Deep Space · User guide · Version 0.2
SWMS Sign-on and Site Sign-in
Collecting each subcontractor's Safe Work Method Statements, approving them, getting every worker to read and sign the approved SWMS, and making sure nobody signs in to site without their inductions and today's SWMS sign-on.
1How it works
A SWMS (Safe Work Method Statement) describes how a subcontractor will carry out high-risk work safely. The builder reviews it, and every worker who does that work must read and sign it before starting. SWMS Sign-on connects those steps: the subcontractor submits, the builder approves, the approved SWMS lands on a form that each worker signs in DS Site, and site sign-in only lets a worker in once they have signed it that day.
The five steps
The subcontractor submits their SWMS files from the subcontractor portal.
The builder reviews the SWMS in Deep Space and approves it through the approval workflow.
Deep Space puts the approved files on the company's sign-on form in DS Site. Nobody uploads them again.
Each worker opens the form, reads the SWMS and signs it with their own DS Site login.
Site sign-in checks the worker's inductions and today's SWMS sign-on before it lets them in.
Who does what, and where
| What | Who | Where |
|---|---|---|
| Submit a SWMS | Subcontractor admin | Subcontractor portal → SWMS, which opens the SWMS form in DS Site |
| Review and approve | Builder (the approvers in your SWMS approval workflow) | Deep Space → HSEQ → Risk & Controls → SWMS Register |
| Keep the sign-on form up to date | Deep Space, automatically | DS Site |
| Send the sign-on link to workers | Subcontractor admin | Subcontractor portal → SWMS → Copy link |
| Read and sign | Each worker | DS Site (web or phone) |
| Do the Worker Induction and Site Induction | Each worker | DS Site |
| Sign in to site | Each worker | DS Site, usually by scanning the site's sign-in QR code |
| Link a site induction form to a project | Builder | Deep Space → project → Project Settings → Site Specific Forms |
| Check who has signed | Builder and subcontractor admin | Deep Space → SWMS Register → Sign-ons; subcontractor portal → SWMS |
One sign-on form per company, per project
Each subcontractor gets one sign-on form for each project. It is named SWMS sign-on - {company} - {project} and it carries every SWMS of that company on that project that is currently approved. When the builder approves another SWMS from the same company, its files are added to the same form, so the link the workers already have keeps working.
- The form is created the first time the builder approves one of the company's SWMS on the project. Until then the subcontractor sees a short note instead of a link.
- No template is needed. Deep Space builds the form itself: the approved SWMS files, a required acknowledgement, and hidden project and company fields that site sign-in uses.
2Before you start
The Deep Space team sets these up with you. You only need to check them once per workspace.
| Setting | Why it matters |
|---|---|
| SWMS Sign-on is switched on for your workspace | While it is off, approvals work as before and no sign-on forms are created. |
| Subcontractor roles include the SWMS page in the portal | Subcontractors without it don't see the SWMS page. |
| Your SWMS form in DS Site has Project, Contractor and Status fields | Deep Space uses them to tell which company and project a SWMS belongs to. The standard Deep Space SWMS form already has them. |
| A SWMS approval workflow, with approvers assigned | If a step's role has nobody assigned on the project, the step goes to your Highest Authority approver instead. |
| Site sign-in checks | On in every workspace. Workers can't sign in to site until they have their Worker Induction, the Site Induction for that project, and today's SWMS sign-on. See section 7. |
| A site induction form for each project (optional) | Every project uses your default Site Induction form unless you link a form made for that site. See section 8. |
3Subcontractor: submit a SWMS
Open the SWMS page
In the subcontractor portal, open Delivery → SWMS and pick the project at the top. The page has two parts: My SWMS, your company's SWMS on this project, and Sign-on form, which appears once the builder has approved one of them.
Fill in the SWMS form in DS Site
Click Submit a SWMS. The SWMS form opens in DS Site in a new tab, with the project and your company already filled in. Fill in the title, trade and task description, tick the high-risk activities that apply, attach your SWMS document (and any additional documents), set the expiry date and submit.
Follow its status
Back in the portal, click Refresh. The SWMS appears under My SWMS with its status: Submitted, In Review, Approved or Rejected.
4Builder: review and approve
Find the SWMS
In Deep Space, open HSEQ → Risk & Controls → SWMS Register and pick the project. The page has two tabs: SWMS, the register of submitted SWMS, and Sign-ons, covered in section 9.
Request approval
Click the SWMS to open it. Review the details and the attached documents, then click Request Approval. The approval goes to the approvers in your SWMS approval workflow and the status changes to In Review.
Approve
Approvers act from the SWMS (View Approval Route) or from their approvals list. Once every step is approved, the SWMS status becomes Approved.
What approval does
Within a few seconds of approval, the company's sign-on form for this project appears in DS Site with the approved files on it. You can see it straight away on the Sign-ons tab.
