SWMS Sign-Off
Before high-risk work begins, workers must review and sign off on the SWMS. This confirms they understand the hazards, control measures, and their responsibilities. CloudRent Pro captures these sign-offs digitally.
Why Sign-Off Matters
Legal requirement — Workers must be informed before starting
Proof of training — Documents that workers were briefed
Accountability — Workers acknowledge their responsibilities
Audit trail — Evidence for safety inspectors and insurers
Requesting Sign-Off
Open the SWMS from the rental
Click "Request Sign-Off"
Add workers who need to sign:
Select from staff list
Add external workers (name and email)
Send request
Workers receive an email with link to review and sign the SWMS.
Worker Sign-Off Process
When a worker receives a sign-off request:
Click link in email
Review the SWMS — Full document is displayed
Check the acknowledgement boxes:
"I have read and understood this SWMS"
"I understand the hazards and control measures"
"I will follow the safe work procedures"
Enter name
Draw signature on screen
Submit
💡
Tip: Workers can sign off on mobile devices on-site. No need to return to the office.
On-Site Sign-Off
For workers without email access:
Open SWMS on your device (phone/tablet)
Click "On-Site Sign-Off"
Hand device to worker
Worker reviews and signs
Repeat for each worker
All signatures are captured with timestamp.
Sign-Off Status
Track who has signed:
Open the SWMS
View "Sign-Off Status":
Status |
Meaning |
|---|---|
Pending |
Request sent, awaiting signature |
Viewed |
Worker opened the link but hasn't signed |
Signed |
Worker has completed sign-off |
Expired |
Request expired (if time limit set) |
Resending Requests
For workers who haven't signed:
Find the pending worker
Click "Resend"
New email sent with fresh link
Or call the worker and have them sign on-site.
Mandatory Sign-Off
Configure sign-off requirements:
Go to Settings → Safety
Enable "Require SWMS sign-off before delivery"
When enabled:
Delivery jobs show SWMS status
Warning if SWMS not signed before dispatching
Optional: Block delivery until signed
Viewing Signed Documents
After sign-off, view the complete record:
Open the SWMS
Click "View Signed Copy"
See document with all signatures
The signed PDF includes:
Original SWMS content
Each worker's signature
Timestamp for each signature
IP address/location (if captured)
Adding Workers After Initial Sign-Off
When new workers join the job:
Open the SWMS
Click "Add Worker"
Enter their details
Request sign-off
New workers sign the same SWMS version.
SWMS Revision Sign-Off
If the SWMS is updated after initial sign-off:
Update creates new revision
Previous signatures archived
New sign-off required from all workers
⚠️
Warning: Workers must re-sign when SWMS changes significantly. Minor corrections may not require re-signature (use judgement).
Tips for Sign-Off
📝 Brief Workers Properly
Don't just get a signature. Ensure workers actually understand the SWMS.
💰 Collect Before Work Starts
Sign-off should happen before work begins, not after.
📂 Keep Records
Signed SWMS documents should be kept for at least 7 years.
🎯 Include Everyone
Anyone doing the work needs to sign — employees, contractors, visitors.
ℹ️
Note: Digital signatures captured in CloudRent Pro are legally valid under Australian electronic transactions legislation.