Bluesafe Portal – User Guide

Introduction

Bluesafe Portal is your all-in-one workspace for managing WHS and NDIS compliance documentation. Whether you’re a construction contractor, care provider, or safety consultant, the portal lets you purchase, customise, distribute, track everything without juggling multiple apps.

Key things you can do:

• Browse 15 k+ templates in the Document Store.
• Auto-populate documents from your Company Profile.
• Fill and submit eForms entirely online—no scanning required.
• Create projects and invite workers to sign.
• Track usage with the Dashboard stats card.
• Upgrade / pay via built-in Stripe checkout.

Who should read this guide?

– Site managers and supervisors
– Administrators who purchase templates
– Safety officers & consultants
– NDIS providers maintaining compliance records

Before you begin

• Use a modern browser (Chrome, Edge, or Firefox).
• Allow pop-ups for app.bluesafeonline.com.au so PDF downloads work.
• Have your company logo, ABN and address ready.

Install app.bluesafeonline.com.au on your phone / tablet

The Bluesafe Portal is a Progressive Web App (PWA), so you can pin it to the Home Screen and use it just like a native app—no Play Store or App Store download required.

1. Android – Google Chrome or Samsung Internet
   1. Open app.bluesafeonline.com.au.
   2. Wait for the Install app banner, or tap –  (three-dot menu) – Install app or Add to Home screen (wording varies by Chrome version).
   3. Tap Add, then Add to Home screen again to confirm. An icon named Bluesafe Portal now appears alongside your other apps.:contentReference[oaicite:0]{index=0}
2. Android – Microsoft Edge (Chromium)
   1. Open the portal in Edge.
   2. Tap –  (menu) – Install app.
   3. Choose Add automatically to drop the icon on your Home Screen. (Edge shows a tiny Edge badge on the icon; Chrome installs a badge-free PWA.):contentReference[oaicite:1]{index=1}
3. Android – Mozilla Firefox
   1. Navigate to the portal.
   2. Tap –  – Add to Home screen – Add. Firefox creates a shortcut that opens full-screen just like an installed PWA.:contentReference[oaicite:2]{index=2}
4. iPhone / iPad – Safari (iOS 12 +)
   1. Open the portal in Safari.
   2. Tap the Share icon () at the bottom of the screen.
   3. Scroll the sheet and tap Add to Home Screen.
   4. Tap Add. The icon now lives on your Home Screen; from iOS 16.4 onward the portal can also send push notifications once you open it the first time.:contentReference[oaicite:3]{index=3}

Tip: The installed Portal updates itself automatically. To remove it, long-press the icon and choose Remove / Uninstall—your online data stays intact.

Getting Started

Registration

You can enter the Bluesafe Portal in three different ways. All routes end with an automatic login and your new workspace ready to use:

1. Register button (Free Trial)
   – Click Register (upper-right corner).
   – Fill in name, email, password, etc.
   – Account is created on the Free Trial plan with 1 free template quota so you can test-drive the system immediately.
2. Choose a subscription plan first
   – On the Plans page select plan type.
   – Complete the same registration form and Stripe payment.
   – After payment clears you’re logged in with the full quota and features of that plan.
3. Add products in the Store first
   – Browse documents, click Add to Cart.
   – At checkout you’re prompted to register + pay.
   – Your new account starts on the Free plan, but the purchased documents are immediately added to your document library so you can open them in Documents.

Signing in for the first time

1. Browse to https://app.bluesafeonline.com.au.
2. Click Sign In button on the upper right corner.
3. Enter your email and password to login.
   No onboarding email? Check spam, then contact our support team.
4. Complete your company profile and start using the system.

Forgotten your password?

Click “Forgot password?” on the login screen, enter your email again, and we’ll send a you a link for you to reset the password.

Quick-start checklist

This mirrors the Get Started card on your Dashboard:

1. Complete Company Profile
   Add ABN, logo, address, and contact details. These auto-populate every document and save manual edits later.
2. Purchase or Select Documents
   Head to Document Store, filter by category, and  either buy the documents you need (Free Trial plan)
   or add them straight to My Documents while you still have quota (paid plans).  When a paid plan’s quota is used up you can still purchase extra documents from the Store at any time.
3. Create Your First Project
   Navigate to Projects – New, give it a name, and attach any project-specific documents (e.g. SWMS, Risk Assessments) plus the workers who need to sign them.
   General reference documents—policies, managment plans, SOPs—can stay outside a project in My Documents.
4. Send Signing Requests
   In a project, choose a document – Invite Workers. Each worker receives an email with a mobile-friendly signing link.

Need help?

Click the blue – Help button bottom-right in any screen to open contextual tips or raise a support ticket.