- Approval creates the company's sign-on form for the project if it doesn't exist yet, and otherwise adds the newly approved files to it.
- The files on the form are copies held in DS Site. The subcontractor can't change an approved file by editing their submission afterwards.
- This happens on the server. It doesn't matter where the approval was given or whether anyone has the SWMS open.
5Workers: sign the SWMS
Share the sign-on link
After approval, the subcontractor's SWMS page shows the sign-on form, the approved files on it and two buttons: Open form and Copy link. Copy the link and send it to your workers in whatever way you normally reach them. The link stays the same when more SWMS are approved, so workers can keep using it.
Read and sign
Workers open the link, log in to DS Site with their own account, open and read each approved SWMS, tick I have read and understood the SWMS above and submit. They do this each day before signing in to site.
Workers must be logged in to DS Site when they sign. A sign-on made without logging in shows as Anonymous or Unknown worker, can't be traced to a person, and never counts at site sign-in.
6One form for everyone: the shared SWMS Sign on form
Some builders want a single sign-on form for every company on every project, rather than one per company. Every workspace has a ready-made SWMS Sign on form in DS Site for this. A sign-on on the shared form counts at site sign-in exactly like a sign-on on the company's own form.
- DS SiteOpen the SWMS Sign on form, logged inYour builder tells you where to find it, for example a code on the noticeboard or a tile in DS Site.
- DS SitePick the project and your companyChoose the Project / Site you are working on today and the Company you work for. Pick the same company you will pick when you sign in to site.
- DS SiteRead your company's SWMSThe form reminds you to read your company's SWMS for this project before you sign on. If you can't find it, ask your site supervisor.
- DS SiteTick the three acknowledgements, sign and submitYou confirm that you know where to find your company's SWMS, that you have read and understood it, and that you are signing on to the SWMS for your role. Add your signature and tap Submit.DS Site confirms the submission and shows what you signed.
Company forms put the builder-approved SWMS files in front of the worker, so they read exactly the version you approved. The shared form is one link for everyone and suits builders who keep the SWMS elsewhere on site. You can use both on the same project; either one counts at site sign-in.
7Workers: getting onto site
Site sign-in in DS Site checks three things before it lets you in. All three are needed, every time. Do them in this order.
This one is about you: your details, your company and your licences. It isn't for a particular site, so one Worker Induction covers every site for a year.
One for each project you work on. Pick the project on the form. Some projects have their own site induction form; your builder tells you which one.
- Be logged in to DS Site for all of it, with your own account. Only your own submissions count. Anything done without logging in, or by someone else for you, doesn't count.
- Pick the same company everywhere. At sign-in you choose your company from the list. It must be the same company as on your SWMS sign-on.
Sign in
- DS SiteOpen Site sign inScan the site's sign-in QR code, or open Site Sign On → Sign In. Log in if you are asked.The form opens with a green "You are signing in" banner.
- DS SiteFill in your detailsCheck your name and mobile number, pick the Site Address/Project and answer Yes to confirm you found it, pick The Name of Company you work for, and tick the site rules acknowledgement.
- DS SiteSubmitTap Submit. If a "Please scroll down further" message appears, scroll to the end of the form and tap Submit again.If everything is in place, DS Site shows "Thanks, your form has been submitted successfully" and you are signed in.
What a refused sign-in looks like
There are two messages, and both appear in a red box at the top of the Site sign in form.
| What you see | What it means | What to do |
|---|---|---|
| As soon as the form opens: "You are required to have at least one Worker Induction submission in the last 12 months" | You have no Worker Induction in the last year, or you aren't logged in. | Log in. Then tap Worker Induction in the message, complete it and submit, then open Site sign in again. |
| After you tap Submit: "Some fields are incomplete or incorrect" with one or more lines reading "Dependency validation failed" | One line for each check that isn't met yet. The lines don't say which check, so go through the list on the right. | Check, in order: the Site Induction for this project is done and less than a year old; you signed a SWMS sign-on today for this project; you picked the same company as on your SWMS sign-on. Fix what's missing, then sign in again. |
Check you are logged in as yourself, then talk to your site supervisor. If your company isn't in the company list at all, your builder needs to add it before you can sign in.
This guide covers workers. Visitors don't use the worker sign-in described here.
8Builder: link a site induction form to a project
Every project uses your workspace's default Site Induction form until you link a different one. Link a project's own form when the site has its own rules, hazards or emergency plan that workers must read. Site sign-in then checks the induction for that project.
- Deep SpaceOpen the project's settingsHome → Projects, click the project's card, then Project settings.
- Deep SpaceOpen Site Specific FormsIn the left menu, click Site Specific Forms.The Site Induction row reads "No form chosen, so this project uses the workspace's default induction form" until you link one.
- Deep SpaceChoose the formOn the Site Induction row click Choose a form, search your DS Site forms with one word such as induction, and click Select next to the site induction made for this project.The row now names the linked form. Workers on this project get that induction.
