Introduction to Electronic Dockets for Subcontractor Administrators

The Virtual Superintendent (Virtual Super) is an online, cloud-based solution which gathers data from a range of sources, including the SafeSite mobile app, allowing head contractors to monitor accurately the safety, financial and productivity aspects of their construction projects.

SafeSite is the free mobile app used by subcontractors to capture the data, which feeds into the Virtual Super, allowing head contractors to create invoices, manage plant/labour safety and to understand the movement of materials around their project.

The graphic below briefly lists how SafeSite and the Virtual Super are utilised by all employees on a construction site to create and process an electronic docket.

You will need the head contractor to create a Virtual Super account for you.  To do this you need to speak to the head contractor admin who is in charge of the Virtual Super for your project.

They will send you an email inviting you to join and register with the Virtual Super.

Once you have registered, you will be able to see a list of all of the dockets for your project from the Dockets page of the Virtual Super. 

Electronic Dockets for Subcontractor Administrators 

• Electronic dockets are a way for subcontractors to record the work they have done for the head contractor without using any paper-based systems
• Electronic dockets are recorded using Android or Apple smartphones with the free mobile app - SafeSite
• Electronic dockets can be used to record plant or labour hire as well as record all plant attachments or labour allowances.
• At the end of each day a subcontractor sends an electronic docket to their foreman with the click of a button, saving time, improving accuracy and ensuring dockets do not get lost.  
• The electronic docket is processed by the foreman and the engineer before it is ready for invoicing.
• As a subcontractor administrator, you will be able to view all dockets recorded by your subcontractors using the office web based system -  The Virtual Super.
• As a subcontractor administrator, you are able to create new electronic dockets, edit existing dockets, Un-Submit dockets, and export for invoicing.

The lifecycle of an Electronic Docket

The Virtual Super captures data from a range of sources, including the SafeSite mobile app.

Using SafeSite, a subcontractor creates an electronic docket and Submits this to their foreman.  This docket is processed by a foreman and reviewed by an engineer before being loaded into the financial system for invoicing.

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For more information about how to work with dockets, see this article.