Getting started

1. Open the dashboard file in Microsoft Edge or Google Chrome (save it to a folder first – don’t run it from an email or preview window).
2. Click the project name in the top bar and type the project (e.g. CN24373). Press Tab or click away to save it.
3. Set the project Start date in the top bar. Scheduled tasks (weekly inspections, monthly report, 6‑monthly test & tag, etc.) are calculated from this date.
4. If the PM has handed you their delegated tasks (drills, toolbox, safety committee, emergency posters), switch the top‑bar toggle to + PM delegated.
5. Click Set up auto-backup (⚙ menu) once, and use ⚙ › Export data regularly to keep a backup file.

Finding your way around

• Five tabs across the top: 🏠 Home · ✓ Tasks · 👷 Subcontractors · 🗂 Records · 📚 Library. The red number on Home is the overdue count.
• Inside a tab, the row of buttons under the top bar switches between its pages:
  • Tasks: All tasks · Overdue · Calendar · Linked processes · Task triggers · Progress & activity
  • Records: Forms & registers · SharePoint documents · Toolbox & training · Behaviour & HR log · Asbestos permit builder
  • Library: Training guide · How to use · Procedures & guidance · Role: Site Safety Advisor · Content patches
• ← Back (left of the tabs) returns to the page you were on before – including the filter you had on All tasks. The browser’s back button and Alt + ← do the same.
• The ⚙ menu (top right) has Log a form, New project task, New subcontractor, Export / Import data, Counting overdue from…, Content patches, and the Pulse counts with the auto-backup status.
• 💬 Ask (bottom right) answers “where is / where do I save / how do I” questions.