Navigating the Interface

Layout overview

The portal uses a familiar three-pane layout:

• Header �?Portal name and top menu
• Sidebar �?primary navigation grouped by feature (Dashboard, Documents, eForms, Projects, Workers,Support).
• Workspace �?the page you’re actively working on; resizes automatically with the browser window.

Sidebar navigation

1. Click a top-level item to open its page.
2. Some items expand to reveal sub-sections (e.g., Documents �?My Documents, Store).
3. The active item is highlighted in blue;

Responsive & mobile gestures

• Sidebar collapse �?on screens < 992 px the sidebar folds into a hamburger menu (�?. Tap to open/close.
• Header menus stack into a single menu icon on very small screens.

You now know where everything lives; the next sections dive into each page’s workflow in detail.

Dashboard

What the dashboard is for

The Dashboard is the client portal starting point. It gives you a quick read on your current workspace and links you into the workflows most customers use first: documents, company profile, projects, workers, workforce compliance, and support.

Portal stats

The four counters at the top summarize the main records in your account. Use them as a quick health check rather than an audit report.

Quick Access

Quick Access cards are shortcuts to common workflows. Use Documents for your document library, Company Profile to update merge fields, Projects for job-specific records, Workers and Compliance for workforce evidence, and Support for help tickets.

Profile prompts

If the dashboard says your company profile is incomplete, complete it before generating important documents. Missing profile fields may leave blanks in document headers, business details, signatures, or other merge fields.

Getting started

1. Open Company Profile and complete your business details.
2. Go to Documents to review your library or add documents.
3. Use Add Documents when you need templates or a custom generated document.
4. Create projects, workers, and compliance requirements once your core records are ready.

Company Profile

Why the company profile matters

Company Profile stores the business details used throughout generated documents, forms, and account records. Complete it before creating important documents so company names, ABN, address, phone, logo, and PCBU details are available for merge fields.

Main business details

The top section captures your core company identity:

• Company Name
• ABN
• Address, City, State, and Postcode
• Phone
• Company Logo

The dashboard and Documents page may show a profile warning when required fields are missing. Fill those details before adding or generating documents that should include company information.

Logo upload

1. Choose a PNG or JPEG logo file.
2. If the cropper opens, crop the logo so it fits the preview area.
3. Apply the cropped logo and check the preview.
4. Click Save Profile to store it.

The page accepts image files up to 5 MB. A wide logo with a clear or white background usually works best in document headers.

Additional details

The Additional Details section comes from the document field structure. These fields are used by documents such as SWMS and Risk Assessments. Complete the fields that apply to your business, especially PCBU and responsible-person details.

PCBU signature

If the PCBU Signature field is shown, draw the signature in the signature box. Use undo or clear if you need to correct it, then save the profile. The signature is stored with the rest of your customer details for supported document workflows.

Saving changes

1. Update the fields you need to change.
2. Check any logo or signature changes before saving.
3. Click Save Profile.
4. Wait for the success dialog before leaving the page.

Some documents may need to be regenerated or refreshed after profile changes. If a document is processing on the Documents page, wait for it to complete before using it.

Troubleshooting

Logo upload fails

Use a PNG or JPEG image under 5 MB.

Company details are missing from a document

Complete the missing profile fields, save the profile, then regenerate or refresh the relevant document where the workflow allows it.

Signature is not saved

Draw in the signature box before saving. If you clear the signature, draw it again before clicking Save Profile.

Document Store

Browsing by category

The Store lists every WHS, HR and NDIS template you can licence. At the top you’ll see coloured “chips�?for each category (e.g. SWMS, SOP, Risk Assessment). Click a chip to filter instantly.

Search & live filters

• Search bar �?type any keyword and results update as you type.
• Use categories to filter the documents

Previewing a document

1. Hover a row and click 👁 Preview.
2. A modal window shows the preview page of the document.

Adding items to cart

• Click Add button to add item to Cart
• The cart badge in the header updates in real time.
• You can add multiple documents before checking out.

Proceeding to checkout

1. Click the cart badge 🛒 (or header shortcut Checkout).
2. Review items, quantities and GST pricing.
3. Click Checkout �?to checkout page.
4. Fill coupon code if you have one
5. Check the Terms and Conditions and click the Pay button. �?Stripe Payment Link opens in a secure overlay.
6. On successful payment the documents auto-appear in Documents

After you’ve purchased templates, head to Documents to customise and download them.

My Documents

What the Documents page is for

Documents is your company document library. It includes documents selected from templates, documents generated through Generate Custom Document, and documents that are being processed after creation or update.

Add or generate documents

Click Add document to go to Add Documents. From there you can add existing templates or generate a custom document. Custom generation is best when you need a document written for a specific task, site, hazard, role, procedure, or compliance requirement that is not covered by the template library.

