick I have read and understood this SWMS and tap Sign On.
A double-tap or retry with the same name and company within a few minutes won't create a duplicate.
The QR code belongs to the version that was current when you opened it. After a new version is published, the old code stops accepting sign-ons ("Please sign the latest SWMS version"). Open Guest QR again and reprint or reshare it.
Publishing a SWMS and new versions
- The first version is created when the SWMS is uploaded against a project in Documents.
- New versions are added with Upload new version, from the ⋮ menu here or from the document's Versions tab. Attach the file and describe what changed in the change note.
- The new version becomes the current one straight away. Everyone owes a new signature, including people who signed the last version.
- Workers rostered onto that job around now are told in the app, and by push if they use it, to read and sign. Nobody is alerted for a first version; workers hear about it in their allocation briefing.
- Under a document type set to versioned history, every prior version is kept. Under versioned replace, prior versions and files are permanently removed, but once anyone has signed the SWMS its history is kept anyway so signatures stay on record. The upload window tells you which will happen.
The sign-on register
View Register shows every sign-on for a SWMS: the worker or guest and their company, the version signed, when, and the signature. It shows the most recent 100 rows, with a note if there are more. Export PDF and Export CSV are also in the register window.
An export with 100 sign-ons or fewer downloads straight away. A larger one is prepared in the background and you're emailed a link, usually within a few minutes.
Connected pages
- Documents — where SWMS documents are uploaded.
- Project Library — open a job's Site Pack and sign its SWMS there.
- Toolbox Talks — uses a similar no-login sign-on for toolbox talks.
- Plant Risk Assessments — the same sign-the-current-version idea, 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. Both live in Documents.
- Not on I need to sign, but the row says You need to sign? That tab only lists jobs you're rostered onto. Check All.
- Signed but it's asking again? A new version was published, so everyone needs to re-sign.
- Guest QR not accepting sign-ons? The SWMS has probably been updated since the code was made. Open Guest QR again and reprint it.
- Signature pad or typed name? The document type decides, not this page.
- Large export not downloading? Registers over 100 sign-ons arrive as an emailed link.