Site sign-in
The sign-in page is what opens when someone scans the QR on the gate. There is no login. Your crew enter a four-digit PIN and are signed in or out; the first time, they confirm their mobile with a texted code. A subcontractor's worker picks their company, proves their mobile, acknowledges their SWMS and your site induction and is signed in, unless the gate compliance check stops them. A visitor or delivery driver gives a name and company and ticks two boxes or fills in your visitor declaration. Every one of these opens a shift on the job's attendance register, so Site home shows who is on site now and the timesheets fill themselves in.
A workshop or office has its own QR. There the crew sign in with the same PIN and, when they sign out, split the day across the jobs they worked on.
- The job's QR is on Crew & timesheets inside the job: print it with Print poster (your branded poster) or Download PNG, and Disable QR closes the site. A workshop or office QR comes from Locations, where each location shows QR enabled or QR disabled.
- Crew need a PIN. You set it on Crew (Set PIN); PINs are unique within your business. A crew member also needs a mobile number: the first sign-in texts a code to it.
- Subcontractors can only sign in once their company is engaged on the job (the award puts them on the gate list). Their workers' tickets come through the subcontractor portal.
- The site induction is set per job under Induction; crew and subbie workers are asked to go through it before their first sign-in and again whenever you change it.
- Gate forms (a daily pre-start, a visitor declaration, a sign-out form) come from Forms; a required one is asked on the sign-in page itself.
- The QR encodes an address anyone can open, so it is not a credential on its own. The PIN, the texted code and the induction are what identify a person. Do not share PINs.
- Scan the QR. The page shows the job name and address and ENTER YOUR PIN.
- Enter the four-digit PIN. The first time a number is used it is confirmed: "First time signing in — we've texted a 6-digit code to your mobile." Enter the code and the sign-in continues. Re-entering the PIN resends.
- The page greets them by name and says whether they are signed in here, signed in elsewhere or not signed in, with one big button: Sign in or Sign out. Signing in here while signed in at another site ends that shift first and says so.
- If an induction is due, pressing Sign in opens it first: they step through it and tick every condition. If a required gate form is owed (a pre-start, say), it comes next, filled on the same page. Then the sign-in completes.
- Signed in or Signed out confirms, with today's, this week's and the last four weeks' hours on sign-out. After signing in they can add an arrival report (Site conditions on arrival, with photos); before signing out, an End-of-day sign-off (what was finished, issues, photos). While signed in they can also report an issue or incident.
- Press New here? Request access, enter a name and mobile and send. "The supervisor texts your PIN to this number."
- On your side the request appears on the job's Site home and on Crew, marked as self-requested. Approving it picks a PIN and texts it to them. Nothing is signed in until they come back with the PIN.
- Press Signing in as a subcontractor? and pick the company from the list of subs engaged on this job.
- Enter a mobile and press Send code, then enter the six-digit code texted to it. A phone remembered from an earlier code (Remember this phone for 30 days) skips both steps; Not me starts over.
- Confirm Your name and Work email (both required).
- Your SWMS: if the company has a SWMS on file for this job, they open it and tick "I have read this SWMS and will work in accordance with it." If none is on file, they are told you will be informed and tick "I will give my current SWMS to the site supervisor today."
- Step through the site induction and tick every condition, then any required gate form. The sign-in completes and the page confirms.
- If the company's compliance documents block them (an expired white card linked to that worker, or a blocking company document), the page says You can't sign in to this site yet, in plain words and without dates or document names, and tells them not to start work and that the supervisor has been told.
- Press Visiting or making a delivery?, enter name, company and mobile.
- Tick I have been inducted to this site and I have a current SWMS for my work today, or, when the job has a required visitor declaration form, fill that in instead (host, purpose, PPE, assembly point, signature).
- If the company or mobile matches a subcontractor on the job, the page says so and offers the subcontractor flow; a genuine visitor can continue as a visitor and the supervisor is told.
- The phone remembers the visit, so the same device shows SIGNED IN AS VISITOR with a sign-out button when they scan again.
- Scan the location's QR and enter the PIN. Sign-in opens a shift at the location with no job yet.
- At sign-out the page asks where the day went: one or more rows of activity (project, workshop, office, estimating, training, travel, leave and so on), a project where the activity is a project, and a percentage. The total must reach 100. Add another project adds a row.
- Signed out shows the split in minutes. The hours post to those jobs (non-project time goes to your overheads) and the last activity used is remembered for next time.
- Every sign-in and sign-out opens or closes a shift on the job, which Site home shows live and Timesheets picks up for approval. Forgotten sign-outs close automatically at 11:59 pm and are flagged on Site home to set the real time.
- Induction acknowledgements are recorded per person per job, with the version and the exact conditions ticked, and kept for every version ever acknowledged. SWMS acknowledgements are recorded per worker per document per day, and "I will provide my SWMS" is recorded as exactly that.
- Gate form answers are filed against the shift. A "not fit for work" answer never blocks the person; it is recorded and the supervisor is told.
- Your inbox in Base is told by default when a subcontractor sign-in is blocked and when one goes through with a warning (no SWMS on file, a visitor who matched a sub, a not-fit-for-work answer). Ordinary sign-ins tell nobody.
- Photos from arrival, sign-off and incident reports become site photos on the job and feed the diary.
- PIN guessing is throttled and locked out; a wrong PIN and a locked-out PIN get the same answer.
- A crew member's first sign-in needs a mobile that can receive a text. A member with no number on file, or a number that is wrong, cannot get past the code.
- Subcontractor workers must give a work email; the sign-in refuses without one.
- A missing SWMS does not stop a subbie worker; an expired white card uploaded against that worker does. "Nothing on file" warns you, "expired" blocks.
- Changing the induction asks everyone to go through it again on their next sign-in, including crew who were signed in yesterday.
- Visitors are remembered on the device, not by name. A visitor who scans from a different phone will not see their sign-out button; they sign out from the supervisor's side instead.
- At a workshop, the job split is asked at sign-out, not sign-in, so the hours cannot be posted to a job until the person signs out.
- Disable QR closes the site for everyone at once; the page says "Site closed".