1) Accessing SWMS on Jobs
SWMS can be attached to every job that’s created on Trade Trak. When in the ‘Jobs’ module, click on the job you would like to view or add SWMS to. Once in the job, you will see SWMS listed under ‘Details’ in the taskbar on the left-hand side.
2) SWMS Module
Once in the SWMS module, you will be able to view all previous statements, share, edit, copy or delete them, and also create new ones. If you’re you looking for a specific SWMS report among many, you can use the search bar to narrow the results. You can also use filters to search for reports by the user that created it or date.
With this function, you can build a SWMS report from scratch. Start by entering a description and date, which is prefilled to today’s date. You can also prefill the SWMS report using a previously made SWMS report in the "Copy From" drop-down box, or add a pre-made SWMS template in the "Add Template" drop-down box. You can also fill in any additional notes the report requires. More information on these drop-down boxes are provided at the end of this help guide.
Then select what personal protective equipment is needed for your SWMS.
- Safety Shoes
- Face Shield
- Hard Hat
- Protective Clothing
- Sun Protection
Note: PEE items can be managed (e.g add, delete and edit). To do this, click on your profile picture or name, go to ‘Profile Settings’, select "Templates", then select ‘SWMS PPE’ and create as needed. Here you will also be able to change the images for the ones already in the app.
Next, choose which SWMS items you would like to add to your report. If you have created SWMS in the job before, Trade Trak will automatically fill in the data from your most recent one for your convenience. If the SWMS items entered are not relevant to the job you’re doing, you can remove the text or delete the items altogether by using the trash can icon. You can also add extra item lines if they are needed.
Task [text box]
Hazards & Risks [text box]
Risk score [drop-down menu: Low / Medium / High / Extreme]
Control Measure and Usage [text box]
Residual Risk and Score [drop-down menu: Low / Medium / High / Extreme]
Add those that are working on the job to the SWMS report by pressing ‘Select Users to Sign’. This will show a list of all users and their position, and also a free entry text box which allows you to add a name without having to register them on Trade Trak.
Signatures for each user on the job can be recorded and edited on the spot.
You can also add any attachments (files, photos, etc.) that are relevant to the SWMS report by dragging files into the attachments box or by browsing your files.
Once you have recorded the signatures and added any necessary attachments, click ‘Create’ and you will be taken to your SWMS report. Here you can preview, share, download as a PDF or create a task from it.
If you have previously completed a SWMS report similar to what you need for another job, you can save time by clicking ‘Copy SWMS’. You will be able to select the past SWMS from a drop-down menu and then edit it as needed.
If there are SWMS that your company frequently uses, you can create templates for them so that they’re ready to go in seconds. Read how to do this here.
Once you have created SWMS Templates, they will show up when you click the ‘Templates’ button under SWMS in Jobs. You can then edit the SWMS to suit your current job as needed.