After a custom document is generated, it appears back in this Documents page like the rest of your library. If it is still being prepared, wait for the processing badge to clear before downloading, approving, emailing, or inviting workers to sign.

Find the right document

• Use search to find documents by name.
• Use Type, Status, and Visibility filters to narrow the list.
• Use tabs to switch between document groups shown by the page.
• Click Refresh if a generated or updated document is still processing.

Understand document status

Common actions

• Download saves the final file when generation is complete.
• Email sends a completed document where the action is available.
• Edit opens the relevant editor for supported document formats such as SWMS, Risk Assessment, or markdown documents.
• Review and Approve publishes a reviewed document and records the approval workflow.
• Invite to Sign sends a published document to workers for sign-off.
• Set visibility controls whether eligible published documents appear in the worker library.
• Version History and Audit Log help trace document changes and actions.

Bulk actions

Select one or more completed documents to reveal bulk actions. Bulk tools can update selected documents from templates, review and approve eligible drafts, invite workers to sign, set visibility, email, or download selected files as a ZIP.

Bulk actions are disabled when the selected documents are not eligible. For example, documents that are still processing cannot be downloaded, and drafts cannot have worker library visibility applied until they are published.

Company profile warning

If the page warns that your company profile is incomplete, complete the missing fields before generating important documents. Company profile details are used in headers, business information, signatures, and other merge fields.

Template Selector

What Add Documents does

Add Documents is where you add new documents to your company library. You can select existing Blue Safe templates from the left panel, preview supported templates, or use Generate Custom Document when the library does not have the exact document you need.

Select existing templates

1. Use the category chips to filter templates by type, such as SWMS, SOP, Risk Assessment, or Policies and Procedures.
2. Use the search box to narrow the visible list by keyword.
3. Click the eye icon to preview supported templates before adding them.
4. Click Add to move a template into the Selected panel.
5. Click Load More if the template list has more results.
6. Click Remove in the Selected panel if you added the wrong template.

Generate Custom Document

Use Generate Custom Document when you need a document that is not in the template list, or when a standard template needs a very specific activity, workplace, audience, hazard profile, or process.

1. Click Generate Custom Document.
2. Select the document type. If you filtered by category first, the modal starts from that category.
3. Enter a clear document title.
4. Describe the work, location, hazards, audience, controls, sections, or requirements you already know.
5. If the system asks follow-up questions, answer the required questions before generating.
6. Submit the request. The generated document is added to the Selected panel with a status badge.

A generated document is already being saved as a custom company document. It is not a reusable library template, so removing it from the Selected panel does not put it back into the available template list.

Quota and paid documents

The Selected panel shows your remaining document quota. Standard selected templates use quota when submitted. Generated custom documents also count against your document allowance and refresh the quota count after generation.

• If quota is available, selected free plan documents can be submitted directly.
• If your quota is exhausted, paid templates show a Buy action and paid selected items require checkout.
• If custom generation has no quota remaining, the modal can offer an extra document credit where pricing is configured.

Submit selected documents

1. Review the Selected panel before submitting.
2. Complete payment first if any selected items are paid.
3. Click Submit Selected for free plan templates.
4. After saving, you are sent to Documents, where completed and processing documents are managed.

If something looks wrong

The template I need is not listed

Use Generate Custom Document and describe the document you need as specifically as possible.

The generated document says Generating

Leave it to finish. The page polls for status and the completed document appears in Documents.

A preview says formatting is not final

The preview shows content only. The final generated document uses the normal document formatting, headers, footers, and page layout.

eForms

What you can do with eForms

Use eForms to turn site permits, check sheets, inspections, and registers into live records that can be completed in the portal and exported when needed.

The My eForms screen

• New Submission opens the form submission workflow.
• Use the list to find existing drafts, submitted records, and available form types.
• Edit reopens a draft where editing is still allowed.
• View opens a read-only view of a submitted record.

Creating a submission

1. Click New Submission.
2. Choose the form category and form type.
3. Review or update the form name.
4. Complete each required section of the form.
5. Use Back and Next to move between sections where the form uses tabs.
6. Submit the form when all required fields are complete.

Required fields are highlighted by the form. Signature boxes may include controls such as Undo or Clear so the signature can be corrected before submitting.

Editing or viewing an existing submission

Draft records can usually be reopened and completed. Submitted records are normally reviewed through the view mode so the completed evidence stays stable.

PDF exports

Where export is available, the PDF includes the form title, submitted answers, signatures, and company details used by the form layout.

Tips and troubleshooting

The form will not move to the next section

Check for a required field that has not been completed.

A signature did not record correctly

Clear the signature box and sign again before submitting.

Projects

What a “Project” is for

A Project bundles together all SWMS, Risk Assessments and other project-specific documents that need signatures from a Principal Contractor, PCBUs and workers. Think of it as a miniature workspace with its own document set, progress tracking and audit trail.