Home

• Four columns across the top – Calendar (click a day to see what’s due), Today (daily checks to tick plus anything else due today), Overdue (everything overdue with Mark done / Explain missed) and This week (everything due in the next 7 days, by day – weekly tasks due on Friday show here a full week ahead). Each column scrolls on its own.
• 📊 Statistics – click the Stats tab on the left edge to slide the statistics panel out (click again or ✕ to hide). Drag its right edge to resize – it snaps to set widths (or S / M / L / XL). For now it shows the subcontractors: totals, who is on site or starting in the next 14 days, how many are fully onboarded, overdue onboarding steps, progress for each subcontractor (click one to open it), progress on each onboarding step across all subcontractors, and a count by trade. The red number on the tab is the overdue subcontractor steps.
• 📝 Daily notes – click ▾ Notes for this day to collapse or show the notes list (remembered). Open a day (e.g. Today) and open the ⋯ menu next to the Daily notes title and choose ⤵ Pull in earlier notes to bring notes from previous days into it – choose how far back, show only notes not yet complete, search, tick the ones you want and click Copy into this day. ⏭ Copy to next day in an open note puts a duplicate on the following day – with its additions, unticked – and both notes show where they were copied from / to. Tick a note (or a single addition) to mark it complete – it’s struck through with who completed it and when; “Hide completed” tidies the list. Change the order with ↑ ↓ or by dragging a note. Click ＋ New note to collapse or show the new-note box (remembered). Notes for the day are listed in a compact scrollable box – click a note’s title to open it, or Expand all. In an open note, ＋ Add to this note adds more underneath with its own time and name. Click the Notes tab on the right edge of the screen to slide the notes panel out (click again or ✕ to hide it). Drag its left edge to resize – it snaps to set widths (or use S / M / L / XL). Notes are kept per day: add a title and the details, step between days with ‹ ›, edit or delete a note, and search all notes at the bottom. Each note is saved with your name, position and time, goes to SharePoint with the dashboard data, and is recorded in the Audit trail.
• 📋 Take 5 review (Tools tab, and the Take 5 review task) – loads every Take 5 submitted in Jotform, newest first, one row per hazard with its controls and whether they were sufficient (any “No” answers on the checklist are flagged). Choose the Action taken for each hazard – No action required, Added to SWMS, Risk assessed or Other (with a description); it’s saved with your name, position and time and recorded in the Audit trail. Filter to “No action recorded yet” to see what still needs reviewing. The Jotform API key is set once in ⚙ Jotform connection (Editor) and saved with the SharePoint data, not in the dashboard file.
• 🗺 Chainage map & Street View (Tools tab) – the Bruce Highway chainages Ch 102.8 – 147.4 from Queensland Globe (blue) and the CN24373 project source chainage (orange) on aerial imagery, with a chainage point every 20 m (zoom in to see them all) and the CN24373 culverts (7H, 8A, 8B, 8G, 9A) as purple ◆ points of interest – type a culvert number in “Go to Ch” to jump to it. Click a point or anywhere on the road for the exact chainage, then Facing increasing / decreasing Ch ↗ to open Google Street View in a new window (look around 360° there). Use ‹ 20 m › to step along the road, or type a chainage in “Go to Ch”.
• ➕ Submit again – once a task with a due date is done, it shows ✓ Done and a ➕ Submit again button (Tasks page, Home lists, Today’s checks, Calendar and the task pop-up). Use it to record an extra submission before the next due date – e.g. a weekly inspection done twice in a week. It doesn’t change the next due date; each extra submission appears in the Completed log and the task’s record.
• 🔗 Link manager – only shown when you log in with the position Management Systems Administrator. It lists every hyperlink (forms, registers, save folders, records folders, IMS master copies and library files, procedures and guidance, tools, external sites and the SharePoint save location), searchable by form or register number, name, task or address. Links can be changed only here (log in as Editor) – each change asks you to confirm, can be reset to the original, and is recorded in the Audit trail.
• 🕵 Audit trail (Records tab) – every change is recorded with the editor’s name and position and the time: ticks, onboarding and process steps, forms logged, explanations, close-outs, reopenings, comments, and every other change (tasks, subcontractors, registers, settings, imports), plus log-ins and log-outs. Filter by person, action or date, or download it as CSV. Names also show on comments, completion records and the Completed log.
• 📂 IMS Links (tab next to Library) – every current form and register in the IMS Forms & Registers library, grouped by procedure, with search and filters. Click a name (or DOCX / PDF / XLSX) to open it in a new tab; “✓ In my tasks” marks the ones your Site Safety tasks use.
• 🔐 Logging in – when the dashboard opens, choose Viewer (see everything, change nothing) or Editor (full access). Only one person can be the editor at a time; anyone inactive for an hour is logged off automatically (with a 5-minute warning). The editor’s dashboard saves its data to the SharePoint Dashboard folder every few minutes (plus a daily copy in “Dashboard backups”), and viewers load that and refresh automatically. Set up the connection in ⚙ › ☁ SharePoint save location.
• 📅 Task calendar – in any task pop-up (and on each card on the Tasks page). It shows a calendar with only that task on it, past and future. Click a day to open the record, mark it done, reopen it, explain a miss, comment, move that one due date, or Log another completion for the same date. On a day with nothing scheduled you can Add this task (or add and mark done). Added dates have a dashed outline and can be removed.
• 🧩 Customise Home – the button at the top right of Home (also in the ⚙ menu) lets you show or hide each card, set its width (quarter to full) and height (short to extra tall, or fit everything), and move cards up or down. Reset to default puts it all back.
• ↺ Reopen – anything completed, explained as missed or closed out can be reopened from the Completed log, the task pop-up, the Calendar, Home lists or the subcontractor step. It asks you to confirm and lets you give a reason; it then shows as open (or overdue) again. The original record and the reopen reason stay in the comments.
• ✅ Completed log (Records tab) – every completed, explained or closed-out item, newest first, with filters by task, date and text. Click a row – or View record on any completed item in the Calendar or Home lists – to see the full record for that date: when it was ticked, forms logged, evidence files and the comments for that due date.
• 💬 Comments – a comment is only a note: it never marks a task done or closes it. Only Explain missed (or Close out) closes an overdue item – that explanation is also saved in the comments, locked, until you Reopen it.
• 💬 Comments – every task, subcontractor step and process step has a 💬 Comment button (also in the task pop-ups). Type a note such as “Sent an email request for SWMS” and press Enter – today’s date is added automatically. The latest comments show under the task or step; click × to delete one (asks first). Comments are included in Export/backup.
• Weekly tasks are all due on Friday – change the day in the ⚙ menu (Weekly tasks due on…).
• Number cards – overdue (click to see them all), due today, next 7 days (opens the calendar) and done on time over the last 30 days.
• Needs attention calendar – each day shows coloured counts: red overdue, amber due today, blue coming up, green done. Days with anything overdue are tinted red. Click a day to see its items beside the calendar with Mark done, Form, Folder and Explain missed. ‹ › change month, Today jumps back.
• Daily, Weekly, Fortnightly and Monthly task lists – scrollable cards under the calendar, one per frequency, with each task’s status (overdue, due today, done, next due) and Mark done, Form, Folder and Explain missed buttons. Overdue tasks sit at the top. The Monthly card also lists quarterly, 6‑monthly, annual and one-off tasks underneath.
• Triggered tasks – everything done when something happens (no due date), with Log, Form and Folder buttons.
• Today’s checks – tick off the daily tasks (alcohol testing, Take 5, delineation, optional QR observation). Missed days show in red.
• Overdue – the five oldest overdue items with a Mark done button.
• Something happened on site? – tiles for incident, injured worker, stop work, suspected asbestos, plant arriving, new worker, new chemical and permits. Each shows the steps and Start this process. More triggers… covers the rest.
• Subcontractors and Open processes – progress bars and the next step.
• Quick links – your pinned forms, registers and folders. + Pin adds one (type a code, or folder: and a code for its save folder); × removes it.

