A New Zealand timber processor replaced the sign-in book at its mills with QR code sign-in for contractors, visitors and delivery drivers. Sign-in includes the site induction and the Permit to Work, and gives each site an evacuation list.
The business uses SiteKey at each of its mills to sign in contractors, visitors and delivery drivers from one permanent QR sign at each entrance, with no app to download. One site induction with a quiz covers every site, and a sign-in is held after two failed attempts. Permits to Work are built from the high-risk work declared at the gate. The evacuation list is grouped by site and opens in one tap on a phone.
The business has several sites, each with its own entrance, hazards and assembly points. Staff already had their own sign-in, so the project covered contractors, visitors and delivery drivers.
Electricians, fitters, scaffolders and painters come and go all week. Delivery drivers arrive all day, most staying with the truck, some getting out to help unload. Visitors turn up to see a named person. All of them were signing a book at a gate, and the book was the only record anyone had.
As the PCBU, the business has to know who is on each site at any time and whether each person has been inducted for it. A book at the gate could not show either.
Names stay on the list after people leave, so by the end of the week nobody can say who is still on site.
At an evacuation the warden reads names off the book and has to work out from memory who has already left.
The folder is in an office at one site while the work it covers is happening at another.
Nothing records what the person understood, or whether the induction is still current.
Contractors, drivers and visitors are the people least likely to know where the assembly point is.
Some of the sites have regulatory conditions a person has to acknowledge before entering, and a paper book cannot show that they did.
The business gave us its sign-in questions, its permit form and its induction rules, and SiteKey was configured to match.
Each entrance has one permanent sign. Staff, contractors, visitors and delivery drivers all use the same QR sign-in and get the questions for their role.
A permanent sign at every entrance.
Browser sign-in
Contractors, visitors and drivers scan the sign on their own phone and sign in through the browser. There is nothing to install, and the sign never needs reprinting because its code never changes.
Each mill has its own address and boundary.
Sign-in checked against the site
A person can only sign in to the mill they are standing at.
Staff, contractors, visitors and drivers.
Questions by role
Each of the four is asked only the questions that apply to them. A driver staying with the truck answers three questions. A contractor going onto the floor answers all of them.
For people without a working phone.
A tablet at reception
Reception has a tablet with the same sign-in screens for anyone with a flat phone, no phone or no data. They do the same induction and answer the same questions.
The specification asked for a quiz with a pass mark, and a set response when somebody fails it twice.
Done once, valid at every site.
One induction for all sites
Only the emergency details change by location. Validity is set to two years, as in the business's existing written procedure.
Some questions must be answered correctly.
Pass mark of 80 percent
Four questions, including the emergency question, must be answered correctly whatever the total score.
A held sign-in emails the safety team.
Held after two failed attempts
A wrong answer shows the correct one with the reason. After two failed attempts the sign-in is held and the safety team is emailed the questions that were missed, so someone can go and talk to the person. Reloading the page does not reset the attempts.
Reminders at thirty, fourteen, seven and one day.
Expiry reminders
Another reminder goes on the expiry date. A monthly report, downloaded as a spreadsheet, lists who has expired, who is due to expire and who is current.
There are eight high-risk categories, including hot work, height, confined space and isolation. The permit shows the conditions for the work the contractor declared.
The existing form, rebuilt in SiteKey.
Their own permit form
The business's existing Permit to Work form was rebuilt in SiteKey. Five condition blocks from the paper form appear on every permit.
The work chosen at sign-in sets the form.
Conditions by type of work
Confined space entry adds atmospheric testing, a trained standby person and a rescue plan. Hot work adds a fire watch, with the number of minutes it stays after the work finishes.
Restricted at the point of issue.
Only nominated people issue
SiteKey checks who is issuing the permit, so a person who finds the page address still cannot issue one. A named backup can issue when the usual issuer is on leave.
Number and form saved against the sign-in.
Paper permits recorded
Where paper is used the number is recorded against the sign-in and the completed form is attached as a PDF or a phone photo. Attaching the form is optional, so a slow upload from the mill floor does not hold up the permit.
What happens during the working day and in an emergency.
High-risk work and visitor arrivals, emailed.
Email alerts
When a contractor declares high-risk work, the nominated people are emailed straight away. When a visitor arrives, the person they are there to see is emailed. Alerts name the site, so a manager covering two gates can tell them apart.
Sign-out with an hourly catch-up.
Automatic sign-out
The hourly catch-up closes any sign-in left open from the day before, so people who have gone home do not show as on site.
Grouped by site, one tap from the home screen.
The muster list on a phone
The evacuation view has an unassigned group so nobody drops off the count, and wardens who prefer paper can print it.
Every record, in a format that opens in Excel.
Everything exports
Every sign-in with the answers given, every visitor, every permit with its conditions and close-out, every induction, every daily JSA and every incident.
This section is written for H&S advisers. SiteKey records and manages information, and does not discharge a duty under the Health and Safety at Work Act 2015. The business remains the PCBU, and SiteKey keeps the records that show what was done.
| What was required | How it works |
|---|---|
| Records held electronically for seven years | The export includes every answer given at sign-in, with the name and time. Data belongs to the client and a full export in an open format is available at any time, at no charge, including at the end of a subscription. |
| Site-specific regulatory acknowledgements | Sites with MPI Transitional Facility obligations show the matching acknowledgement. SiteKey will not complete the sign-in without it, and records it against that individual sign-in so the record shows what that person agreed to on that day. |
| Competency to issue permits | Where a procedure requires a qualification to issue a permit, SiteKey records whether it has been confirmed and shows an unconfirmed qualification as unknown. |
| Induction validity and version control | If induction content is materially updated, everyone re-inducts at their next visit, whatever their own expiry date. |
| Checking the permit process is followed | A monthly report compares sign-ins flagged as high risk with permits issued. High-risk sign-ins without a permit show where the process was missed. |
The on-site list shows who signed in, and wardens use it to support the roll call at an evacuation. Alerts depend on email, mobile networks and devices outside anyone's control, so supervision is still needed. We tell every client both of these in writing.
Yes. This business has several sites under a single account, each with its own address, emergency details and assembly point. A person signs in to the site they are standing at, and the office sees every site in one place.
No. Every entrance has a permanent QR sign. Contractors, visitors and delivery drivers scan it on their own phone and sign in through the browser, so there is nothing to install. Reception also has a tablet with the same screens for anyone without a usable phone.
No. The induction is completed once and stays valid across every site, with only the site-specific emergency information changing by location. Validity is set to two years, and everyone re-inducts early if the content is materially updated.
A wrong answer shows the correct one with the reason, and the person can try again. After two failed attempts the sign-in is held, the safety team is emailed with exactly which questions were missed, and a person deals with it face to face. Reloading the page does not reset the attempt count.
The contractor picks the high-risk work at sign-in, and the permit adds the checks for it. Confined space entry adds atmospheric testing, a trained standby person and a rescue plan, and hot work adds a fire watch. Only nominated people can issue a permit, and a named backup covers leave.
Yes, it is used to support the roll call. The list shows everyone signed in, grouped by site, and opens in one tap on a phone. It includes an unassigned group so nobody drops off the count, and it can be printed for the warden.
If your operation looks like this, book a demo and we will talk through the setup. Most sites are set up inside a week.