Creating a new project

1. Open Projects in the left-hand menu.
2. Click + New Project.
3. Enter a descriptive Project Name – e.g. "Site B Warehouse Extension"
4. Set optional dates, location or reference numbers (these print on every attached document).
5. Press Create, the project appears in My Projects.

Adding documents to a project

Only SWMS, Risk Assessments documents belong in a project, company-wide policies usually stay outside.

1. Open the project row and click Add Document.
2. Select one or more files from your My Documents library.
3. Choose the desired Revision (latest is pre-selected).
4. Click Add to Project. The files move to the Project Documents tab with a Pending status
5. The project details will be added to the document and the status. Once finished, the processing status will show Completed.

Getting signatures for SWMS

1. Edit – open the SWMS wizard, complete the 3-step form (High-Risk Work – PPE – Other Details) and click Finish. The document’s status becomes Ready To Sign.
2. PCBU signature
   1. Click Sign, sign on the pad.
   Status flips to PCBU Signed.
3. Worker signatures
   1. Select Invite Workers.
   2. Each worker gets a unique link.
   3. Sign on any device – each signature locks the SWMS revision they viewed.
4. When all workers have signed, status turns Ready to Use. You can download or print the SWMS

FAQs

Can I reuse documents across multiple projects?

Yes – a single SWMS can live in several projects; each gets its own signature set and revision history.

Projects give you a neat audit trail for site-specific paperwork and radically cut the chase-up time for signatures. Use them for anything that needs a “sign-off pack” from a single-day task to a multi-month build.

Workers

What worker records are for

Workers are the people who need access to worker-facing tasks, documents, forms, signing requests, credentials, and compliance actions. Keeping worker records current helps Blue Safe send the right work to the right person and preserves evidence against the correct worker history.

Add a worker

1. Open Workers from the sidebar.
2. Click Add Worker.
3. Enter the worker email, password, name, and any useful title or phone number.
4. Choose whether the worker is active.
5. Assign one or more roles if roles have been configured.
6. Save the worker record.

Login credentials

The email and password fields are used for Worker Portal login. A new worker requires a password. When editing an existing worker, leave the password blank if you want to keep the current password.

Worker emails are saved in lower case. Use an email address the worker can access because it may be used for login, assigned actions, and signing-related messages.

Assign roles

Roles connect a worker to reusable access and compliance rules. In the worker form, tick each active role that applies to the worker. If the worker has more than one role, choose a primary role when one role should be treated as the main role.

If no active roles are available, open Roles to create or activate roles before returning to the worker record.

Active and inactive workers

Active workers can be used for current portal access and assignments. Inactive workers remain in the system for historical evidence, but should not be used for new work, signing, or access.

Use inactive status when a worker leaves the business or no longer needs portal access. This keeps previous submissions and signatures linked to the original worker instead of deleting evidence.

When to update a worker

• Update contact details when an email, phone number, or title changes.
• Update roles when the worker changes position, site responsibility, or document access needs.
• Change status to inactive when the worker should no longer receive new access or assignments.

How this relates to compliance

Worker records are used by other areas of the portal, including document sign-offs, credentials, inductions, project access, worker forms, and compliance reporting. The Workers page manages the person record; the other workforce pages manage the tasks and evidence assigned to those people.

Worker Module (Admin)

Worker Module (Worker)

WHS Hub

What the WHS Hub is for

The WHS Hub is the command centre for your safety management system. It brings together WHS documents, operational forms, evidence registers, management workflows, projects, and dashboard metrics so you can run day-to-day safety activity from one place.

First-time setup and access

If the WHS module is enabled and onboarding is not complete, the hub stays available and shows a reminder to complete the WHS business profiling questionnaire. Complete that questionnaire so Blue Safe can tailor the bespoke policies and procedures included in your WHS plan.

Use WHS policies and procedures for subscriber document setup and status. The WHS Needs Check is for trial or non-subscribed users who want to understand likely WHS document and SWMS gaps before choosing a plan.

If you are using the module in trial mode, the banner shows how many free records have been used. When the trial limit is reached, upgrade is required before continuing with new WHS records.

Metrics and quick actions

The metric cards at the top highlight items that need attention, such as open incidents, overdue corrective actions, failed pre-starts, overdue inspections, expiring competencies, and any warehouse risk metrics available for your account.

The quick action buttons open the most common WHS forms directly: incident or hazard reporting, pre-start checks, and toolbox talk records.

Documents, forms, and registers

WHS information in the hub is split into three practical layers:

In practice, a document says what should happen, a form captures what did happen, and a register keeps the evidence so you can review trends, prove follow-up, and prepare for audits.

What a workflow means

A workflow is a guided WHS process. It groups the forms and registers that belong together around a real safety activity, instead of making you remember every form code or register name.