Search and links

• The search box in the top bar searches everything as you type: forms, registers, documents and SharePoint folders first, then tasks, procedures (P‑), guidance (G‑), linked processes, Training guide topics and pages.
• Type a code (F-056, R-048, G-002) or words (first aid register, permit validity). Every word must appear in a result.
• Each result has buttons: Open (the form, register or procedure in SharePoint), Folder (its save folder) or Summary (the procedure summary). Clicking a task opens its Training guide card; a linked process opens its template.
• Keyboard: ↑ ↓ to move, Enter to open, Esc to close. The last line searches the Training guide for the same words.
• Every mention of a form, register or save folder anywhere in the dashboard (code badges like F-007 and underlined codes in text) takes you to All tasks filtered for that item, with Open form / Open folder buttons at the top. Ctrl+click (or middle-click) opens the SharePoint file or folder directly. Procedure and guidance mentions (P‑ / G‑) open the document.
• A code shown as plain text has no current copy in the IMS Forms & Registers library (e.g. R-004 PINC Register).

Ask the dashboard (💬)

• Click 💬 Ask (bottom-right corner) and type a question in plain words. It is not AI – it only searches what is already in this dashboard: forms, registers, save folders, tasks, linked processes, the Training guide and the procedure summaries.
• Good questions: Where do I save a PINC? · Link to the alcohol testing register · How do I do a confined space entry? · Which procedure covers drug testing? · How often is test and tag? · Who is responsible for the toolbox?
• It recognises the kind of question – where is / link to, where do I save / send, how do I, which procedure, how often / when, who – and answers with buttons to open the form, the save folder, the procedure, the Training guide, the task or the linked process.
• Use form numbers (F-007, R-025) for the most exact answers. If it can’t find something, try other words or the search box at the top. The conversation isn’t saved – ⟲ clears it.

