Bluesafe Portal – User Guide

1 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.

2 Getting Started

2.1 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.

2.2 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.

2.3 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.

2.4 Need help?

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

3 Navigating the Interface

3.1 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.

3.2 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;

3.3 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.

4 Dashboard

4.1 What you see at a glance

The Dashboard is your “mission control – It opens immediately after signing in and shows:

• Get Started panel – onboarding steps
• Your Portal Stats – live counters of documents, eForms, projects and signatures.

4.2 "Things You Need to Complete"

New users see a card prompting them to finish core setup. Task disappears when the action is completed.

4.3 Understanding Portal Stats

These counters update in real time so you can see progress at a glance.

That’s everything on the Dashboard! Next up: Company Profile – where those auto-populate fields come from.

5 Company Profile

5.1 Why complete your profile first?

The Company Profile is the single source of truth for your business identity. Once populated, its fields automatically merge into document headers, footer signatures, and PDF exports saving you from repetitive typing and ensuring legal details are always current.

5.2 Required vs. optional fields

5.3 Uploading or replacing your logo

1. Click Upload Logo and choose a .png or .jpg image from your computer.
2. A Crop Logo window opens automatically.
   – Drag the corners to set the crop box.
   – Zoom / pan with the mouse-wheel or touch-pinch until the logo fits.
3. When you’re happy, click Apply Logo.
   A thumbnail preview appears above the file picker so you can double-check the result.
4. Finish the page edits and click Save Profile (bottom-centre).
   The logo is stored in your profile and will show on all newly generated PDFs and e-mails. Existing documents keep their original branding for audit integrity.

Tips · Use a horizontal logo (300 × 100 px) with a transparent/white background for best results. Maximum file size 2 MB.

Logo guidelines

• PNG preferred (300 x 100 px or larger).
• Avoid very tall logos; horizontal format fits headers best.

5.4 Editing & saving changes

1. Make edits inline.
2. Click Save Profile (bottom-centre).
3. A dialog will confirms success.
4. Your documents will be regenerated with new company details. It will take a bit time and the document status may showing Pending or Processing. Refresh documents later to see the changes.

5.5 How profile data flows into documents

• Add a document template into your Documents.
• The document status will be Pending -> Processing -> Ready to Use.
• Download / export an document.

If you update the profile later, The documents will be re-generated to pick up the changes.

5.6 Troubleshooting

File type not allowed when uploading logo

Ensure the file is .png or .jpg and under 2 MB.

6 Document Store

6.1 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.

6.2 Search & live filters

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

6.3 Previewing a document

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

6.4 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.

6.5 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.

7 My Documents

7.1 Page overview

Documents is your personal library of every template you’ve purchased or allocated from the Store. From here you can customise, download, re-version and track signing status.

7.2 Understanding the columns

Processing vs Status

• Processing shows the status of server job that customising the document.
  Pending mean the job is waiting in the queue. Completed means the job is done.
• Status is your workflow state: Draft ->Filled ->Ready To Use.

7.3 Common actions

7.4 Bulk operations

1. Check all the documents are completed.
2. Click Download All button on the top right.
3. The portal zips all your documents in one zip file and start download.

Ready to add documents into real-world jobs? Jump to Projects (Section 10) or explore eForms next.

8 Template Selector

8.1 Why use the selector?

The Template Selector is a bulk-import tool: pick dozens of SWMS, SOPs or Risk Assessments in one sitting instead of adding them one-by-one from the Store. The screen keeps track of your document quota so you never overshoot your plan.

8.2 Reading the quota banner

In the Selected panel you’ll see Remaining Quota: xx (example above).  The number updates live as you add or remove templates:

• Unlimited / Enterprise plans show Remaining Quota: Unlimited.
• When quota reaches 0 the blue Add buttons trigger a warning dialog instead of adding more items.