For example, an incident workflow may start with an incident report, continue through investigation and corrective action forms, then leave evidence in the incident and corrective action registers. The workflow card keeps those actions and evidence links together.

Management Workflows

The Management Workflows section contains cards for WHS processes such as incidents and hazards, risk controls, equipment and plant, inspections and audits, training and competency, consultation and toolbox talks, emergency response, and permits to work.

Each workflow card has:

• Actions for the main forms to complete.
• Follow-up forms for the next step in the process.
• Evidence links to the related registers.
• A card-level help button that explains when to use that specific workflow, typical flow, and evidence kept.

Because each card already has its own help panel, this guide explains the workflow concept rather than repeating instructions for every workflow.

Browse All WHS Forms and Registers

Use Browse All WHS Forms and Registers when you already know the exact form or register you need. Workflow cards are better when you are following a process; browse cards are better when you are looking for a specific record type.

Some cards can be customised so your preferred forms appear first. The expand icon lets you search and open other available forms without changing the card layout.

Site-specific safety and projects

The Projects section connects WHS evidence to a specific job or site. Use projects when documents, SWMS, risk assessments, sign-offs, or evidence need to be managed for a particular piece of work rather than your general company library.

When to use the Compliance Guide

The Compliance Guide is a broader implementation guide. Use it when you want a staged view of WHS setup and maintenance. Use the contextual Help drawer when you need help with the current WHS Hub screen.

NDIS Hub

What the NDIS Hub is for

The NDIS Hub is the working area for provider compliance, quality management, Practice Standards evidence, operational registers, internal audits, and ongoing improvement. It brings day-to-day NDIS actions into one place so the team can keep records current and prepare for audit review.

First-time setup and business profiling

If the NDIS module is enabled and business profiling is not complete, the hub starts with the NDIS questionnaire. Complete it first so Blue Safe can tailor the policy and procedure set to your registration groups, services, participants, and operating context.

After the questionnaire is submitted, generated NDIS documents appear in Documents. Review drafts, publish approved documents, and assign worker sign-offs where evidence of acknowledgement is required.

Status metrics and quick actions

The top metrics show items that usually need prompt attention: reportable incidents awaiting action, unresolved complaints, and worker screening status. Use Refresh after important updates if you need the dashboard to reload the latest counts.

Quick actions open common NDIS records directly, including incident or restrictive practice logging, feedback and complaints, and continuous improvement.

Practice Standards tracker

The Practice Standards tracker groups your NDIS compliance evidence by applicable modules. Cards show progress, document status, overdue items, draft or missing documents, and whether sign-offs still need assignment or completion.

Open a tracker card when you need to work on the documents and evidence for that standard. The official NDIS Practice Standards are organised into core, supplementary, and verification modules, with outcomes and quality indicators used during audit assessment.

Documents, forms, registers, and sign-offs

The NDIS Hub uses four related evidence layers:

In practice, a document defines the provider requirement, a form captures what happened, a register preserves the evidence, and sign-offs show workers have acknowledged the documents relevant to their role.

What an NDIS workflow means

A workflow is a guided provider process. It groups the actions and registers that belong together around a real compliance activity, instead of requiring you to remember each form code or register name.

For example, an incident workflow may start with an internal or reportable incident form, continue into investigation and corrective action, then leave evidence in the incident and continuous improvement registers. The workflow card keeps those actions and evidence links together.

Management Workflows

Management Workflows cover NDIS processes such as incidents and reportable incidents, feedback and complaints, continuous improvement, restrictive practices, governance and risk, worker competency, internal audits, and management reviews.

Each workflow card includes:

• Actions for the main forms to complete.
• Follow-up forms for the next step in the process.
• Evidence links to related registers.
• A card-level help button that explains when to use that workflow, the typical flow, and evidence kept.

Because workflow cards already include their own help panels, this guide explains the workflow concept rather than repeating every card.

Safeguarding and operations

Safeguarding and Operations gives direct access to common operational records. Use it when you know the specific form or register you need, such as a complaint, positive feedback entry, corrective action, restrictive practice log, conflict of interest, gift declaration, business risk, or high intensity competency record.

Audits, self-assessments, and management reviews

Use Internal Audits and Self-Assessments to check evidence against the Practice Standards and record findings. Use Management Review to document leadership review of incidents, complaints, improvements, audits, risks, worker screening, and regulatory changes.

Findings and review actions should be followed through using corrective actions or continuous improvement records so the register shows ownership, due dates, progress, and close-out evidence.

When to use the Compliance Guide

The NDIS Compliance Guide is the broader staged implementation guide. Use it when you want the full pathway from business profiling through document publishing, sign-offs, register population, audits, management review, and ongoing compliance. Use the contextual Help drawer when you need help with the current NDIS Hub screen.