Asbestos Clear Zones permit

• The Asbestos Clear Zones document is a statement of the areas that are clear of asbestos (encapsulated), shared with workers at pre-start. The builder itself is marked Information only – not a permit to work; that wording doesn’t appear on the Word document.
• Records › 🧾 Asbestos permit builder – or type permit or asbestos in the search box or Ask (it’s listed first under Tools), the Permit to work tile on Home, or Build permit on the permit task card – mark cleared (encapsulated, green) and exposed / potential ACM (red) areas on the chainage map, fill in the permit details and click Generate permit (.docx). It needs an internet connection for the map and imagery.
• The permit number counts up (CN24373 F-11X-###) and is valid 6 days by default. Generating a permit logs it and ticks off the weekly permit task automatically.
• Brief it at pre-start and get the daily sign-on. Reissue whenever the cleared or red areas change. If suspected asbestos is found, use the Suspected asbestos tile on Home.
• Save every generated permit – and the signed copy – in the Encapsulated area permit folder (the 📁 Permits folder button). Look there for existing permits. The browser can’t save into SharePoint by itself, so drag the downloaded .docx into the folder.
• The builder opens in its own browser tab (allow pop-ups for the dashboard if nothing opens). It now includes the encapsulation type, points of interest, the Green Zone checklist, signatures, daily sign-on, air monitoring results, and Open existing permit… to reissue or update an earlier permit. Its details and drawn areas are saved in this browser and included in Export data.

🧰 Tools menu & Chainage Reference Video

The 🧰 Tools tab holds the Chainage Reference Video, the TGS video audit tool and the Asbestos permit builder. Each opens in its own browser tab.

Chainage Reference Video – the reference drive video with the chainage on it. Choose the video once (remembered), load the chainage KML once (remembered), then type a chainage and click Go. Opened from the TGS video audit tool’s Chainage reference video ↗ button, it follows the inspection video’s chainage and shows an orange marker on the audit tool’s map.

TGS video audit tool

• An option for the weekly TGS audit: review a drive-through video against the TGS / sign plan. It opens in its own browser tab from the 🎥 Video audit tool button on the TGS audit task (task card, Home lists, calendar day list, task details and the Mark done window), Records › 🎥 TGS video audit, or search “TGS video”.
• Load the video (and GPS track if you have one), the TGS / plan PDF, pause on each sign and Capture, mark it up, then Export PDF record. Save the PDF (and the session file) in the Safety Advisor TGS Inspection folder and mark the TGS audit done. It needs an internet connection for the map and PDF parts. If nothing opens, allow pop-ups for the dashboard.

A typical day

1. Before prestart: check the breathalyser, then alcohol test everyone on site (TMR requirement) and record it in R-025. Review the day’s Take 5s.
2. Walk the site for the delineation check (barricades, flagging, signage) and record it in the daily diary (F-036).
3. Open Home: tick off Today’s checks, then work through the red days on the Needs attention calendar and the Overdue list – or use Tasks › All tasks, where every task card has its own Form, Folder, Mark done and Explain missed buttons.
4. Use Form to open the blank form, complete it, then Folder to save it in the right place (or Email where it must go to admin). Click Mark done.
5. When something happens on site (a new worker, plant arriving, a new chemical, high‑risk work, an incident, a stop‑work), find it under Tasks › Task triggers or When this happens on site… on the dashboard, start the linked process if there is one, and click Log once the form is done.
6. Check Subcontractors for onboarding steps due for anyone starting soon.
7. Mondays: the weekly TGS audit (including globals). Month end: F-120 report, legislation review, positive recognition, random drug testing.

Dashboard

• Needs attention – everything overdue or due in the next 14 days, including subcontractor onboarding and linked-process steps. Click a task name for its details.
• Stat cards – overdue, due today, due in 7 days, on‑time rate and forms logged this month. Click Overdue to open the Overdue tasks page.
• When this happens on site… – event‑triggered tasks with their form and register links and a Log button.
• Scheduled cycles – progress for each repeating task, last completed, next due and any missed dates (click a missed date to explain it).
• Daily alcohol testing and random drug testing show R-025 register / R-029 register buttons to record the tests performed.
• ⇩ Report downloads the form log as a CSV for Excel – useful for the monthly F-120 report.

