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Set up a Safety document template
Set up a Safety document template

How to setup a SWMS document

Natasha Tyrrell avatar
Written by Natasha Tyrrell
Updated over a week ago

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Set up a SWMS document

1. Create a SWMS template

In Settings - Templates - Safety click Add template

Name your template - this is the name your technicians will click on to sign this SWMS. Click on the Create tab to create the SWMS document.

Check the documents as default to add it automatically for new jobs.

2. Add your business details

The SWMS template use placeholder, the same as our other templates and you can add business and job details using the placeholders at the bottom of the page. 

  • Start by adding the safety document type. Type or choose from the dropdown list.

  • Upload your logo. Click on Choose File to add your logo to the document.

  • Add details as needed in the title, top left, top middle and top right section. There is also a center section for more notes.

3. Add questions to your SWMS

Click on the Add question group tab to get started.

The questions in the SWMS document can be pre-filled but also changed by the worker on site. The questions are arranged in groups, where each group can have several questions or statements. There are seven types of question groups.

Each question group has a name (heading for the group) and description to fill out. The questions added to a group will appear under this heading when displayed to the workers. You can delete or move question groups up and down using the links to the right of the question type.

See details about each type of question groups below.

Personal Protective Equipment (PPE)

The Personal Protective Equipment or PPE option adds a PPE section where workers can check what protective equipment they are using on the job. The PPE section is automatically filled out with the available options, you can add, remove and change any items on the list as needed. 

  • Use the links to the right of the question to delete and move the question within the question group.

  • Click on + Add question to add another question to the question group.

  • Click on Add question group to add a new section to your SWMS 

Hazard (step, hazard, risk, control)

This is the bulk part of the SWMS document where each step is documented with potential hazards, risks and control measures. The steps are arranged in hierarchical
order, and can be moved and deleted as required. 

Click on the edit link to edit the risk rating options and colours

  • Enter a process step

  • Enter a sub-step

  • Enter a potential hazard

  • Select the Pre risk rating from Low - Extreme by clicking on the ----

  • Enter a control measure

  • Select the Post risk rating from Low - Extreme by clicking on the ----

  • Enter the person responsible to action this control measure

  • You can add more hazards and control measures as needed, just click +Add hazard / control measure


Use the checklist type to add checkbox questions for the workers to answer.  

Custom field (optional)

This is for any additional fields that you want to add to your SWMS document, such as notes, and additional signatures, such as customers signatures. All technicians assigned to the job will be asked to sign the SWMS document. 


Another type of question group are images. Upload any project demanding images and create related questions. Hit Add file to add images to your document.


To this question group add any necessary files by hitting the Add file tab below, and create relevant questions.


In this group create questions that should be answered by yes/no principle.

4. Additional information (optional)

There's another area at the bottom of the SWMS document where you can add any text and placeholders as needed. The text area is divided into a left and right section.

5. Add a bottom logo (optional)

Add a bottom logo to the end of the SWMS document. Click Choose File to upload your logo.

Click save to save your SWMS document


Need help? Let's touch base. Just shoot us a message anytime. And, don't forget to share your thoughts and suggestions with us. Can't wait to hear your feedback!😊

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