Sites
Client, address, dates, site manager and hours, with the subcontractors on each one and their status there.
For builders and head contractors
Every subcontractor, checked at the gate.
Your subcontractors, their workers' tickets and your own requirements, site by site. The gate checks each person against that site's rules before they sign in, and the safety records, vetting and audit evidence sit on the same register.
Choose your packs, priced by active sites: talk to us. 30-day free trial on your own branded address.Stored in Sydney (details)
Illustrative screen · example data
Credentials, checked against the person who holds them
- White cards
- High risk work licences
- Trade licences
- Builder licences
- Police checks
- Security clearances
- Insurance, interested party noted
- Inductions
- SWMS
Working in occupied sites
The site is still open. Your client is still watching.
Each client has its own rules, each site its own induction, and each subcontractor brings a crew. A clipboard at the gate can’t tell you who is cleared for this site today.
Hospitals
Patients and staff all around the work.
Infection control matters on every shift. Give everyone the client’s own induction before they reach the ward, and it counts on every site for that client.
- Client induction
- Infection control starting point
- Site induction
Schools
Children on site during term.
Add a child safety induction and the checks the school asks for to that site’s requirements, for everyone on it or for one trade.
- Child safety induction
- WWC Check where required
- Site hours
Rail and transport
Access windows and the asset owner’s rules.
The asset owner’s own inductions and rules, tracked per site and per client, with bookings that show who the gate would clear.
- Asset owner induction
- Per-client rules
- Bookings by shift
Emergency services and secure sites
Clearances, kept private.
Police checks and security clearances where the client requires them, with the numbers encrypted and shown masked. Revealing one is recorded.
- Police check
- Security clearance
- Masked numbers
Subcontractors and workers
Company requirements, then each site’s on top.
Set what every subcontractor must hold, then add what each site needs for everyone on it or for one trade. An approval counts on every site, and status is worked out site by site.
Workers and their tickets
Each subcontractor keeps a list of their people. Every ticket is checked against the person who holds it, with reminders that name them.
Numbers kept private
Licence, ticket, police check and clearance numbers are encrypted and shown masked. Revealing one is recorded in the access log.
Bulk import and a “get approved” page
Paste a list or upload a CSV, preview, then import, with duplicates matched by email and ABN. Or let subcontractors ask to join on your own branded page.
Certificates read for you, approved in bulk
Optional: software suggests the details from the photo, and nothing is approved until someone reviews it. Approve or reject a page of documents at once, then email everyone expiring or not cleared on a site.
Ask the broker: with the subcontractor's consent, their broker is emailed a single-use upload link before a policy lapsesSearch everything: subcontractors, sites, workers and tickets from one box
Planning and crews
Know who’s coming before 6 am.
Bookings, languages and the subcontractors behind your subcontractors, on the same register as everything else.
Bookings with a predicted gate result
Subcontractors book named workers onto a site and shift. Each booking shows whether the gate would clear them that day as things stand, with the reason and a link to fix it.
The 6 am pre-start email
Each site manager gets today’s bookings, who’ll be refused and why, what expires this week and open safety items, by the site’s own clock.
Inductions, SWMS and talks in 12 languages
Translations a person checks and publishes, with machine drafts clearly marked until then. Workers read in their language beside the English, and the English version is the record.
Subcontractors’ own subcontractors
A subcontractor adds the businesses it brings on; you approve each one, and they follow it onto its sites with their own requirements.
Calendar feeds and the director’s Monday email
Expiries, bookings, inspections and audits in Outlook, Google or Apple Calendar, as counts and company names, never people’s names or numbers. On Mondays, the director gets company compliance and its trend, sites ranked by issues, incidents, overdue actions and last week’s gate refusals.
Illustrative screens · example data
Subcontractors upload once and it counts for every builder and school that accepts them; each approves for itselfCompliance score, fix-it lists and a timeline for every subcontractor, worker, asset and site
The site gate
Checked against this site, before they sign in.
A tablet at the gate is set to one site. Each person is checked against that site’s requirements: the company’s documents, the site’s own set, their own white card and tickets, and the inductions that count there.
Illustrative screen · example data
- Refused, with the reasonsSomeone who isn’t cleared is told what’s missing. The refusal is recorded and the site manager is alerted.
- Overrides on the recordAn administrator or the site manager can let someone in with a written reason. Who, why and what was wrong are kept in the audit log.
- Stop listA person, a worker or a whole company, for one site or all of them. The gate only says “Please see the site manager”: the reason never shows.
- Who’s on site, and the evacuation listContractors, workers and visitors signed in now. The evacuation list is one tap away, ready to print with a tick column, or as a CSV.
- Time on siteHours from sign-in to sign-out, per company and person, by day. Anyone not signed out by the end of the day is signed out automatically and flagged.
