Keep a record of visits from WorkSafe or SafeWork
Each visit from your state's safety regulator, their report and notices, and what they told you to do by when.
What this is for
When your state's safety regulator visits, whether it's a routine audit, a complaint, a follow-up or you asked them to come, keep a record of it in one place: who came, what they looked at, what came of it, their report and any notices. Add each thing they told you to do, whether it's an improvement notice, a prohibition notice or a recommendation, with who's responsible and by when. Sign OS reminds the person responsible and your safety contacts before each date and every week once it's late, so nothing they asked for gets forgotten. The area is named after your regulator, so a Victorian shop sees WorkSafe visits and a New South Wales shop sees SafeWork NSW visits.
What is on this screen
Each part of the screen above, top to bottom, and what changing it affects.
The visits list
- Record a visit
- HR people who can change records, and the safety contacts.
- Visits this year · Last visit · Still to do · Overdue
- How many visits this year and in all, the date of the last one and why they came, how much of what they asked for is still open (and how many of those are notices), and how many are past their date.
- Needs attention
- Everything they asked for that's overdue or due in the next week, soonest first, each linking to its visit.
- Visits
- Each visit, newest first, with why they came, how many things are overdue or still to do, or All done, who the inspector was and how long it took.
Recording a visit
- When and why
- The date they came, how long it took in hours (optional), and why they came: a routine audit, a complaint, we asked them to come, a follow-up visit, or something else.
- Who came
- The inspector or inspectors by name, and their phone and email if they left them.
- What they looked at · What came of it
- In your own words: the areas, machines or paperwork they went through, and what they said.
- Save the visit
- Saves it and opens it, ready for their report and what they told you to do.
One visit
- The visit
- The details. Tap the phone number to ring the inspector, or the email to write to them.
- What they told you to do
- Add each one: what kind (improvement notice, prohibition notice, recommendation or other), what they told you to do, who's responsible, and the date it's due by. A notice needs its date. Each shows To do, Due soon, Overdue or Done.
- Mark done
- Enter the day it was done and what was done, for example who fixed it. Not done yet undoes it. Change edits one that isn't done.
- Report, notices and photos
- Upload their report, a copy of any notice, and photos of the fix.
- Change · Remove this visit
- Change edits the visit. Remove takes one recorded by mistake off the list and stops its reminders; it's kept in the trail, and Put it back on the list returns it.
Before you start
- Your shop is on Workshop or Scale.
- Only HR people and your safety contacts see visits. Staff never see them or any count of them. Set the safety contacts under Settings, HR & safety, Safety.
- The name follows the state in Settings, HR & safety, Safety, or your public holiday region if no state is chosen there. With neither, it's called Regulator visits.
Step by step
- 1
Open HR & Safety and tap the visits tile (WorkSafe visits, SafeWork NSW visits or Regulator visits, depending on your state).
- 2
Press Record a visit, fill in when and why they came, who came, what they looked at and what came of it, and press Save the visit.
- 3
Upload their report and any notices under Report, notices and photos.
- 4
Under What they told you to do, add each notice or recommendation with who's responsible and the date it's due by.
- 5
When each one's done, press Mark done and say what was done. Add a photo of the fix if you have one.
Tips & gotchas
- The person responsible sees it on their My safety actions as Required by the safety regulator, never the visit itself, and can tick it off there.
- Reminders go a week before the date, the day before and on the day, then every week while it's overdue, to the person responsible and the safety contacts. The weekly overdue reminder always goes, whatever your shop's repeat setting.
- Anything still open shows on the HR & Safety home under Needs attention, for HR and the safety contacts only.
- Sign OS doesn't tell you what a notice means or whether you've complied. If you're unsure, ring your regulator or get advice.