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Contractor Site Onboarding

The Subcontractor company admin will receive an invite to onboard documents for relevant sites.
Subcontractor administrator uploads relevant site-specific documents such as site-specific SWMS, plant
documentation (Maintenance records, registration etc..), completes the site onboarding form and SWMS
review form. Then the Project team verifies all site documents.
Site Onboarding Invite
The site team will send you an invite to the site that you will be completing work on. You should receive a link
with information regarding this process. If you do not receive the email (it may have gone to your junk folder)
you do not need the invite to complete this process.

Simply log into ShadConnect. Click on the “Company Resources” button on the home screen.

Next click on the “Site Onboarding” button.

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On this screen you will see instructions as well as a list of the sites you have been invited to at the bottom of
the screen – as per the example below. Chose the site that requires onboarding and click it to open the
onboarding screen for that specific site.

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The statuses for Site Onboarding are as follows:

  • Pending: The Site Onboarding is not started yet or there is missing information that you still need to complete.
  • Expired: Some submitted, documents have expired.
  • Review Plant: You have documents that have expired since providing them, you need to click this site and upload current documents
  • Rejected: Attached documents may be incorrect, expired, or illegible. Click the document to see notes you would have received an email from the rejector with notes to advise of the issue.
  • Compliant: All provided documents have been verified by the site team.

This status affects the overall onboarding status. If all other onboarding processes are completed and site
onboarding is verified, but there are expired plant documents or rejections, a new status of ‘Review Plant’ will
appear, requiring immediate attention.

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Both checklists “Site Onboarding Form” and “Site Specific SWMS Review” must be completed by the
subcontractor. If one is missed, then the subcontractor cannot be approved to enter site.

The Site Onboarding Form covers:

  • A Brief description of the works you are undertaking
  • Verification that Site Specific SWMS will be provided as per legislation (site address and site contact to be added)
  • Acknowledgements regarding requirements for Plant / Workers / PPE / other

The Site-Specific SWMS Review covers:

  • Your SWMS name / what is being covered by these SWMS relating to your work on site
  • Acknowledgements regarding minimum requirements for all SWMS – this information mentioned must be within your SWMS
  • WHS Requirements listed – these must be read and reviewed (All Yes / No answers)
  • Checklist covering WHS Controls you have in place within your SWMS for key High-Risk hazards

If you are bringing plant to any sites – you will need to review the “Work Instruction - Shadconnect
Subcontractor Plant Onboarding” Guide.

If you don’t have a copy of this, you can contact
[email protected] or go to Contractor Plant Management Process

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If you, as a subcontractor, are bringing other subcontractors to any Shadforth sites – in the Site Onboarding
screen you will see the “Invite Subcontractor” button. Once you link them, they will receive the “Site
Onboarding” invite email and complete this same process.

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