When WorkSafe visits your site, one of the first things inspectors ask for is who has been on site and whether those people were inducted and compliant. SiteKey keeps those records as people sign in.
WorkSafe inspectors want evidence that your health and safety system is working in practice. That means complete, accurate records you can retrieve when asked.
A log of everyone who has entered the site, with dates, times and how long they were there. Inspectors check that the log is kept up consistently.
Proof that workers received a site-specific safety induction before entering the site. Inspectors look for a time-stamped record for each person.
Records showing that contractors held required certifications and had completed required training when they were on site.
Evidence that an accurate evacuation list was available during an emergency. Inspectors often ask how quickly you can produce a list of everyone on site at that moment.
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 covers overlapping duties. It requires PCBUs whose activities overlap to consult, co-operate, and co-ordinate. Under both sections you need evidence of what you have done. Site access records, induction completion records and contractor compliance records are the day to day evidence for both duties. WorkSafe New Zealand publishes guidance on PCBU duties and what inspectors look for during site visits.
SiteKey records each sign in along with the induction and certification records WorkSafe inspectors ask for, and you can export them quickly.
SiteKey updates your records each time someone signs in or out.
Every check-in and check-out is time-stamped and logged automatically, with no manual data entry or paper book.
Induction and certification status are checked each time someone enters. SiteKey flags anyone who is not compliant before they go on site.
You can export 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 ask for site access records showing who has been on site and when, evidence that workers and contractors completed their induction, contractor compliance records including certifications and licences, and a current evacuation list as evidence of emergency preparedness. They may also ask to see your health and safety management system documentation, hazard registers and incident records.
The HSWA 2015 does not set a single retention period for site access records. The period depends on what the record is used for, and our guide to how long to keep site sign in records sets out the periods that can apply. After an injury or incident, records may need to be kept for longer, particularly if legal proceedings follow. SiteKey keeps all access records digitally, and you can export past records at any time.
Paper sign-in books can satisfy a WorkSafe audit if they are complete, accurate and legible. Many paper books fall short on all three. Common problems are missing entries, handwriting nobody can read, no departure times, and gaps during busy periods. Inspectors look for evidence that your system is used consistently. SiteKey records are time-stamped 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. That usually means a record of who completed the induction, when they completed it, and what it covered. A verbal confirmation that "everyone gets inducted" does not satisfy this requirement. SiteKey's compliance gate records each person's induction status when they check in, and each record is time-stamped.
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, being unable to produce records can contribute to a prosecution under the HSWA 2015. Penalties under the Act include fines of up to $3 million for businesses. Maintaining accurate records is a legal requirement.
SiteKey keeps a time-stamped record of each person who enters your site, their compliance status when they entered, and how long they stayed. You can export these records from the SiteKey admin dashboard in minutes, including access logs, induction completion records and contractor compliance history for any date range. SiteKey also keeps a live evacuation list, and inspectors check for one during site visits. Pricing is $30 a month for an office and $50 a month for a worksite.
Tell us about your site and we'll have SiteKey configured and your records in order within a few days.
Get startedRelated guides