WHS management system: Captured on site. Visible from the office.
Safety paperwork is a hassle in every business. Pillar Operating Systems builds WHS software for Australian businesses that makes it as easy as tapping a phone. Your team signs in, completes inductions and does their safety checks on their phone, and every record lands in one place you can see live. Building sites, warehouses and kitchens are just a few examples. If your business has people, equipment or procedures to keep safe, we'll build it around how you work.
See it work
Wherever the work happens, one record the office can see
Pick a workplace and watch sign-ins, checks and reports land in the office as they happen.
Why go digital
What is a WHS management system?
A WHS management system, or safety management system, is everything your business does to keep people safe, plus the records that prove it. Under Australian WHS laws, every business has a duty of care to keep workers and visitors safe, and to show how it does it. That's inductions, risk assessments, equipment checks, fire and emergency drills, chemical registers, incident reports and staff licences. A digital WHS management system puts all of it on your team's phones and into one place you can check any time.
On a building site, that's SWMS and plant pre-starts. In a warehouse, forklift checks and visitor sign-in. In a kitchen, fridge temperatures and cleaning logs. The paperwork changes. The headache doesn't.
Sound familiar?
- “The sign-in sheet's wet, lost or still in the ute.”
- “New starters are working before anyone's inducted them.”
- “The checks get ticked. I'm not sure they get done.”
- “Half our safety data sheets are missing or out of date.”
- “When did we last do a fire drill?”
- “Someone's ticket or RSA has probably expired and I wouldn't know.”
- “Contractors turn up without their paperwork.”
- “Near misses don't get reported until someone actually gets hurt.”
- “My team hates paperwork, and I spend hours chasing it.”
- “I'm not even sure what we're meant to be keeping.”
- “If an inspector walked in today, I'd be nervous.”
- “If someone got hurt, could I prove we did the right thing?”
Every part of workplace safety
What can go digital in your workplace?
Most safety paperwork can move onto a phone. Start with a sign-in register, or put your whole safety and workforce system in one place.
Digital sign-in register and visitor management
You don't know who's on site or on shift right now.
A digital sign-in register replaces the paper sheet at the site gate, warehouse door or staff entrance. Staff, contractors and visitors sign in and out on their phone, so you always know who's there, including when the fire alarm goes off.
- Quick fix
QR code sign-in
Staff and visitors scan a code at the gate, front door or staff entrance.
- Nothing to download
- Time and date recorded
- Visitors and contractors too
- Smart workflow
NFC sign-in with location checks
Tap on and off at the site, warehouse or venue, checked against where they should be.
- Location verified at sign-in
- Inductions checked before entry
- A live headcount if the fire alarm goes off
- Full system
Attendance across every location
Every site, store or venue in one register, feeding timesheets and the office.
- Sign-ins become timesheets
- Long shifts flagged for fatigue
- Missed sign-outs followed up
Online inductions, training records and toolbox talks
New starters start work before they're inducted.
Online inductions let staff, contractors and visitors finish their induction on a phone before they arrive, whether that's a building site, a warehouse or a kitchen. Emergency procedures, chemical handling and toolbox talks are recorded the same way.
- Quick fix
Online induction form
Your induction as a phone form, done before a new starter's first shift.
- Your content and questions
- Signed and dated
- Saved to their record
- Smart workflow
Video inductions and toolbox talks
Videos and questions, with toolbox talks and pre-shift briefings signed on the spot.
- Site rules, forklift safety or kitchen hygiene
- Must pass to finish
- Attendance recorded
- Full system
A training register for every worker
Inductions and training tracked for every person, role and location.
- The right induction for each site and role
- Fire warden and first aid training tracked
- Linked to sign-in
SWMS, risk assessments and safe work procedures
Safety documents get signed once and lost in a folder.
Construction work needs a safe work method statement (SWMS) for high-risk tasks. Every workplace needs risk assessments, safe work procedures and an emergency plan that people have actually read. We put the current version on every worker's phone and record who signed it. Site rules and workplace rules too, signed off before anyone starts.
- Quick fix
Digital sign-off
Staff read and sign SWMS, procedures, policies and site rules on their phone.
- Name, time and date recorded
- Current version only
- No lost paperwork
- Smart workflow
A document library that stays current
Every SWMS, risk assessment, procedure and emergency plan stored, and re-sent when it changes.
- SWMS, Take 5s, JSAs and risk assessments
- Changes sent for re-signing
- AI drafts new risk assessments from your template for you to check
- Full system
Built into every job and shift
The right documents assigned to each job, task or shift, and checked at sign-in.
- Unsigned workers flagged
- Review dates tracked
- A full audit trail
Pre-start checklists for plant, vehicles and equipment
Pre-starts don't get done, or the paper goes missing.
A digital pre-start checklist is done on a phone at the excavator, forklift, delivery van or tractor. Faults are flagged straight away, and every check is saved so you can show it was done.
- Quick fix
Digital pre-start checklist
Your checklist on a phone for the excavator, forklift, van or tractor.