Overdue tasks

• Lists everything past its due date that hasn’t been completed, closed out or explained – scheduled tasks, subcontractor onboarding steps and linked-process steps – oldest first.
• Filter by type or search; Mark done, Explain missed or open the form straight from the list (the same buttons are on each All tasks card). Export CSV gives a list for meetings or reports.
• Counting overdue from (top of the page) – nothing before this date is flagged. It defaults to the first day the dashboard was used; set it earlier to include older misses.
• Each task is only tracked from the date it was added to the dashboard – a new project task, a task added in an update or by a content patch never creates backdated overdue items, even if its first due date is in the past.
• Daily tasks (alcohol testing, Take 5 review, delineation check) are flagged for every missed work day (Mon–Fri) until ticked or explained. The optional QR site inspection is never flagged. For a day with no work (public holiday, wet weather), close each one with an explanation.

Completing tasks and logging forms

• Click any task name in Needs attention, Overdue tasks or the calendar to open its details – who’s responsible, how often, the process and steps, form links, procedures and recent history – with Mark done / Close out buttons.
• Mark done (dashboard, All tasks card or task details) or the Done tick box (calendar) completes a scheduled task and records the form against that date. On an All tasks card the button shows the date it will complete (today, or the most recent missed date). Click again / untick to undo.
• Log a form (Actions menu or the dashboard) records any form – pick the form, date and a reference such as the worker’s name, plant ID or chemical. The log window also has Open form, Open save folder and Email to admin buttons.
• Tasks with no form, register or folder (Take 5 review, weekly TGS audit, WHS toolbox meeting, emergency posters, safety device procurement and any similar project task): Mark done opens a window for comments and evidence – photos, videos, marked-up documents, audits (click or drag files in). The files are kept in the dashboard and shown under 📎 Evidence on the task (All tasks, Home lists and the task details window). The window has an 📁 Open folder button for the task’s records folder (Take 5s, Safety Advisor TGS Inspection, 05. Project WHS Meetings, APP-G ERP, Site Safety) – drag and drop the reporting files into it. Records › 📎 Evidence & submissions lists every past entry with its comments and files to open, filtered by task, date or search, with buttons for each records folder. Set a task’s records folder with Edit › Records folder. Evidence files stay in this browser – they aren’t included in Export data, so keep the originals in the records folder.
• Explain missed – a past item that wasn’t done: enter why and it stops showing as overdue (listed as “Missed – explained”). Available on the Overdue list, the dashboard’s Scheduled cycles and each All tasks card (oldest missed date first).
• Close out – close any task or step without completing it. An explanation is required; use Reopen to undo.
• The dashboard only records that a form was done – the completed form itself must still be saved to SharePoint or emailed.

Task calendar

• Use ‹ › to change month and Today to jump back.
• Colours show who the task belongs to: orange Site Safety, blue shared, purple PM‑delegated, teal project task, pink subcontractor onboarding, red overdue, grey a logged form.
• Click a day to see its tasks on the right, tick them off, or + Log form on this day for a form completed on an earlier date.
• Daily tasks show on past work days and today only – future days aren’t listed, to keep the calendar readable.

