Site access, joined up: company and worker inductions, site-specific induction, SWMS sign-on and visitor sign in

Published: 16 October 2026 Updated: 17 October 2026. Site sign in now checks the SWMS sign-on, and SWMS sign-on is rolled out to customer workspaces. Getting a worker onto site legally used to mean a chain of paperwork that lived in six places: the company's insurances, the company induction, each worker's induction, the site-specific induction, the SWMS they signed and the sign-in book at the gate. Every link is now in Deep Space and DS Site, and each one checks the one before it. A subcontractor is onboarded once, their workers are inducted for the project they are going to, they sign the SWMS you approved, and the gate knows all of it before anyone walks through. Features Company inductions decide who is compliant User Story As a contracts administrator, I want every subcontractor onboarded the same way, with their insurances checked and approved, so I know who is compliant before I raise a purchase order or subcontract. Before Company inductions were sent and chased by email, insurances sat in inboxes, and "compliant" was whatever the last person to check remembered. After From the Company Directory, open a company and click Send Company Induction. The company gets an email with a pre-filled DS Site form. When they submit it, Deep Space links the submission and its documents to the company by ABN, files the documents in Company Documents, and starts your Company General Induction approval workflow. Reviewers approve or reject from the company's Induction tab, and a rejection emails the company your comments so they know what to fix. A company is Compliant when three checks pass: a verified ABN or tax ID, an approved company induction, and no expired documents. The same answer shows on the directory badge, the Compliance filter and Compliance Rate card, the company's Compliance tab, and as a warning when you pick a non-compliant company for a purchase order or subcontract. Expiry reminders go to the company 30, 7 and 1 day before a document lapses. Impact One onboarding, one approval, one compliance answer that every register agrees on, and a warning at the moment it matters: when you are about to commit money. (1) Three checks decide Compliant, and an authorised user can ignore a check for your workspace. (2) Insurances and licences with their expiry dates. Worker inductions, sent by you or by the subcontractor User Story As a site manager, I want each subcontractor's workers inducted before they turn up, without me chasing every one of them. Before Only the builder could start a worker induction, so the builder chased the subcontractor's workers one at a time, and the subcontractor had no view of who was done. After Send Worker Inductions sits next to Send Company Induction on every company: pick the induction form and the workers, and each gets their own link. Subcontractors keep their own company details, insurances and employee register in the subcontractor portal, and a subcontractor admin can assign a worker to a project and send that project's induction from the portal, with the status visible to both sides. Workers induct on their own phone with no login, and once their details are in, they pre-fill on every later form, so repeat inductions are short. Impact The subcontractor does the chasing for their own crew, and you both see the same status. Workers arrive inducted instead of queueing at the gate on day one. (1) Send the company induction. (2) Send worker inductions to the people on that company's register. Site-specific inductions belong to the project User Story As a site manager, I want a worker inducted for this site, with this site's rules, not a generic induction they did somewhere else last year. Before Inductions were general. A worker inducted on one project counted everywhere, and every form asked them to pick their project from the full workspace list, so submissions landed against the wrong project. After Each project can have its own induction form, set in Project Settings > Site Induction. The induction QR code and link follow the project's form, falling back to your workspace default, and carry the project with them, so it arrives filled in. An induction can include licences with expiry dates, a video the worker must watch, quiz questions, the site map, evacuation plan and site rules, and an on-screen signature. The Site Inductions register lists every submission, and the "12+ Months Old" tile shows who may need re-inducting. Impact Every worker on site has done this site's induction, recorded against this project, with the evidence attached. (1) The induction QR code carries the project. (2) Inductions over twelve months old are flagged for renewal. Site sign in checks the induction before it lets anyone in User Story As a site manager, I want a worker without a current induction or a signed SWMS for this site stopped at the gate, not found in an audit afterwards. Before Sign in recorded who turned up. It never checked whether they were inducted, so the check happened after the fact, if at all. After Workers sign in by scanning the site QR code, which carries the project so nobody signs into the wrong site. Site sign in now