How to get workers to sign on to your SWMS

In Foreman, workers sign on to your SWMS through the site induction. Upload the SWMS to the project's OHS Information and it appears on the induction page, above the Declaration. A worker scans the gate QR code, opens the SWMS on their phone, and signs the induction. Their signature, details and the time go into the site's induction register.

An Admin can set this up on any project. A Site Manager can do it on the projects they manage.

Upload the SWMS

1. Open the project.
2. On the OHS Information card, tap + Upload.
3. Pick the SWMS as a PDF. You can add several at once, up to 20 files of 25 MB each.
4. Choose a folder if you want one, such as "SWMS", and confirm the upload.

Name the file the way your crew talk about the work, like "SWMS - Demolition of rear wall". The name is what they see in the list.

Name the SWMS in the declaration

The default Declaration already covers reviewing the site's safety documents. To make the sign-on explicit, add a line for it.

1. On the Induction card, tap View all.
2. Add a line to the Declaration box, such as "I have read the SWMS for the work I am doing on this site and will follow it."
3. Tap Save declaration.

Each line after the first becomes a numbered point that people agree to when they sign.

What workers see

The induction opens in their phone's browser, with no app or login. Your SWMS is listed under Induction documents, and each one opens in a new tab. Below it is the Declaration, then their details, white card number and a signature box. They tap Submit induction once they've signed.

For the full walk-through, see what workers see when they scan.

Your own crew

Visitors and subbies without a login sign the induction every time they come through the gate. Your crew with logins work differently:

• If your business checks in and out, each crew member signs the induction the first time they check in at a site, then not again at that site.
• If your crew enter hours in the site diary, logged-in crew go straight to Home when they scan and don't sign the induction.

For a signed record from your own crew, build a short SWMS acknowledgement form: a Text block for which SWMS, a Date block with Lock to submission date ticked, and a Signature block. Each crew member fills it in on their phone. See how to build a form template.

When the SWMS changes

In OHS Information, open the SWMS's actions menu and choose Replace file. The new file takes the old one's place under the same name, so nobody reads a superseded version. Visitors and subbies see the new one the next time they sign. Crew who have already signed that site's induction aren't asked again, so have them fill in the SWMS acknowledgement form for the revised SWMS.

Good to know

• OHS Information is public on purpose. Anyone with the site's induction link can open it, so keep contracts and anything private in Project documents.
• The register records the signature and the time. It doesn't record which version of a document someone opened, so keep superseded SWMS out of the list.
• Need help writing the SWMS itself? See what a SWMS is and what it must include.

Read more about Foreman's site inductions.