Tasks and project tasks

• Tasks › All tasks lists every task with who is responsible, how often, the process and notes. The badge shows the interval (e.g. ⟳ Weekly) or ⚡ As required. Tasks with a register (e.g. drug and alcohol testing) show “Record tests in:” buttons.
• Tasks include those added for the Site Safety Advisor role and by the PM – e.g. system and subcontractor audits (F-060, F-021), Management Review input, monthly legislation review, positive recognition, weekly TGS audit, daily delineation check, works methodology input and safety device procurement.
• Each task card has its own buttons: Form, Folder, Mark done (today’s occurrence, or the most recent missed one – the date is shown) and Explain missed (oldest missed date), plus a status line – due today, next due, number missed and last done. As-required tasks have Mark done (log); onboarding steps link to Subcontractors.
• Frequency buttons at the top of All tasks: All · Due & overdue · Daily · Weekly · Fortnightly · Monthly · Quarterly / 6‑monthly / annual · As required · Optional · Onboarding · Project tasks (each shows how many).
• Edit on any task card changes the task itself: name, person responsible, scheduled or as required, frequency (daily work days, weekly, fortnightly, monthly, quarterly, 6‑monthly, annually, once or every X days) and first due date, mandatory or optional (optional tasks are never flagged overdue), trigger, the form and register codes, the main form’s link, save folder and email, process, notes and important note. A changed schedule is tracked from the day you change it, so no backdated overdue items. Before the window opens you confirm that you want to edit the task, and before anything is saved you see a list of exactly what will change (old → new) to confirm. You can also move a single due date (e.g. shift one week’s audit to Tuesday) and, for onboarding steps, change the days from the subcontractor’s start. Reset to original undoes your changes, including moved dates. Edits are saved in this browser and included in Export data. Project tasks use the same Edit button, with the same mandatory / optional choice.
• Filter the list by any form, register or save folder (with the number of tasks using it), or search the task text. The banner shows how many tasks use the item, with Open form / Open folder buttons. Clear filter shows everything again.
• ⚙ › New project task adds a task for this project only – name, schedule or trigger, form and SharePoint links, process and Training guide fields (one item per line). It then appears everywhere. Click Edit on its card to change or delete it.

Task triggers

• Tasks › Task triggers lists everything that starts because something happens rather than on a schedule – triggered tasks, linked processes, scheduled tasks that are also needed outside their schedule (e.g. SWMS review after an incident), event-based onboarding steps and project tasks with a trigger.
• Each item shows the task name first, then When: the trigger in plain words. Expand it for who’s responsible, the process and the form buttons, with Log, Training guide or Start this process.
• Search, or filter by type with the buttons at the top.

Linked processes

• Step-by-step sequences from the procedures. Date-tracked (⏱): incident response, new chemical, plant arriving, new worker, project start-up, non-compliant arrival, return to work (injured worker), stop work. Checklists: trench & excavation permit, confined space, hot works, variation, emergency drill cycle.
• Choose a process, enter a reference (e.g. the PINC number or chemical name) and the date, then Start. Date-tracked steps appear on the dashboard, calendar and Overdue list.
• Steps marked If applicable (e.g. notify WHSQ) can be ticked or closed with an explanation.

Subcontractors (P-021 onboarding)

• ⚙ › New subcontractor (or + Add subcontractor on the Subcontractors tab): enter the company, trade, contact and planned start date, then Add & schedule steps.
• The 13 onboarding steps start with checking RCG’s safety requirements are in the subcontract / PO, then the Communication Pack, Workmetrics checks, the 2‑week / 2‑day / day‑before checks and arrival. Steps are dated from the start date and appear on the dashboard and calendar.
• Step 2: Email: Onboarding and Email: Documentation open the Communication Pack templates with the contact’s details filled in – copy the text into Outlook, attach the induction guide and Plant Maintenance Log, and send.
• The subcontractor is rated on F-020 Pre-Hire Sub-Contractor Assessment (onboarding step 3), using the documents they submit in Workmetrics – use Open Workmetrics. The login is held by IT, not in this dashboard.
• Click any step name on a subcontractor’s card (or a step in the sequence at the top of the page) to see all its details – when it’s due, process, notes, procedure, forms with Form / Folder buttons and email templates – with Mark done and Close out.
• ✏️ Edit on each subcontractor in the list (and Edit details inside the card) changes the company, trade, start date, contact name, email and phone. You see the changes (old → new) to confirm before they’re saved. A new start date re-dates the steps that aren’t done.
• Every 3 months: Subcontractor safety audit & performance evaluation (F-021) for each subcontractor on site.

