Checklist for setting up new sites (for Administrators)
A consolidated checklist listing every setup step, site created, companies added, team invited, QR code printed, is complete before work begins on site.
Use this checklist to confirm your site is ready before the first worker arrives. It pulls every setup step into one place, so you can tick each one off and know nothing has been missed.
Each step links to the full how-to article if you need more detail.
Before you start
- You need Company Host access with Full Access permissions to complete every step below.
- Most steps are done on the web portal. A few can also be done in the Breadcrumb app, and these are noted.
- If you use the Procore integration, your sites, suppliers and users can sync from Procore. Check what has synced before adding anything manually.
1. Your site is created
- The site appears in Sites on the web portal.
- The site was created from your site template, so it carries your standard site settings.
- The site name and address are correct.
- The geofence covers the whole site, so workers can check in at the gate.
How to: Add a new site, Manage site templates, Adjusting a site's geofencing settings
2. Inductions and forms are on the site
- Your worker and visitor inductions are active on the site. Check under Sites > Manage Site > Inductions.
- Any site-specific forms, such as daily pre-starts, toolbox talks or permits, are added to the site.
- Visitor types are set for the site, so each person sees the right induction when they check in.
How to: Add or remove site inductions from a site, Add or remove site-specific forms from a site, Add or remove a permit to work from a site, Manage site-specific visitor types
3. Your suppliers are added and assigned
- Every subcontractor working on the site is in your Suppliers list, with a contact name and email.
- Each supplier is assigned to the site. Open the site and click Suppliers to check the List of Site Suppliers.
- Each supplier has been sent an onboarding invitation, so they can upload their SWMS and other safety documents.
- Workers have the off-site induction link, so they can complete their induction before they arrive.
How to: Add a new supplier, Assign a supplier to a site, Explained: quick and full onboarding, Send off-site induction link to suppliers
4. Your site team is invited
- Your Site Manager and anyone else running the site has Site Host access to this site.
- Each person has the right permissions for their role, such as approving inductions and reviewing supplier documents.
- Your site team has downloaded the Breadcrumb app and can see the site in the Host Panel.
- Host notifications are set up, so approvals don't sit waiting.
How to: Explained: Company Hosts v Site Hosts, Assign role-based permissions, Assign individual user permissions, Download the Breadcrumb app, Manage host notification settings
5. Your QR code is printed and on display
- The site QR code and instructions are printed. On the web portal, go to Sites, find your site and click Print Instructions.
- The QR code is displayed where every worker will see it, such as the site entry, gate or site office.
- Your site team knows how to show the QR code from the app if a worker needs it. In the app, tap Host Panel > Show Site QR Code.
- Optional: a tablet is set up in kiosk mode for workers without a phone.
How to: Print your site-specific QR code and instructions, Set up a site kiosk
Final check before day one
Do a test check-in yourself, or ask a member of your site team to. Scan the QR code, complete the induction and confirm the check-in appears in the site's attendance. If it works for you, it will work for your workers.
Quick checklist
- Site created from template, with the correct name, address and geofence
- Inductions, forms and visitor types added to the site
- Suppliers added, assigned to the site and sent an onboarding invitation
- Site team invited as Site Hosts, with the app downloaded
- QR code printed and on display
- Test check-in completed