- Paper ready, just in caseBefore a gate is used, an administrator acknowledges what it does and doesn’t do, and keeps a paper sign-in ready. The evacuation list is only as accurate as the sign-ins.
When the signal drops
No signal? The gate keeps checking.
The gate tablet decides from a signed copy of who’s cleared on that site today, kept fresh every few minutes while it’s online. Field forms are kept on the phone, encrypted, and sent when the signal is back. All in the browser: no app to install.
- A signed cleared list
- Built with the same rules as online for that site’s day, and signed, so a copy edited on the tablet is ignored. It lasts at most 4 hours, never past midnight at the site, and its age is on every offline screen.
- Refusals still happen
- Anyone the list says isn’t cleared, anyone on the stop list and anyone not on it is refused. No overrides offline: they need a named person and a reason. Visitors wait for the connection.
- Checked again on reconnect
- Every offline sign-in is checked again against the records for that day. One that would have been refused is flagged on the site’s gate page and the site manager is alerted.
- Forms marked “Works offline”
- Inspections, incident reports, pre-task plans, diary notes, asset logs and subcontractors’ close-outs. Kept encrypted on the device, sent in order with nothing saved twice, and deleted at sign-out.
Illustrative screen · example data
The worker pass
No app. No password. One pass.
Each worker gets a personal link by email that opens their pass in the phone’s browser. The subcontractor can send a new link or switch it off at any time.
- Their sites
Where they’re booked or listed, so they know which gate they’re cleared for.
- A gate QR that won’t copy
It changes every 25 seconds and works once, so a screenshot is no use.
- Their own tickets and inductions
Checked as themselves at the gate: their own white card and tickets, and the inductions that count on that site.
- Sign on
Sign the approved SWMS or a toolbox talk from the pass, or at the gate.
Illustrative screen · example data
Safety records
Inductions to toolbox talks, per site.
Recorded from a phone on site, kept with the site, and in the same evidence packs as the documents.
Inductions with video
Company, site and client inductions with a quiz and an optional must-watch video. Each pass gets a certificate ID anyone can check on a public page.
SWMS sign-on
Workers sign the approved SWMS they work under, on their pass or at the gate. A site can require it before chosen trades are cleared.
Incidents and corrective actions
Report from a phone with photos, even without signal, then investigate and sign off. Actions have an owner and a due date, and someone other than the owner verifies them.
Illustrative screens · example data
Inspections and hazards
Checklists run on a phone with photos and schedules per site, and keep working without signal. A failed item raises an action, or goes to the subcontractor as a finding. A hazard register with controls by the hierarchy of control.
Toolbox talks and client inductions
Tick attendance from who’s on site, or let people sign on their pass or at the gate, with a record PDF for each talk. An induction for one client counts on every site of theirs, with starting points for hospital infection control, school child safety and occupied aged care, to review before use.
Findings
Found on site. Fixed by the subcontractor.
Give a failed inspection item, something you spotted on a walk, or a corrective action to the subcontractor who has to fix it. They close it out in their portal with a note and a photo, or dispute it with a reason. You accept it or send it back.
- Raised from a failed inspection itemFND-2026-014 · Edge protection, level 3 · high · due Fri
- Given to Harbour ScaffoldingThe item’s photos go with it · reminder 2 days before it’s due
- Closed out by the subcontractorNote and photo from the portal · works offline
- Accepted by the site managerOr sent back with a reason and a new due date
- Reminders, then escalationBefore it’s due, when it’s late and weekly after. Late ones go to the site manager, sooner for critical.
- TrendsBy trade, category, subcontractor, site, area and month, with repeats and the average time to close.
- A warning at the gate, if you want itOverdue critical findings shown at sign-in. It never stops anyone signing in.
Illustrative screen · example data
Subcontractor vetting
Your questions, your panels, your decision.
The questions, scores, panels and declarations are your own. Scores and knockout answers are flags for your reviewers, never the decision.
- Prequalification
- Question sets with weights, knockouts and file uploads, reviewed section by section by the right person. A starting set to edit, and an expiry that’s tracked.
- Panels and jobs
- Panels by trade and region with eligibility rules. Offer a job to an eligible member and track acceptance, completion and turnaround.
- Performance ratings
- Safety, quality, timeliness and communication after each job or site, with the trend over time. Subcontractors never see them.
- Payment claim statements
- Set a period, collect each subcontractor’s signed statement and see who’s missing or late. The declaration is your head contract’s, not a statutory form.
- Modern slavery statements
- Optional: six questions each financial year, with their statement attached or linked if they have one.
Illustrative screen · example data
Prequalifications, panels, ratings and statements appear in the subcontractor’s evidence pack and the whole-company pack.
Planning pack
Plan the work. Record the day.