- Link a form that was made for this site. A general induction form where the worker picks the project can't be linked; Deep Space tells you so if you try. Ask the Deep Space team to set up a site's own induction form.
- Leave the row empty to keep using your default Site Induction form.
9Who has signed
In the subcontractor portal
The subcontractor's SWMS page lists who has signed the company's form. Today shows today's sign-ons; All shows every sign-on on this project.
In Deep Space
On the Sign-ons tab of the SWMS Register, the builder sees every company's sign-on form on the project, the SWMS files on each, and who signed when. Use Today and All the same way, and Open in DS Site to go to the form itself.
10How the sign-on form stays up to date
Deep Space keeps one rule: a company's sign-on form for a project carries the files of every SWMS of that company on that project whose status is Approved, and nothing else. It re-applies the rule every time a SWMS's status changes in Deep Space.
| When a SWMS… | What happens to the sign-on form |
|---|---|
| is approved for the first time for that company and project | The form is created with the SWMS's files on it. |
| is approved when the company already has a form | Its files are added to the existing form. The link doesn't change. |
| is rejected | Nothing is added. If it was on the form, its files are taken off. |
| is approved again after being rejected | The same files come back. No new copies are made. |
- Workers who signed today keep their sign-on when files are added. The next day they sign the form as it is then, with the new files on it.
- Changing a SWMS directly in DS Site doesn't update the sign-on form. Make status changes in Deep Space.
11Known limitations
These are known and are on the list in section 12.
| Limitation | What to do for now |
|---|---|
| Sign-on forms accept submissions from people who aren't logged in. | Ask workers to log in to DS Site before they open the link. A sign-on made without logging in never counts at site sign-in. |
| The portal can copy the sign-on link but can't email it to workers yet. | Copy the link and send it yourself. |
| SWMS rows in the portal's My SWMS list can't be opened yet. | Open the submission from DS Site if you need to see it again. |
| Changing a SWMS's status by hand (Update Status) can be reset to match its approval the next time the SWMS is opened in Deep Space. This also means an approved SWMS can't yet be taken off the form by marking it Expired or Superseded. | Use the approval workflow to approve and reject. Ask the Deep Space team if an approved SWMS needs to come off a sign-on form. |
| The expiry date is recorded but not enforced. | Review expiry dates in the SWMS Register. |
12Upcoming
Planned next, in no particular order. Timing will be confirmed separately.
- Email the sign-on link from the portal. Send the link to your workers from the SWMS page instead of copying it.
- Open a submitted SWMS from the portal. Each row in My SWMS opens the submission.
- Sign-on requires a DS Site login. Every sign-on is tied to a named worker.
- Clearer status rules. The approval workflow decides what is approved. Expired, Superseded, Rejected and Archived always take a SWMS off the sign-on form and stay that way.
- Automatic expiry. A SWMS expires on its expiry date and comes off the sign-on form.
- Notifications. The builder is told when a new SWMS is submitted, and workers are told when their company's SWMS is approved or updated.
- Sign-on forms from your own template. Your wording, and fields such as a signature, on every company's sign-on form.
Have feedback or an idea? Share it through the feedback portal in Deep Space.
13Glossary
- SWMS
- Safe Work Method Statement. Describes how high-risk construction work will be done safely. In New Zealand the equivalent is a Task Analysis or Job Safety Analysis.
- SWMS form
- The DS Site form a subcontractor uses to submit a SWMS: project, contractor, task details, high-risk activities, documents and expiry date.
- SWMS Register
- The builder's list of submitted SWMS in Deep Space, under HSEQ → Risk & Controls.
- Sign-on form
- The DS Site form, one per company per project, that carries the company's approved SWMS and that each worker signs.
- Shared SWMS Sign on form
- A single DS Site form for every company and project. The worker picks the project and company, reads their company's SWMS, ticks three acknowledgements and signs. It counts at site sign-in like a company's own sign-on form.
- Sign-on
- One worker's signed submission of a sign-on form. It counts at site sign-in on the day it is made.
- Approval workflow
- The steps and approvers your workspace has set up for SWMS. The SWMS is Approved when every step is approved.
- Worker Induction
- An induction about the person: their details, company and licences. It isn't tied to a site. One is needed in the last 12 months before a worker can sign in to any site.
- Site Induction
- An induction for one project: that site's rules, hazards and plans. One is needed for each project, in the last 12 months. A project uses the workspace's default Site Induction form unless the builder links the project's own form.
- Site sign-in
- The DS Site form a worker submits when they arrive on site. It only lets the worker in once they have a Worker Induction, the Site Induction for that project and today's SWMS sign-on for that project and their company, all made while logged in as themselves. It is on in every workspace.
- Deep Space
- The web product the builder uses, including the subcontractor portal.
- DS Site
- The forms platform and phone app that subcontractors and workers use on site.