8.3 Selecting templates

1. Filter with the blue category chips (SWMS, SOP, Risk Assessment, etc.).
2. Type keywords in the search box to narrow the list in real time.
3. Scroll the list; click Add beside any row to move it to the Selected panel.
4. Need more rows? Click Load More at the bottom; each click fetches another 50 items from the server.
5. Made a mistake? Click Remove to send the template back to the left-hand list.

8.4 Submitting your selection

1. When you’re happy, press Submit Selected.
2. A spinner appears on the button while the list is saved.
3. You’ll see a green “Documents selection submitted successfully” dialog. Click OK and you’re redirected to Documents.
4. The portal queues each file for customisation; status flips from Pending to Ready within about a minute.

8.5 Tips & troubleshooting

Quota warning dialog appears

You’ve hit your plan limit. Deselect something or upgrade under Billing. Extra pay-as-you-go documents can also be purchased in the Store.

Search returns no results

Clear the category filter or shorten the keyword (e.g. “Excav” instead of “Excavator”).

A chosen template vanished

It’s already in your Selected list—or you bought it previously, so look in your Documents.

Templates stuck on “Pending” in Documents

If they’re still pending after a long time, capture the template name and open a Support ticket.

After import you can customise templates in Documents or attach them to a Project for worker signatures.

9 eForms

9.1 What you can do with eForms

Use eForms to turn site permits, check sheets and inspection reports into live, sign-ready records. Everything happens inside the portal: create – fill – submit – PDF export.

9.2 The My eForms screen

• New Submission – blue button, opens a two-step wizard.
• Table columns: Name · Type · Status · Submitted At.
• Edit re-opens a draft; View shows a read-only PDF-style view.

9.3 Creating a submission

1. Click + New Submission.
2. Step 1 – Metadata (modal):
   – Choose Form Category – the Form Type dropdown populates.
   – Select a Form Type; a short description appears.
   – Form Name auto-prefills as <Form> – 18/06/2025. Edit if needed.
   – Click Next.
3. Step 2 – Form Content:
   – Tabs across the top are the form sections.
   – Required fields show “This field is required.” if left blank.
   – Signature boxes have Undo & Clear icons in the corner.
   – Back / Next moves between tabs; final tab shows Submit.
4. After Submit the modal closes and the row appears in My eForms.

9.4 Editing or viewing an existing submission

• Edit – re-opens Step 2 with existing answers. You can change anything until you click Submit again.
• View – launches the PDF-style viewer; use Export to PDF (top-right) for offline copies.

9.5 PDF exports

The PDF includes your company logo (from Company Profile), form title, all answers, and embedded signatures. Page breaks follow the original section boundaries.

9.6 Tips & troubleshooting

Signature pad doesn’t record strokes (iOS)

Disable Safari  Settings – “Prevent Cross-Site Tracking” for app.bluesafeonline.com.au.

Form won’t move to next tab

A required field is still empty. Look for red “This field is required.” messages.

Ready to involve workers? Attach submitted eForms to a Project so supervisors and PCBUs can approve them alongside SWMS documents.

10 Projects

10.1  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.

10.2  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.

10.3  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.

10.4  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

10.5  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.

11 Workers

11.1  Why add workers?

Registering workers lets you send SWMS / eForm signature links to the right people and keeps their details (mobile, licences) in one secure place for future projects.

11.2  Adding a worker

1. Open Workers in the sidebar.
2. Click + New Worker.
3. Fill in at least Name, Email and Title.
4. Press Save; the worker appears in the list with status Active.

11.3  Editing or archiving

• Edit – update contact details any time.
• Deactivate – deactivate the worker but keeps past signatures intact; reactivate later if needed.

11.4  Inviting workers to sign documents

Inside a Project choose Invite Workers, tick the names you want, or paste new email addresses. Each worker receives a unique link that opens the SWMS/eForm in their browser; they sign with a finger or mouse—no login required.

11.5  FAQs

A worker’s email changed—what do I do?

Edit the worker record; all future invites go to the new address.

What happens if a worker leaves the company?

Deactivate their record; existing signatures stay on file but the worker can no longer be invited.

12 Worker Module (Admin)

13 Worker Module (Worker)