checks three things before it lets a worker through: a Worker Induction in the last twelve months, the Site Induction for that project in the last twelve months, and today's SWMS sign-on for that project and their company. If any one is missing, or the sign-on is against the wrong project or company, the form won't submit until it's done. Workers must be logged in to DS Site for the checks to pass. The Site Sign On register shows who is on site now and who has been today, each person's site and company induction status, and how far from site they were when they signed in. Auto Sign-Out closes everyone off at a set time each day, Sign All Out clears the roster at once, and the workspace view shows every site with a project filter. Impact The gate enforces the inductions and the SWMS instead of the site manager. Attendance records are accurate enough to stand behind after an incident. (1) Site and company induction status against every sign in. (2) Distance from site at the moment they signed in. (3) Forgotten sign-outs closed automatically. Visitors sign in without the induction, and still show up in the register User Story As a site manager, I want clients, consultants and delivery drivers signed in and accounted for, without dropping the induction rule for my workers. Before It was all or nothing. Enforce the induction and visitors were turned away at the QR, or drop it and the rule stopped meaning anything. Visitors who did get in never appeared in the sign-in data. After Sites can now run a third QR code, Visitor Sign In, beside Sign In and Sign Out. It needs no induction, and each visitor lands in the same Site Sign On register flagged as a visitor, with their induction shown as "Not required", then signs out with the same Sign Out code as everyone else. For a gate without phones, a DS Site kiosk puts Site Induction, Site Sign In and Sign Off on one tablet, writing to the same register. Visitor sign in on the kiosk is coming next. Impact Workers stay held to the induction, visitors are still on the record, and the muster list is complete. The Visitor Sign In code sits between Sign In and Sign Out, with no site induction required. SWMS sign-on: the approved SWMS is the one workers sign User Story As a site manager, I want every worker to read and sign the SWMS we actually approved before they start, without re-uploading files or chasing paper sign-on sheets. Before Subcontractors sent their SWMS, the builder approved them, then someone re-uploaded the approved files into a sign-on form and chased signatures separately. Nothing tied a worker's signature to the version that was approved. After Subcontractors submit their SWMS from the subcontractor portal (Delivery > SWMS), which opens the SWMS form in DS Site with the project and their company already filled in. Each SWMS carries its trade, task description, high-risk activities, documents and expiry date, and lands in HSEQ > Risk & Controls > SWMS Register. Request Approval sends it through your SWMS approval workflow, with the trade, contractor and project travelling with the request. Within seconds of approval, Deep Space creates that company's sign-on form for the project in DS Site, carrying every approved SWMS file, so nobody uploads anything twice. The subcontractor copies one link for their crew, and each worker reads each SWMS, ticks the acknowledgement and signs with their own DS Site login. Builders who prefer one form for everyone can use the shared SWMS Sign On form on the HSEQ menu instead, and site sign in checks either one. A new Sign-ons tab shows the builder every company's form, the approved files on it, and who signed when (Today or All). Approve another SWMS from the same company and its files join the same form, so the link workers already have keeps working. Reject one and its files come off. Impact The SWMS on site is the SWMS you approved, and you can see who has signed it before work starts, and site sign in won't let them through until they have. One approval puts it in front of every worker. (1) Every submitted SWMS in the register, with high-risk work and expiry. (2) The new Sign-ons tab. (1) The trade, contractor and project travel with the approval request. (2) It runs your SWMS approval workflow. (1) Approval creates the company's sign-on form, with the approved SWMS files on it. (2) One link for the whole crew. (3) Who has signed today, in the subcontractor portal. What the worker sees in DS Site: (1) every approved SWMS for their company on this project, and (2) the acknowledgement they must tick. (1) The builder's Sign-ons tab. (2) The approved SWMS on each company's form. (3) Every sign-on, with the time it was made. Known limitations SWMS sign-on is now rolled out across customer workspaces and comes set up in every new workspace. The site sign-in checks are switched on per workspace by your Deep Space team, with notice. Sign-ons made without logging in to DS Site still go through but show as Anonymous and can't pass the site sign-in check, so workers must log in first. The link is copied rather than emailed for now, rows in the portal's My SWMS list can't be opened yet, and expiry dates are recorded but not yet enforced. Make status changes through the approval workflow rather than