- Your questions, your equipment
- Photos of any issue
- Saved with time and date
- Smart workflow
Scan-to-check equipment
Scan the tag on a machine, vehicle or hoist to open its own checklist.
- The right checklist for each machine
- Faults alert a supervisor
- Failed checks marked out of service
- Full system
Plant, fleet and equipment register
Every machine, vehicle and power tool's checks, services and test and tag dates in one place.
- Service, rego and test and tag reminders
- Vehicle logbooks
- Fault history for each item
Workplace inspections, fire safety and chemical registers
Daily checks get filled in at the end of the week, if at all.
Every workplace has checks that should happen on time. Workplace inspections, fridge temperatures, cleaning logs, first aid kits, fire extinguishers, exits and evacuation drills all go onto a phone, with a reminder when each one is due.
- Quick fix
Digital checklists
Any inspection turned into a phone form, from a site walk to a fridge temperature check.
- Photos and notes
- Time and date recorded
- The same steps every time
- Smart workflow
Scheduled checks with reminders
Daily, weekly and monthly checks sent to the right person, and chased if they're missed.
- Opening and closing checks
- Out-of-range readings alert a manager
- First aid kits and exits checked on time
- Full system
Every register in one place
Chemical registers, fire safety records and inspections kept current in one system.
- Safety data sheets opened by scanning a code
- Evacuation drills and fire warden lists
- Ready when an inspector asks
Hazard, near miss and incident reporting
Incidents get reported late, or not at all.
Anyone can report a hazard, near miss or incident from their phone in minutes, whether it's a fall on site, a chemical spill in the warehouse or a burn in the kitchen. Managers hear about it straight away, and every action is tracked until it's closed.
- Quick fix
Hazard and incident report form
Report a trip hazard, spill, near miss or injury from a phone.
- Photos and location attached
- Sent to the right person straight away
- A time-stamped record
- Smart workflow
Reporting with follow-up
Reports sorted, actions assigned and chased until they're closed.
- AI summarises each report for the manager
- Corrective actions tracked
- A private way to raise concerns like workload or bullying
- Full system
Safety reporting across every location
Hazards and incidents tracked across every site, shop or venue.
- Trends by location and type
- Reports ready for audits
- Anything left open is flagged
Licence, ticket and certificate tracking, and contractor management
Licences, tickets and certificates expire without anyone noticing.
Every industry has qualifications staff need before they start. White cards and high-risk work licences on site, RSA and RCG behind the bar, food safety supervisor certificates in the kitchen, and Working with Children Checks in care and childcare. We keep them all on file and send a reminder before anything expires.
- Quick fix
Licence and certificate register
Every white card, RSA, forklift licence and first aid certificate on file, with expiry dates where they apply.
- A photo of each card
- Expiry dates tracked
- Reminders before they lapse
- Smart workflow
Contractor and new starter onboarding
Contractors, labour hire workers and new staff send their licences, certificates and insurance before they start.
- AI reads the expiry date from the photo
- Approved before their first shift
- Expired documents flagged
- Full system
Compliance checked at sign-in
Only people with current qualifications and inductions can sign in.
- Flagged at the gate, front desk or bar
- One record per worker and contractor
- Every gap visible from the office
WHS compliance dashboard and reports
You can't see what's happening unless you're there.
A WHS compliance dashboard brings every sign-in, induction, check and incident into one live view, across every site, warehouse or venue. You know where things stand without leaving the office.
- Quick fix
Daily compliance summary
One summary each morning of who's in and what's outstanding.
- Sent by email or text
- Gaps highlighted
- No logging in required
- Smart workflow
Live compliance dashboard
Every location and record in one live view.
- Who's in, inductions and checks
- Overdue fire, chemical and equipment checks flagged
- Audit-ready reports
- Full system
Full WHS management system
Your whole safety, workforce and site operation in one system built for you.
- Built around your workplace and process
- Connected to timesheets, jobs and payroll
- One system for every site, store or venue
Easy to use
Safety paperwork your team will actually do
Most business owners see safety paperwork as a hassle that gets in the way of real work. So it gets rushed, skipped or left until the end of the week. We make it quicker than the paper version, so it gets done properly every time.
Tap
Hold your phone to the tag at the gate, machine or door.
Check
The right checklist opens, ready to go.
Done
It's saved and visible in the office straight away.
Off-the-shelf safety software makes you change how you work to fit its screens. We build yours around your workplace, your safety documents and your process, and connect it to the rest of your business.
- Your own safety documents, inductions and checklists, not a template
- Works on any phone or computer, with nothing to install
- Connects to timesheets, jobs and payroll
Every industry
Safety and compliance software for every industry
If your business has staff, shifts, sites, chemicals or equipment, it has safety paperwork to keep on top of. Here's what it looks like in practice.
Construction
Site sign-in, inductions, SWMS, plant pre-starts and contractor checks, all on a phone and visible from the office.
Demolition and asbestos removal
SWMS, licence tracking, site sign-in and daily safety checks.
Electrical, plumbing and trades
Job safety checks, licence tracking and test and tag records.