Site safety plans, pre-task plans, risk assessments and a site diary that writes most of itself from the records you already keep.
A diary that fills itself in
Each day is put together from the gate, visitors and deliveries, toolbox talks, SWMS sign-ons, inspections, incidents, permits and actions. The site manager adds the weather, work done, delays and notes, then signs it off and it’s locked. Anything later is an addendum.
Pre-task plans on a phone
The task, where, hazards from the site’s register, controls, PPE and the SWMS or permit it’s done under. The crew signs on, on the lead’s phone or their own worker pass, and a supervisor checks it. Works without signal.
Risk assessments, approved by someone else
A 5 × 5 matrix before and with controls, controls by the hierarchy of control, an owner and a review date. The person who sends it for review never approves it, and each approved version is kept as it was.
One plan per site, signed by everyone on it
Thirteen structured sections from site details to traffic management, linked to your SWMS, permits, hazards and plant. Workers read and sign on their pass or at the gate, and every version keeps its own signatures.
Illustrative screens · example data
Chemicals (SDS) pack
Every chemical on site, with its current SDS.
A hazardous chemicals register for every site, with the safety data sheet people need at the store. If you switch it on, software suggests details from an SDS; a person confirms them.
- The current SDS
Versions kept, the newest confirmed by a person with the date printed on it. Older ones are superseded, never deleted.
- Review reminders
Before each SDS reaches its review date (five years from issue unless you set one), to whoever looks after it.
- Straight from the supplier
A single-use link for the supplier to upload the new SDS. It’s scanned, then waits for a person to confirm it.
- The placard and manifest guide
Totals by dangerous goods class for each site against your state’s table. A guide, not legal advice: check with your regulator.
Illustrative screen · example data
On the worker pass and at the store. Workers see the SDS for chemicals on their sites, and a QR label at the store opens the record for your people. Risk assessments and pre-task plans can link the chemicals they use.
Audits and connections
Ready when the auditor arrives.
Internal audits, evidence for a day on site, and connections to the systems you already run.
Point-in-time and evidence packs
Pick a site and a day: everyone on site and their status as it stood then, rebuilt from dated records. Or build a pack for an insurer, auditor or tender, watermarked with who it’s for.
API, webhooks and single sign-on
In the Integrations pack, priced separately. A read-only API for your payroll, ERP or site dashboard, and webhooks for refusals, overrides, incidents and expiring documents. Your team signs in with Microsoft Entra ID or Google Workspace on your own address, and you can require it for staff.
RefusalsOverridesIncidentsSingle sign-on
- Internal audits
Plan and run audits against ISO 9001, 14001 and 45001 clauses or your own scope. Every non-conformance raises a corrective action, and a management review sums it up.
- Federal Safety Accreditation evidence
For accredited builders, a report that lists the published audit criteria headings and the records that may help show each one. It doesn’t show a criterion is met.
- Who looked at what
Number reveals, downloads, evacuation lists, packs, API requests and every page an auditor opens, in an access log that can’t be edited.
- Fleet and plant too
Rego, servicing by hours or kilometres and pre-start checks from a QR label, in the asset register.
Insights & AI pack · priced separately
Injury rates, from your own records.
LTIFR, MTIFR and TRIFR per site and across the company, from your incidents and the hours worked. Every rate shows its working and where its definition comes from.
Illustrative screen · example data
- Hours from the gate, or enteredOpt in to work hours out from gate sign-ins, or enter and import them by site and month. Entered hours always win.
- One dashboard for every site12-month trends in refusals, findings, inspections and compliance, and a monthly executive report as a PDF.
- A Power BI feedCounts, hours and rates for your own reports. No people’s names, and companies aren’t named.
The rates are a guide, not legal advice. Definitions differ between standards and regulators; How we calculate shows which we use and marks anything we couldn’t confirm.
AI assist, part of Insights & AI
Suggestions, never decisions.
It drafts, a person decides. A hazard or finding drafted from a site photo, a plain-English summary of the site diary, hazards and controls for a pre-task plan, and the monthly report’s summary. A person checks, changes and saves; the record says it was drafted by software and who checked it.
Off until you switch it on. An administrator reads what each suggestion sends and switches it on, one suggestion at a time if you like. It never saves, approves, closes or refuses anything by itself.
Names stay out. Photos are re-encoded without location or camera details; names, emails and phone numbers are taken out of the text sent, and an answer that still names someone is thrown away. How the data flows.
Roles and access
The right screen for each person.