Update Status. How it fits together Company induction and compliance (once per company) > worker induction (once per worker) > site-specific induction (once per worker, per project) > SWMS sign-on (each worker, against their company's approved SWMS) > site sign in, which checks the worker induction, the site induction and today's SWMS sign-on before it lets anyone through. Visitors take their own route straight to sign in. How to run it, step by step Builder, once per workspace and project Set up the company induction form, its email and its approval workflow in Company Settings > Induction Settings and Delegation of Authority. Set each project's site induction in Project Settings > Site Induction. Download the project's Sign In, Sign Out and Visitor Sign In QR codes from HSEQ > Site Sign On, then print them and put them up at the gate. Builder and subcontractor, once per subcontractor In the Company Directory, open the company and click Send Company Induction. Approve the submission from the company's Induction tab. Click Send Worker Inductions for that company's workers, or the subcontractor can send them from the subcontractor portal. The subcontractor submits each SWMS from the portal (Delivery > SWMS). Approve the SWMS from HSEQ > Risk & Controls > SWMS Register. Deep Space then creates the company's sign-on form in DS Site automatically. The subcontractor copies the sign-on link from the portal and shares it with their crew. Worker Download DS Site and log in. Complete the worker induction (once a year) and the site induction for the project (once a year). Each day on site, open the company's SWMS sign-on form, read each SWMS, tick the acknowledgement and sign. Scan the Sign In QR code at the gate. If anything is missing, the form says so and won't submit. Site manager Check who has signed in the SWMS Register's Sign-ons tab, and who is on site in the Site Sign On register. Getting it set up The company induction form, its email and approval workflow live in Company Settings > Induction Settings and Delegation of Authority. Site inductions are set per project in Project Settings > Site Induction. SWMS sign-on, the visitor form and the site sign-in checks come built into every new workspace and are rolled out to existing ones. Your Deep Space team switches the sign-in checks on with you. The kiosk is still set up with you by the Deep Space team. The "How Contractor Compliance Works", "HSEQ User Guide" and "DS Site Kiosk Guide" help guides cover each step. Coming next Sign-on that requires a DS Site login, SWMS that expire automatically and come off the sign-on form, notifications when a SWMS is submitted or approved, sign-on forms from your own template, emailing the sign-on link from the portal, visitor sign in on the DS Site kiosk, and a sign-in settings page where you can link a visitor form yourself. Frequently asked questions What does a worker need before they can sign in? A Worker Induction in the last twelve months, the Site Induction for that project in the last twelve months, and a SWMS sign-on made today for that project and their company. How often do workers sign the SWMS? Each day they work on site. Site sign in looks for a sign-on made that day. Why was a worker refused at sign in? One of the three is missing, they signed against the wrong project or company, or they signed the SWMS without logging in to DS Site. Do workers need to log in to DS Site? Yes. Sign-ons made without logging in show as Anonymous and can't pass the sign-in check. Do subcontractors write their SWMS in Deep Space? No. They upload their own SWMS, you approve it, and workers sign the approved version. Can our team run a review checklist before approving a SWMS? Yes. Your SWMS form can carry review questions that only your team sees. Your Deep Space team sets these up with you. What happens if we reject a SWMS? Its files come off the company's sign-on form. A subcontractor has more than one SWMS on the project. Do workers need a new link? No. Each approved SWMS joins the same form, so the link workers already have keeps working. Can we use our own induction forms? Yes. Send them to your Deep Space team, or build them yourself in the DS Site form builder. Inductions can include photos, videos, the site map, quiz questions and a signature. Sign-on forms from your own template are coming next. What about visitors? They scan the Visitor Sign In QR code. It has no induction checks, and visitors still appear in the Site Sign On register and sign out with the same Sign Out code as everyone else. What if a worker doesn't have a phone? A DS Site kiosk tablet at the gate handles site induction, sign in and sign out. Visitor sign in on the kiosk is coming next. Do workers re-enter their details every time? No. Their DS Site profile pre-fills each form, including licences and expiry dates. Can the subcontractor see who has signed? Yes. The subcontractor portal shows who has signed today. Is this on in our workspace? SWMS sign-on is rolled out to customer workspaces. Your Deep Space team switches on the site sign-in checks with you, with notice to your site teams. Have feedback or an idea? Share it through the feedback portal in the platform. 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