Fire protection and security
Inspection checklists, defect reports and service records for every site you look after.
Manufacturing and fabrication
Machine pre-starts, chemical registers, inductions and incident reporting.
Warehousing and logistics
Forklift pre-starts, visitor sign-in, test and tag and near miss reports.
Transport and fleets
Vehicle pre-starts, logbooks and fatigue tracking.
Labour hire
Inductions, tickets and timesheets for workers on every host site.
Hospitality and commercial kitchens
Staff sign-in, fridge temperatures, cleaning logs and incident reports.
Events and venues
Crew sign-in, inductions, emergency plans and incident reports.
Agriculture and aquaculture
Boat, tractor and quad pre-starts, chemical records and check-ins for people working alone.
Cleaning and facility services
Chemical registers, site checklists and check-ins for staff working alone.
Automotive and smash repairs
Hoist and spray booth checks, chemical registers and test and tag.
Landscaping and grounds
Mower and equipment pre-starts, chemical records and vehicle logs.
Health, care and community services
Incident reports, training records and staff check-ins.
Childcare and education
Visitor sign-in, daily safety checks and incident reports.
Offices and retail
Visitor sign-in, evacuation headcounts, workplace inspections and a private way to raise concerns.
Free compliance audit
See what your safety system could look like
In a free 30-minute audit, we look at how your workplace runs today and show you what can go digital, what to start with and how it would work for your team. No jargon, no obligation.
Show us your paperwork
We build it around your workplace
Your team uses it on their phones
Questions
Frequently asked questions
What is WHS software?
WHS software is a digital system that replaces paper and spreadsheets for work health and safety. It handles sign-ins, inductions, risk assessments, checklists, incident reports and licence records, and keeps them in one place. Ours is built around your business instead of a one-size-fits-all template.
What is a SWMS?
A safe work method statement (SWMS) sets out high-risk construction work, the hazards involved and how the risks will be controlled. Workers doing that work need to read and follow it. A digital SWMS puts the current version on their phone and records who has signed it.
What is a toolbox talk?
A toolbox talk is a short safety meeting, usually before work starts, about a specific hazard or task. Recording who attended and what was covered helps show you're managing safety. We put toolbox talks on workers' phones, with attendance signed on the spot.
Does a digital system make us WHS compliant?
A digital WHS management system makes compliance much easier to manage and prove, but it doesn't replace your legal duties or advice from your state's regulator (such as SafeWork NSW) or a safety professional. We build it around your existing procedures, so the right steps happen and the records are always there.
How much does a WHS management system cost?
It depends on how many sites, people and forms you have. A digital sign-in register is a small place to start, and a full system costs more. After a free compliance audit, you'll get a clear quote for exactly what you need.
Is this only for construction?
No. It works for any business with staff, shifts, locations or equipment, construction included. Warehouses use it for forklift pre-starts, kitchens for temperature and cleaning logs, farms for chemical records and offices for visitor sign-in and evacuation headcounts.
Does it work in every state?
Yes. It works anywhere in Australia. Your forms and procedures follow the rules for your state, whether that's WHS laws in NSW, Queensland and most other states, or Victoria's OHS laws.
Can it cover fire safety and emergency procedures?
Yes. Evacuation drills, fire warden lists, emergency plans and checks on extinguishers and exits can all be recorded on a phone. The live sign-in list also gives you a headcount in an evacuation. Fire equipment servicing still needs a qualified fire protection technician. We keep the records and reminders.
Can it manage our chemical register and safety data sheets?
Yes. Every hazardous chemical can be listed with its safety data sheet, location and quantity, and staff can open the safety data sheet on their phone by scanning a code. You'll get a reminder when a safety data sheet is due for review.
Do workers need to download an app?
No. Workers tap their phone on an NFC tag or scan a QR code, and the form opens in their phone's browser. Managers can use any phone or computer. There's nothing to install.
Can you use our existing forms, inductions and procedures?
Yes. We build the system around the documents and procedures you already use, so your team doesn't have to learn a new way of working.
Can it help with psychosocial hazards?
It can give staff a simple, private way to raise concerns like workload, fatigue or bullying, and track what's done about them. Managing psychosocial hazards still needs consultation with your workers and the right advice. We make the reporting and the records easier.
Can you keep track of test and tag?
Yes. We keep a test and tag register with each item's last test and next due date, and send reminders before it's due. The testing itself still needs to be done by a competent person.
What licences and certificates can you track?
Any licence, ticket, card or certificate your staff need. That includes white cards and high-risk work licences in construction, RSA and RCG in hospitality, food safety supervisor certificates, first aid, forklift and trade licences, driver licences and Working with Children Checks. Anything with an expiry date gets a reminder before it lapses. It works as contractor management software too, with insurance, licences and inductions checked before anyone starts.
Can it connect to our timesheets and payroll?
Yes. Sign-ins can feed timesheets, and records can connect to your job management, payroll and accounting software.
Can we start with just a sign-in register?
Yes, and many businesses do. A digital sign-in register is quick to set up, and you can add inductions, procedures and checklists when you're ready.
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