IMS Hub

What the IMS Hub is for

The IMS Hub is the working area for integrated management system activity across quality, environmental, and health and safety requirements. It helps you manage ISO 9001, ISO 14001, and ISO 45001 evidence, operational records, audits, management reviews, non-conformances, corrective actions, and continual improvement.

First-time setup and business profiling

If the IMS module is enabled and onboarding is not complete, the hub starts with the IMS questionnaire. Complete it first so Blue Safe can tailor the management system documents to your company details, services, jurisdictions, and operating context.

After the questionnaire is submitted, generated IMS documents appear in Documents. Review drafts, publish approved documents, set review periods, and assign worker sign-offs where acknowledgement evidence is required.

KPI metrics and quick actions

The KPI cards highlight operational items that usually need attention: open non-conformances, open corrective actions, and overdue calibrations or maintenance. Use Refresh after important updates if you need the latest hub counts.

The quick actions open common IMS forms directly: log a non-conformance, record a risk or opportunity, and add a continuous improvement record.

ISO Framework Tracker

The ISO Framework Tracker groups evidence by clause areas used across ISO management systems. The current hub groups clauses into Context and Leadership, Planning and Support, Operations, Performance Evaluation, and Improvement.

Tracker cards show whether required documents are missing, in draft, overdue, published, waiting for sign-off, or fully signed. Open a card when you need to work on documents and evidence for that clause group.

Documents, forms, registers, and sign-offs

IMS evidence is split into four practical layers:

In practice, a document defines the planned system, a form captures an activity or event, a register preserves the record, and sign-offs show workers have acknowledged important controlled documents.

Quality and Operations Logs

Quality and Operations Logs are the main IMS record-entry area. Use these widgets when you know the type of record you need to create or review.

• Non-Conformance & Improvement tracks NCRs, corrective actions, continuous improvement, and change management.
• Incident & Safety Management captures incidents, near misses, toolbox talks, and emergency drills.
• Supply Chain & Procurement records supplier and subcontractor evaluations.
• Risk & Opportunity Management manages business risks, opportunities, objectives, and targets.
• Environmental & Compliance tracks aspects, impacts, legal obligations, and compliance status.
• Asset & Plant Management manages SDS records, hazardous chemicals, plant, and equipment registers.
• Training & Competency keeps worker training and competency evidence current.
• Audits & Review opens internal audit and management review records.

How the records fit together

IMS records often connect across widgets. An audit finding may become an NCR, the NCR may require root cause analysis and corrective action, and the corrective action may become a continuous improvement item. A risk or legal obligation may also lead to new controls, training, supplier checks, or document updates.

Keep related records current so the registers show what happened, who owns the next step, due dates, progress, close-out evidence, and whether the action was effective.

Internal audits and management review

Use Internal Audits to check whether the IMS is implemented and effective across the relevant clause areas. Record findings, raise NCRs or corrective actions where needed, and keep the audit register current.

Use Management Review to document leadership review of system performance, audit results, NCR/CAR trends, objectives, risk, legal compliance, resource needs, and improvement opportunities.

When to use the IMS Compliance Guide

The IMS Compliance Guide is the broader staged implementation guide. Use it when you want the full pathway from business profiling through document publishing, sign-offs, operational registers, internal audits, management review, and ongoing maintenance. Use the contextual Help drawer when you need help with the current IMS Hub screen.

Roles

What roles are for

Roles are reusable groups you assign to workers. They help organise the workforce and control which worker access options and compliance requirements apply to each person. Create roles before assigning them from a worker record.

Add or edit a role

1. Open Roles from the sidebar.
2. Click Add Role, or use Edit on an existing role.
3. Enter a clear role name, such as Site Supervisor, Installer, Driver, or Support Worker.
4. Add an optional description so administrators know when to use the role.
5. Set display order if you want roles to appear in a predictable sequence.
6. Choose whether the role is active, then save it.

Active, inactive, and deleted roles

Active roles are available for assignment in the worker form. Inactive roles remain in the Roles list but are hidden from new worker role assignment. Use inactive status when a role should no longer be used but you still want to keep history clear.

Deleting a role is more permanent. Only delete a role when you are confident it is not needed for current workers, compliance requirements, or reporting history.

Extra worker access

A role can grant extra worker access beyond standard worker portal access:

• View all documents lets assigned workers view and download company and project documents.
• Create projects lets assigned workers create projects and attach company documents.

Keep these options limited to workers who need the extra access for their job. Standard roles can be left without either extra access option.

Assign roles to workers

Roles are assigned from the worker form, not from the Roles page. Open Workers, add or edit a worker, then tick the roles that apply. If the worker has multiple roles, choose a primary role when one role should be treated as the main role.