Alcohol and drug testing

• Alcohol – daily, everyone (TMR requirement): breath-test every person on site before they start work, with a witness. Test late arrivals on arrival. Record on F-174 and in R-025; check the sign-on sheet against R-025 so no one is missed. Any reading above 0.00% is positive (G-002).
• Drugs – monthly random (G-002 §6.5): fewer than 30 on site = 10% · 30–100 = 5 workers · more than 100 = 10 workers. Oral (saliva) test with a witness; record on F-174 and in R-029. Also post-incident, reasonable cause (consult the CEO) and pre-employment.
• 🎲 Pick random group (on the drug testing task) picks people at random from a list of names, or random line numbers from today’s sign-on sheet. The number to test defaults to the G-002 minimum.

Toolbox & training register

• Records › Toolbox & training shows this month’s suggested safety awareness theme and keeps a register of WHS toolbox meetings, safety committee meetings, general toolboxes, awareness activities and training sessions. Copy as CSV pastes it into Excel.
• The WHS toolbox (monthly – no official form, logged in this register), the Project WHS Consultation Meeting (fortnightly, recorded on F-0 Project WHS Meeting Agenda and saved in 05. Project WHS Meetings) and the Safety Committee (F-097, at least every 3 months where a committee has been requested – it decides how often the consultation meeting is held) are separate scheduled tasks. If no committee has been set up, close each occurrence with “No committee requested”.

Behaviour & HR log

• Records › Behaviour & HR log records unsafe-behaviour conversations, positive recognition and referrals to HR or for discipline (F-101 #18, #20, #37). Add the date, type, person and what was observed; set a follow-up date if needed and Close the entry when resolved.
• Log at least one positive recognition each month (monthly task).
• The log holds personal information – keep it factual, store exports securely, and leave formal HR records with HR.

SharePoint documents

• Lists the completed forms saved in each SharePoint folder on the project site, with the date, initials, sub-folder and an Open link.
• Weekly F-015 inspections and monthly F-120 reports are ticked off automatically when a matching document is in SharePoint (within 3 days of the due date for F-015, or the same month for F-120). These show 📄 In SharePoint.
• Dates are read from the file name, so name files with the date, e.g. 15-09-2026 GA.pdf.
• This is a snapshot read on the date shown at the top of the page. Once IT switches on live mode, it updates every time the page opens.

Forms & tools

• Every form, register, permit, guide and system used by Site Safety, with what it’s used for, how often, and how many have been logged.
• Form opens the blank template in the IMS library; Folder opens where completed forms are saved (or Email where they go to admin).
• Click a code in the table to see every task that uses that form or register on All tasks.
• Not linked means the SharePoint link hasn’t been added yet (e.g. the TGS audit form, still to be confirmed) – send it to the dashboard administrator.

Training guide

• Step‑by‑step instructions for every task and linked process: what it is, when, your role, how to do it, and the key rules – taken from the RCG procedures and guidance.
• Click a form, register or folder code in a guide topic to jump to the tasks that use it (Ctrl+click opens the file).
• Search by keyword (e.g. 24 hours, SDS, VOC), use Expand all, or Print guide for a paper copy. Switch to How to use this dashboard with the tab at the top.
• Where the guide and a controlled procedure differ, the procedure on SharePoint applies.

Procedures & guidance

• Links to every current RCG procedure (P‑) and guidance document (G‑) in the IMS folder on SharePoint, each with a summary of what it covers.
• Search by number or keyword, or tick Only those used by Site Safety.
• Always use the SharePoint copy – printed copies are uncontrolled.

Role: Site Safety Advisor

• Summarises the generic position description: purpose, key objectives and measures, essential duties (with where each is handled in this dashboard), safety leadership tasks, qualifications and the annual review.
• Includes the F-101 Safety Leadership Task matrix for the Site OH&S Officer column (level, training unit and where each task is handled) and the additional duties set by the Project Manager.
• It is generic – always check the specific position description the person signed when they started before making any firm decision.

