SWMS Tracking

Track all SWMS documents across your business — see what's current, what needs review, and maintain compliance records. SWMS tracking ensures safety documentation doesn't fall through the cracks.

SWMS Dashboard

Get an overview of all safety documents:

• Go to Safety in the sidebar

• View dashboard showing:

• Active SWMS — Currently in use

• Pending Sign-Off — Awaiting worker signatures

• Due for Review — Approaching review date

• Expired — Past review date

Status Indicators

Status	Meaning	Action Required
Draft	Being created, not yet active	Complete and finalise
Pending	Awaiting sign-off	Chase signatures
Active	Signed and in use	None until review
Review Due	Approaching review date	Review and update
Expired	Past review date	Review urgently
Archived	No longer in use	Retain for records

Filtering SWMS

Find specific documents:

• By status — Active, Pending, Review Due, etc.

• By rental — SWMS for specific rental

• By customer — All SWMS for a customer

• By equipment type — All EWP SWMS, scaffold SWMS, etc.

• By date range — Created or expiring in period

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Tip: Save common filters as quick-access views for your regular compliance checks.

Review Scheduling

Set review periods for SWMS:

• Open SWMS settings

• Set "Review Period" (e.g., 12 months)

• Set "Warning Days" (e.g., 30 days before)

The system alerts you when reviews are due.

Review Alerts

CloudRent Pro notifies you of upcoming reviews:

• Dashboard widget — Shows count of reviews due

• Email digest — Weekly summary of due reviews

• In-app notification — When review date approaches

Conducting Reviews

When a SWMS is due for review:

• Open the SWMS

• Click "Review"

• Check each section:

• Are hazards still accurate?

• Are controls still effective?

• Have there been any incidents?

• Are procedures still current?

• Make any updates

• Record review: Who reviewed, date, outcome

• Set next review date

Updating After Review

If changes are needed:

• Make edits to the SWMS

• System creates new revision

• If significant changes — Request new sign-offs

• Previous version archived

Minor updates (typos, formatting) may not require re-signature.

Version History

Track all revisions:

• Open SWMS

• Click "Version History"

• See all revisions with dates and authors

• Compare versions to see what changed

Compliance Reporting

Generate reports for audits:

• Go to Safety → Reports

• Select report type:

• SWMS Register — All SWMS with status

• Sign-Off Report — Who signed what, when

• Review Status — Due and overdue reviews

• Compliance Summary — Overall compliance rate

• Set date range and filters

• Generate and export

Archiving SWMS

When work is complete:

• Open the SWMS

• Click "Archive"

• Confirm

Archived SWMS:

• Don't appear in active lists

• Remain searchable for records

• Retain all sign-off history

• Keep for required retention period

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Note: Keep SWMS records for at least 7 years. Longer if there are ongoing workers' compensation claims or incidents.

Linking SWMS to Incidents

If an incident occurs:

• Record the incident

• Link to relevant SWMS

• Review SWMS effectiveness

• Update if controls failed

This creates an audit trail connecting incidents to safety documentation.

Tips for SWMS Tracking

📝 Review Weekly

Check the dashboard regularly. Don't let documents expire.

💰 Use Templates Consistently

Standard templates make tracking and reviewing easier.

📂 Complete Sign-Offs

A SWMS without sign-offs isn't protecting anyone.

🎯 Learn from Incidents

Every incident should trigger a SWMS review.

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Warning: Expired SWMS may expose your business to liability. Ensure reviews happen on schedule.