Contractor SWMS Upload, Client Review, and Contractor Sign-Off Process
Objective
This SOP explains how a contractor uploads a SWMS document, how the client reviews it, and how the contractor completes the final sign-off. It ensures the document moves through the correct approval workflow and remains available for download at each stage.
Key Steps
1. Access the Contractor SWMS area 0:00
Log in to the platform using a Contractor account.
Open the relevant site.
Navigate to Contractor SWMS to view existing submissions and their current status.
Confirm whether the SWMS is already listed as:
Contractor submitted
Client account submitted
Pending review
2. Upload a new SWMS document 0:30
Select Add a SWMS.
Confirm the company name is populated correctly.
Enter the work description for the task being performed.
Example: Second floor painting
Drag and drop the SWMS file into the upload area.
Submit the document to send it into the review workflow.
3. Confirm the SWMS is pending client review 0:46
After submission, verify the SWMS appears in the list with a Pending Review status.
Check that the uploaded document is visible and associated with the correct work description.
Do not expect editing options at this stage; the document is now awaiting client action.
4. Wait for client notification and review 1:02
The client is automatically notified that the SWMS is ready for review.
As the contractor, you can only download the document while it is pending review.
No further changes can be made until the client completes the review.
5. Client reviews and marks the SWMS as reviewed 1:12
Log in using the client account.
Go to SWMS > Contractor SWMS.
Locate the submitted SWMS documents waiting for review.
Open each document and select Mark as reviewed.
Repeat for all SWMS that require approval.
6. Verify reviewed status in the contractor account 1:33
Return to the contractor account.
Refresh or reopen the Contractor SWMS page.
Confirm the SWMS now shows as Reviewed.
Check whether the document is still unsigned and ready for contractor sign-off.
7. Contractor signs the reviewed SWMS 1:51
Open the reviewed SWMS document.
Review the contents to ensure it matches the work being completed.
Use the available signing method to sign off on the SWMS from a phone or tablet.
Confirm the status changes to Signed after completion.
8. Download the signed SWMS if needed 2:05
Once signed, download the completed SWMS for your records.
Keep the signed copy available for compliance, auditing, or site documentation purposes.
Verify the final status reflects both Reviewed and Signed completion.
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