When a procedure is updated

• Links always open the current SharePoint copy, so updated procedures and forms open straight away (as long as the file name and location don’t change).
• Task steps, Training guide topics and procedure summaries were written from the procedures as at 08/10/2026. Once IT enables live mode, the dashboard checks each procedure’s last modified date every time it opens.
• If a procedure has changed, a Procedure updated – review warning appears on the dashboard, the Procedures & guidance page, and every task and guide topic that refers to it. Check the change, update the content if needed (see Content patches), then click mark reviewed.

Content patches (updating for a changed procedure)

1. Go to Library › Content patches (or ⚙ › Content patches), choose the procedure and click Copy current content.
2. In a Claude chat, attach the updated procedure, paste the copied content and ask for a Site Safety Dashboard patch.
3. Paste the patch back on the Content patches page, Preview the changes, then Apply patch. Tasks, Training guide, procedure summary, forms and process steps are updated and the warning clears. Tasks added by a patch are tracked for overdue from the day they are added.
4. Patches are kept in this browser and in Export data; give the export to IT so the online version gets them too. Remove undoes a patch.

Top bar and Pulse

• Project name and Start date – click to change.
• Search – searches everything (see Search and links).
• Site Safety / + PM delegated – show or hide the PM’s delegated tasks.
• ↻ Refresh reloads the dashboard (your data is kept). ⇩ Export data downloads a backup. ☀ switches light / dark mode.
• ⚙ menu › Pulse – quick counts: overdue, due today, next 7 days, subcontractors onboarding, auto-backup status, procedures updated, and forms missing a SharePoint link.

Saving and data

• Everything you enter – ticks, form logs, close-outs, explanations, project tasks, subcontractors, linked processes, toolbox and behaviour logs, email templates, patches and settings – is saved in this browser on this computer. It survives a refresh or closing the page.
• Export data downloads one backup file with all of it. Do this regularly – clearing browser history/site data deletes the saved data. Import data (⚙ menu) loads an export or auto-backup file from any version of the dashboard. It shows what’s in the file, then Merge (adds what’s in the file and keeps your current data – best for older files) or Replace all (makes this browser match the file).
• Auto-backup (hourly) – click Set up auto-backup (⚙ menu) once and save the backup file next to this dashboard file. While open, the dashboard overwrites it every hour, shortly after changes, and when you close it. After reopening the browser it may ask to Resume auto-backup (one click). Works in Edge and Chrome; other browsers show an hourly reminder instead. To move the backup somewhere else at any time, use ⚙ › Change backup location… and pick the new folder and file name – backups go there from then on (the old file is left where it was).

Sharing the dashboard

• The dashboard is one self-contained HTML file – send it to anyone and it works on their computer. Form, register, folder and procedure links need an RCG SharePoint login.
• Your data does not travel with the file. To hand over your data, send your Export data file as well; they open the dashboard and use ⚙ › Import data.
• After that each copy is separate – two people won’t see each other’s changes until IT hosts the dashboard with the SharePoint connection.
• The export includes the Behaviour & HR log (personal information) – only share it with people who should see it.

Troubleshooting

• A Form or Folder button is greyed out / a code isn’t underlined – no SharePoint link has been set for it yet.
• Clicking a form code took me to All tasks instead of the form – that’s intended: it shows the tasks that use it. Use the Open form button in the banner, or Ctrl+click the code to open the file directly.
• All tasks looks short / tasks are missing – a filter may be on; click Clear filter.
• A link opens “no access” – you need access to that SharePoint site; ask IT.
• Lots of daily tasks overdue – days with no work still count; close them with an explanation, or check the Counting overdue from date.
• Email button opens a blank email – long templates are too big for a mail link; the text is copied automatically, so just paste it in.
• My project tasks disappeared – check the project name in the top bar is spelt exactly as before; tasks are stored against the project name.
• Dates look wrong – check the project Start date.
• Can’t find a page – pick the tab first (Tasks, Records, Library), then the button in the row underneath. Or type it into the search box.
• Something else – contact the Management System Administrator.