How roles relate to compliance

Roles support workforce compliance by grouping workers who share similar requirements. Credential requirements, document access, inductions, and compliance workflows can use roles to decide what evidence a worker needs.

Review roles before changing credential or induction rules. A role name should match how the business actually manages people, not just a one-off task.

Compliance

What the Compliance page is for

The Compliance page is the main workspace for worker credential compliance. Use it to define required credentials, review submitted evidence, approve or reject uploads, and monitor which workers are compliant, non-compliant, pending review, or expiring soon.

The three tabs

Workforce Overview

The summary tiles show how many workers are fully compliant, non-compliant, pending review, or expiring soon. Click a tile to filter the worker list, and click it again or clear the filter to return to all workers.

Each worker row shows their role, overall status, compliant count, total required credentials, and issue badges. Use Upload Credential when an administrator needs to upload evidence on behalf of a worker.

Approval Queue

Use the Approval Queue to review uploaded credentials before they count as compliant. Pending credentials can be approved or rejected. If rejecting a credential, enter a clear reason so the worker or administrator knows what must be corrected.

Use Show All when you need to review the full history, not just pending items. Use the file view action to inspect submitted evidence before deciding.

Requirements

Requirements define what credentials workers need. A requirement can apply to all roles or only selected roles. This is why roles should be created before detailed credential rules are configured.

A mandatory requirement affects whether a worker is treated as compliant. Optional requirements can still be tracked, but they should not be used for evidence that must block work or site attendance.

Credential types and expiry settings

Use Manage Credential Types when the required evidence type does not already exist. Credential types define the evidence name, category, tags, and whether the credential has an expiry date.

Use Expiry & Blocking Settings to configure reminder timing and enforcement rules for expired mandatory credentials. Review these settings carefully before enabling any blocking rule that may affect worker assignment.

How the pieces fit together

Roles group workers. Credential types define the evidence you track. Requirements say which roles need which credential types. Workers or administrators upload evidence. Administrators approve or reject the evidence. The overview then shows current compliance status.

Compliance Report

What the Compliance Report is for

The Compliance Report is a workforce credential reporting view. Use it when you need a quick list of worker compliance status, a contractor-company view, or a CSV export for audit preparation, client requests, or internal administration.

Filters

Use filters to narrow the report before reviewing or exporting:

• Status filters to compliant, expiring soon, or non-compliant workers.
• Company filters workers by contractor company or company grouping.
• Search filters by worker name.

Reading the table

Export CSV

Use Export CSV when you need the compliance report outside the portal. The export is useful for audit packs, tender evidence, client reporting, and offline review by managers.

Apply filters on the page first when you only want a smaller working set. If you need a complete snapshot, clear the filters before exporting.

When to use this page

Use the Compliance page when you need to fix worker evidence or configure requirements. Use the Compliance Report when you need to review or export the current compliance position.

Contractors

What Contractors is for

Contractors brings contractor companies and contractor invitation links into one workspace. Use it to maintain company records, send access invitations, and connect contractor workers to the same role and compliance structures used by the workforce module.

Companies tab

The Companies tab stores contractor organisation records. Use it to add or update the company name, ABN, contact name, contact email, and contact phone.

The stats show total companies, active companies, suspended companies, and total workers linked to contractor companies. Use search and status filters when the list is long.

Company status

Invites tab

The Invites tab tracks contractor access invitations. Use the summary cards and filters to find pending, accepted, expired, or revoked invitations. Pending invites can be resent or revoked.

Revoke an invite when the link should no longer work. Resend a pending invite when the recipient cannot find the original email or needs a fresh copy.

Invite types

Employment type and roles

The invite form records employment type such as contractor, subcontractor, labour hire, or volunteer. Assign roles during the invite when the person needs role-based access or credential requirements.

Roles affect the same downstream compliance rules used for workers, so check your role setup before sending contractor invitations at scale.

How Contractors relates to Compliance

Contractor companies organise external businesses and contacts. Contractor workers are still part of workforce evidence once invited. Their roles, credentials, document sign-offs, and compliance report status should be reviewed before they attend site or start project work.

Auditor Access

What Auditor Access is for

Auditor Access creates time-limited, read-only evidence access for external auditors. Use it when an auditor needs to review selected evidence without giving them normal client portal access.

Create a new access link

1. Open Auditor Access.
2. Click New Access.
3. Enter the auditor name and auditor email.
4. Select the frameworks the auditor should be able to review.
5. Set the number of valid days, from 1 to 90.
6. Click Create and send link.

Framework selection

Framework options are based on the enabled modules for your account. Common options are WHS, NDIS, and IMS. Select only the frameworks the auditor needs for the current audit or review.

If no framework options appear, check that the relevant audit module is enabled before trying to create auditor access.

