Skip to content
English - Australia
Contact us
  • There are no suggestions because the search field is empty.

How do I report on documents (e.g. SWMS, SDS, Insurances)?

Reporting on the status and expiry of compliance documents such as SWMS, SDS, and insurances.

The documents your subcontractors upload, such as SWMS, SDS and insurances, are kept in the Company Docs register. Use it to check what's been uploaded, what's still waiting for review and what has expired, either across all your sites or for one site at a time.

Before you start

  • Access: you'll need Company Host or Site Host permissions. You'll only see documents for the sites you have access to.
  • Web only: the registers are available on web.
  • Expiry dates: a document can only show as expired if it has an expiry date. Make sure expiry dates are captured when insurances and other documents are uploaded or reviewed.

Check one subcontractor at a glance

The quickest way to see where a subcontractor is up to on a site is the site's Companies register.

  1. Open the site and go to its Companies tab.
  2. Look at the documents column for each company. Each document type is colour coded:
    • Green: uploaded and accepted.
    • Amber: uploaded and waiting for review.
    • Red: uploaded but expired.
  3. Use the Pending and Expired tabs at the top to list only the companies with documents that need attention.
  4. Click through from a company to open the Company Docs register, already filtered to that company.

Report on documents in detail

Across all your sites

  1. On web, select Registers from the main menu.
  2. Choose Company Docs.

For one site

  1. Open the site.
  2. Go to its Company Docs tab.

Each row shows the document name, type, who uploaded it and when, its expiry date and its status.

Filter the register

  • Search
  • Type: for example, SWMS, SDS or insurances.
  • Site: one or more sites (all-sites view only).
  • Company
  • Status
  • Date submitted

For example, filter by type and status to list every insurance certificate that has expired across your sites.

What the statuses mean

  • Pending: uploaded and waiting for review.
  • Accepted: reviewed and accepted.
  • Rejected: sent back to the subcontractor to upload a new version.
  • Expired: the expiry date has passed.

Accepted documents may show as "Approved" in PDFs that sync to Procore. It means the same thing.

Review documents waiting for approval

Open any pending document from the Company Docs register, or from the Approvals register to see pending items from every site in one list. From the record you can accept or reject it, complete a review sheet, set an expiry date and add a comment.

Download a document

Click any row to open the full record, then download it as a PDF for your records. If your sites are connected to Procore, the record also links to the matching document in Procore.

Good to know

  • Documents are stored per site. If a subcontractor works on five sites, each site holds its own copy of their insurance. Uploading it to one site doesn't add it to the others.
  • Exporting the full register as a spreadsheet isn't available yet. Filter on screen and download individual documents as PDFs. If you need a full export, contact our Support team.
  • Expiry reminders by email can be set up by your admin in your company's supplier document settings, so you don't have to check the register manually.

Need help? Contact our Support team with the site, company and document type you're looking at, and we'll take a look.