When WorkSafe visits your site, one of the first things they want to see is who has been on site and whether they were inducted and compliant. Here's what that means in practice — and how to make sure you're ready.
WorkSafe inspectors are not looking for paper systems that exist in theory. They want to see evidence that your health and safety system is actually working — and that means complete, accurate, retrievable records.
A verifiable log of everyone who has entered the site, including dates, times, and how long they were present. Inspectors want to see that this record is consistently maintained — not just available in theory.
Proof that workers received site-specific safety inductions before accessing the site — not just that induction material exists. A per-person, time-stamped record is what inspectors are looking for.
Records showing that contractors held required certifications and had completed required training at the time of their site access — not just that you have a system for checking these things.
Evidence that an accurate evacuation list was available and could be accessed during an emergency. Inspectors will often ask how quickly you can produce a list of everyone currently on site.
Section 36 of the HSWA 2015 sets out the primary duty of care for PCBUs — to ensure, so far as is reasonably practicable, the health and safety of all workers and other persons at the workplace. Section 34 addresses the management of overlapping duties, requiring PCBUs whose activities overlap to consult, co-operate, and co-ordinate. Both sections require evidence of what you have actually done — not just what you intended to do. Site access records, induction completion records, and contractor compliance records are the practical evidence base for both duties. WorkSafe New Zealand provides published guidance on PCBU duties and what inspectors look for during site visits.
SiteKey doesn't just give you a sign-in system — it gives you the specific records WorkSafe inspectors ask for, in a format you can produce quickly.
The best time to prepare for a WorkSafe audit is before you know one is coming. SiteKey ensures your records are always current.
Every check-in and check-out is time-stamped and logged automatically. No manual data entry, no paper books, no gaps.
Induction completion and certification status are checked every time someone enters. Non-compliant individuals are flagged before they access the site.
When WorkSafe arrives, you can produce access logs, induction records, and compliance history for any date range within minutes — from any device.
"WorkSafe visited one of our sites. They asked for access records and induction records — we had both ready in under five minutes. SiteKey made the audit straightforward."Health and safety manager, New Zealand
During a WorkSafe site inspection, inspectors commonly request site access records showing who has been on site and when, evidence of induction completion for workers and contractors, records of contractor compliance status including certifications and licences, and evidence of emergency preparedness including a current evacuation list. Inspectors may also ask to see your health and safety management system documentation, hazard registers, and incident records. The ability to produce accurate, time-stamped records quickly is a significant advantage during an inspection.
The HSWA 2015 does not specify a precise retention period for site access records, but WorkSafe guidance and general legal practice suggest keeping health and safety records for a minimum of seven years. In the event of an injury or incident, records may need to be retained for longer — particularly if legal proceedings follow. SiteKey retains all access records digitally and allows you to export historical records at any time.
Paper sign-in books can satisfy a WorkSafe audit if they are complete, accurate, and legible — but in practice, paper sign-in books often fall short on all three counts. Common issues include missing entries, illegible handwriting, no record of departure times, and gaps during busy periods. Inspectors look for evidence that your system is actually being used consistently, not just that a system exists. Digital records produced by a system like SiteKey are time-stamped, complete, and can be searched and exported quickly.
Evidence of induction completion under HSWA 2015 needs to show that a specific person received a site-specific induction before accessing the worksite. This typically means a record of who completed the induction, when they completed it, and what the induction covered. A verbal confirmation that "everyone gets inducted" does not satisfy this requirement. SiteKey's compliance gate records induction completion status for each person as part of the check-in process, creating a per-person, time-stamped induction record.
If you cannot produce site access records during a WorkSafe audit, the inspector may conclude that your health and safety management system is inadequate and issue an improvement notice or prohibition notice. In serious cases — particularly where gaps in records are connected to an incident or injury — the inability to produce records can contribute to prosecution under the HSWA 2015. The penalties under the Act are significant, including fines of up to $3 million for businesses. Maintaining accurate records is not just good practice — it is a legal requirement.
SiteKey creates a complete, time-stamped record of every person who enters your site, their compliance status at the time of entry, and the duration of their visit. These records can be exported from the SiteKey admin dashboard in minutes. During a WorkSafe audit, you can produce access logs, induction completion records, and contractor compliance history for any date range quickly and accurately. SiteKey also maintains a live evacuation list — another key item inspectors check during site visits. Pricing starts from $30/month.
Tell us about your site and we'll have SiteKey configured and your records in order within a few days.
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