What the auditor can access

Auditor links are intended for evidence review. The access scope includes read-only evidence areas such as documents, registers, credentials, and inductions. The auditor should not need ordinary administrator access to review this evidence.

Invite link and backup copy

Blue Safe emails the secure access link to the auditor email address. After creating or resending access, the latest invite link is also shown on the page as a backup so you can copy it manually if needed.

Treat the link as sensitive. Only share it with the intended auditor.

Access list and statuses

Resend or revoke access

Use Resend when the auditor cannot find the original email or needs the link sent again. Use Revoke when the audit is complete, the wrong auditor was invited, or the link should no longer be available.

Notifications

What Notifications is for

Notifications shows account messages that are visible to you in the client portal. Use it to review unread messages, check older read messages, and clear notifications once you have handled them.

Filters

Use the filter buttons at the top of the page to switch views:

• All shows every currently visible notification.
• Unread shows notifications that have not been marked read.
• Read shows notifications that already have a read time.

The counts on each button update from the notifications currently loaded on the page.

Mark notifications as read

Use Mark read on a single notification after you have reviewed it. Use Mark all as read when all unread notifications on the page have been handled.

The Mark all button is disabled when there are no unread notifications.

Dates shown on a notification

Refreshing the list

Use Refresh when you expect a new notification but it is not visible yet. If a notification is outside its visible date range, it may not appear in the current list.

Support

What Support is for

The Support Center lets you create support tickets and continue conversations with the Blue Safe support team. Use it for technical issues, account questions, document problems, billing questions, or compliance workflow questions that need help from the team.

Submit a new ticket

1. Open Support.
2. Enter a short, specific subject.
3. Write the message with the page, action, and problem you are seeing.
4. Click Submit.

Good ticket messages include document names or IDs, worker names, project names, error text, what you expected to happen, and what happened instead.

Review existing tickets

The Your Tickets section lists tickets you have submitted. Each row shows the subject, current status, and last updated date. Expand a ticket to view the initial message, support replies, and your replies.

Replies

Replies from Blue Safe are labelled Support. Your replies are labelled You. Use the reply box inside an expanded ticket to add more information or answer a support question.

Check whether an existing ticket already covers the issue before creating a duplicate ticket.

Ticket status and last updated

Ticket status shows where the request currently sits. Last updated helps you see when the ticket conversation most recently changed.

If support asks for more detail, reply in the same ticket so the history stays together.

ServiceM8

What ServiceM8 is for

The ServiceM8 workspace connects Blue Safe to a ServiceM8 account so job information can be used when preparing WHS documents. The main workflow is to open a ServiceM8 job, add a SWMS, and optionally attach the generated PDF back to the matching ServiceM8 job.

Connect the account

1. Open ServiceM8 from Integrations.
2. Open Connect.
3. Click Connect ServiceM8.
4. Complete the ServiceM8 authorisation step.
5. Return to Blue Safe and review Settings.

Disconnect only when Blue Safe should stop using the ServiceM8 connection. After disconnecting, jobs and attachment actions will not be available until the account is connected again.

Jobs

The Jobs page lists ServiceM8 jobs available to the connected account. Use search to find jobs by company, description, job number, job ID, work description, or status. Use the status filter to focus on Work Order, In Progress, Complete, or Quote jobs.

Open a job to review its details, status, work description, generated document history, and available downloads.

Add SWMS to a job

From a ServiceM8 job, click Add SWMS. You can choose an existing published SWMS from your Blue Safe library or create a new SWMS for that ServiceM8 job.

• Use Existing SWMS is best when a suitable approved SWMS already exists.
• Create New SWMS is best when the job needs a tailored SWMS based on the ServiceM8 job details.

When creating a new SWMS, review or refine the job description. Blue Safe may ask a few follow-up questions before generation so the SWMS can be tailored to the task.

Attachment defaults

Settings includes Auto-attach to job. When this is enabled, the generated PDF is uploaded as an attachment to the matching ServiceM8 job by default. The Add SWMS window also shows an attachment checkbox for the current generation.

Turn auto-attach off when you want to generate the document in Blue Safe first and decide later whether it should be uploaded to ServiceM8.

Document quota and extra credits

The Add SWMS window shows remaining document quota. If no quota remains, the window may show an extra document credit purchase option. After a successful purchase, return to the same window and retry the SWMS generation.

Generated documents and downloads

Generated documents appear on the ServiceM8 job detail page. Use Download when a PDF is available. If a newly created SWMS is still generating, keep the Add SWMS window open for automatic attachment or close it and return later after generation completes.

Statistics

Statistics summarises recent ServiceM8 activity, including documents generated, jobs with documents, webhook processing, average generation time, documents by type, and top jobs by document count. Check the period shown at the bottom before using the figures for reporting.