Forms
Forms is where your site paperwork lives as templates: daily pre-starts, plant checks, toolbox talks, hazard and incident reports, permits, ITPs and anything else you want filled in on a phone. Each template's submitted responses are its register. A submitted form keeps the questions exactly as they were when it was filled, so editing the template later never changes a record. The site manager, the safety person and whoever runs inductions use it.
- The Forms module must be on for you (Settings → Team Modules). If it is off, the page says so and offers the dashboard.
- Building a form, filling one in from the dashboard, or sending one needs the Forms edit and send permissions. Viewing the registers needs only the module.
- To send a form to someone they need an email or a mobile number on record: a phone on the Crew Roster, an email or phone on a contact or subcontractor company. People with neither show greyed out in the picker.
- A QR poster or a filled form can be filed against a job. Pick the project when you make it; with no project the response lands in the register only.
- Press Starter forms. The library covers the common site set: daily pre-start and fit for work, plant pre-start, toolbox talk with attendees, hazard and near miss, incident, permits and a pre-pour ITP.
- Press Add on the one you want.
The form is live straight away and selected on the left, ready to send, print or edit. A starter form can be added once; after that its button reads Added. The starters are general guidance, not legal advice: check them against your own WHS system.
- Press New form.
- Give it a Name, pick its Type (checklist, inspection, permit and so on) and write What it is for, which the person filling it sees.
- Choose a field type and press Add field. Beyond text, numbers, dates, photos and signatures there are pass/fail items (with N/A and a photo on a fail), repeating rows such as attendees, a person picker from your crew and subbie contacts, hold-point sign-offs, a time and location stamp, and section headings. Open a field to set its label, help text, options and whether it is required; a field can also show only when another answer says so.
- Use the arrows to reorder and the bin to remove. The Preview on the right is the form as the worker will see it.
- Press Publish to make it live, or Save draft to keep working on it.
A draft is listed with its status under the name and cannot be sent or filled until it is published.
- Select the form and press Edit.
- Change what you need and press Save changes.
If you changed the fields, the form becomes the next version; the notice tells you so. Every response already submitted keeps the fields it was filled with, so the register never shifts.
- Select a published form and press Send.
- Search across your crew, office team, subcontractors and contacts and tick who should fill it. Picking a project narrows crew to that job and files the submissions against it.
- Leave the channel on Auto (email when they have one, otherwise text) or force Email or Text. Add an optional note.
- Press Send.
Each person gets their own no-login link, valid for 14 days, and their submission lands in the register under their name. The notice tells you how many were sent and names anyone whose message failed.
Print a standing QR poster
- Select a published form and press QR.
- Choose the Project this poster files into. With a project, every submission lands in this register and that job's site diary; with none it reaches the register only.
- Copy the link, or print the QR for the site shed.
The link never expires. Anyone who scans it fills the form fresh each time and is asked for their name. Revoke expires the current link on the spot, so printed posters showing it stop working, and the next poster gets a new one.
- Select the form and press Fill form.
- Choose the Project this response files into, answer the questions and press Submit, or Save draft to finish later.
Required answers are checked before it goes through. Photos and signatures are uploaded as part of submitting. A submitted form is filed under your name.
- Select a form. Its register lists each response with who filled it, when, which version and its status.
- Filter by Project, From and To. Press Export CSV to download the register with those filters applied.
- Open a response to read every answer against the form as it was filled, with photo and signature thumbnails. Press Download PDF to make a PDF of that one response.
The PDF is filed in the project's Documents, so it is only offered for a response that was filed against a project.
- Press Gate forms.
- Choose a published form, who it applies to (crew, subcontractors, visitors), when (first sign-in each day, every sign-in, once per project, every sign-out), tick Required if it is, and press Add. Switch off keeps a rule without asking it.
These defaults are asked at the site sign-in QR of every job whose gate forms are on and which has no list of its own. A job's own list is on its Safety page.
- A pre-start and fit-for-work default is added to the gate forms when your first job is won; gate forms switch on for a job at the win.
- Photos taken on a form are filed in the project's Documents as evidence, so they show in that day's site diary. A drawn signature is filed too but never treated as a photo.
- Every submission raises an event. With the Forms Watch pack on in Automations, failed checks become tasks and hazards become alerts; without it the register is a record, not a watchdog.
- The assistant can build a form from a description or a photo of a paper form, send one, schedule a recurring send ("the daily pre-start to the crew on Project X every weekday at 7am") and read responses.
- A submitted answer is never edited. A correction is a new response, so the register stays trustworthy.
- A worker who says they are not fit for work on a gate form is still let in; the shift records it and the supervisor is told.
- Removing every default gate form brings the daily pre-start back at the next won job. Switch it off instead to keep it gone.
- A sent link closes after 14 days; a QR poster's link never does, until you revoke it.
- Dollar figures do not appear here. A form is a record, not a cost.