Site roles see only their sites. Clients and auditors get read-only access that ends on a date you set. Two-step sign-in is required for outside accounts.
| Role | Sees | Can |
|---|---|---|
| Administrator | Everything | Users, sites, settings, the gate set-up, outside access and connections |
| Safety officer | Every site | Approvals, inductions, SWMS, permits, the gate and overrides, the stop list, safety records, internal audits |
| Project or site manager | Their sites | The gate, site-specific approvals, permits and safety records on their sites |
| Gate user | Their sites | Sign in and out, visitors, who’s on site, the evacuation list and time on site |
| Director or executive | Every site, read-only | Overview, reports, evidence packs, the audit log and audit reports. Changes nothing |
| Panel coordinator | Vetting, read-only elsewhere | Prequalification reviews, panels and jobs, ratings, modern slavery statements |
| Client viewerOutside account | Chosen sites, up to a year | Each company’s status on the site and how many people are on site now. Never documents, names or numbers |
| AuditorOutside account | Chosen sites, up to 30 days | Sign-offs, requirements, gate records, the audit log and labelled evidence packs. Read-only |
How setup works
Sign up today. We’re here if you want us.
Sign up yourself for a 30-day free trial, or talk to us first and we’ll set it up with you. Either way, packs are priced by your number of active sites, and we talk pricing with you.
- Sign up, or talk to us
Your email, then your company’s name, ABN and state. No card needed.
- Your own address and packs
Choose yourcompany
.icomplyaustralia .com.au, then your packs: the ones builders use most are ticked for you. - Requirements, reviewed and signed
Start from the Victorian or South Australian starting points, or your own. Your safety manager signs off, and an administrator acknowledges the gate statement.
- Subcontractors in
Import your list or switch on your “get approved” page. Each is invited by email to upload documents and add workers.
- Sites and the gate go live
Add sites and their teams, then set a tablet at the gate for each one.
Victoria and South Australia: requirement starting points built from official regulator and licensing pages we reviewed on 20 October 2026, each item showing its source. Your safety manager reviews and signs off your requirements at setup and every 12 months. Starting points, not legal advice. In other states you set your own requirements.
Who decides
We record and check. You decide.
We check against your rules. iComply records the documents people supply and checks them against your own requirements, which you set. It doesn’t certify anyone’s competence or fitness for work, or that a document is genuine beyond the checks shown.
Green means cleared, not safe. Your site management decides who works on site. Green on the gate means “cleared against this site’s requirements”, and an override is the decision of the person who makes it.
Wording, not legal advice. Requirement starting points, notifiable incident guidance and declarations are product wording. Check them with your own advisers.
Builder FAQ
Straight answers.
Something else? Ask us. We reply within one business day.
Not a head contractor? Trades, facilities and other businesses have their own page.
How much does it cost?
Core is included, and each pack you choose is priced by your number of active sites: 1–3, 4–10, 11–25, or 26 or more. Insights & AI and Integrations are priced separately. Importing your subcontractor list is free, with our help. Prices aren’t published yet, so talk to us. You can build your package first.
Can we sign up ourselves?
Yes. Sign up for a 30-day free trial on your own address and choose your packs as you go. Nothing is charged automatically: at day 30 nothing is switched off, and we’ll be in touch about your invoice. Prefer help? Talk to us and we’ll set it up with you.
What happens at the gate without signal?
The tablet decides from a signed list of who’s cleared on that site today, at most 4 hours old, and still refuses anyone not cleared or on the stop list. There are no overrides offline. Every offline sign-in is checked again when the signal is back, and one that would have been refused is flagged and the site manager alerted. More.
Does AI make any decisions?
No. AI assist, part of the separately priced Insights & AI pack, only suggests: a hazard from a photo, a diary summary, a pre-task plan’s hazards. It’s off until an administrator switches it on, and a person checks and saves every suggestion.
Do workers need to download an app?
No. iComply is web-based. Each worker gets a personal link by email that opens their pass in the phone's browser, with no password. The subcontractor can send a new link or switch it off at any time.
Does iComply decide who can work on site?
No. iComply checks the documents people supply against the requirements you set, and the gate refuses anyone who doesn't meet them. Your team approves your subcontractors’ documents and keeps your records up to date; site management decides who works on site, and any override is recorded with the reason and who made it.
Which states do you have requirements for?
Victoria and South Australia have starting points built from official sources, each with its source shown. Elsewhere you set your own. In every state your safety manager reviews and signs off your requirements at setup and every 12 months.
Can our client see how the site is going?
Yes, if you invite them. A client viewer sees each company's status on their sites and how many people are on site now, for up to a year. They never see documents, personal names, contact details or ticket numbers.
Where is our data stored?
Your register and documents are stored in Sydney, encrypted at rest and in transit. Credential numbers are encrypted again and shown masked. A few supporting services process data overseas: see the list.
Start today, or talk to us
Your sites,
your rules.
Sign up for a 30-day free trial on your own address and switch on the packs you need. Packs are priced by your number of active sites: talk to us about pricing. We reply within one business day.