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How do I replace an expired document (e.g. SWMS or SDS)?

Updating a document once its validity period has lapsed.

When one of your documents passes its expiry date, such as an SDS or insurance certificate, it stops being active on site. Your crew can no longer view or sign it, and the head contractor sees it flagged as expired. Upload a current version to get it active again.

Before you start

  • Your upload link: Use the document upload link from the head contractor's onboarding email for that site. If you can't find it, ask the site team to send it again.
  • The new document: Have the current version ready as a PDF, along with its new expiry date.

Upload the replacement

  1. Open the head contractor's email and click the upload link.
  2. Find the document type that needs replacing, for example SDS.
  3. Upload the new version of the document.
  4. Enter the new expiry date, and any other details requested, such as the version date.
  5. Click Submit.

What happens next

  • Review: The new version goes to the head contractor's site team for review, the same as your original upload.
  • Approved: The new version becomes active on site and your crew can view and sign it again.
  • The old version: Your expired document stays on record. It isn't deleted.

Good to know

  • Replace documents before they expire: Upload the new version as soon as you have it. Expired documents stop being active on the expiry date, and the replacement still needs to be reviewed before your crew can use it.
  • Check the expiry date you enter: The document becomes inactive automatically on that date, so make sure it matches the document.
  • Working on several sites? Documents are uploaded per site, so replace the expired document on each of the head contractor's sites where you work.