Introduction to Electronic Dockets for Subcontractors

Once you have installed and registered the SafeSite app on your mobile device, you are ready to start creating electronic dockets.   

See our Install and Register the SafeSite app Cheatsheet if you have not yet registered as a SafeSite user.

SafeSite for Subcontractors:

• SafeSite is a free mobile app for your Android or Apple smartphone allowing you to create electronic dockets.
• Electronic dockets are a way for Subcontractors to record the work they have done for a Head Contractor without using paper based systems.
• At the end of each day, an electronic docket is sent to the Foreman with the click of a button, saving time, improving accuracy and ensuring dockets do not get lost.
• Electronic dockets can be tracked as they make their way through the Head Contractor's system.
• Electronic dockets eliminate disputes when it comes to invoicing.

The lifecycle of an Electronic Docket:

The Virtual Superintendent 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 Head Contractor's financial system for invoicing.

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Useful Information for a Subcontractor Generating an Electronic Docket:

• A Subcontractor will create an electronic docket each day and Submit it to their Foreman at the end of the day.
• During the day, a Subcontractor can fill in details and add any Attachments/Allowances to be claimed.
• Subcontractors can add photos to their docket - the Foreman will see these when the docket is Submitted at the end of the day.  Photos might include - work completed, work in progress, issues found.
• Subcontractors needs to add Remarks about the work they have completed.  
• The Foreman will Accept this docket and send it on to the Engineer or they could Reject it.  If the docket is Rejected it will be sent back to the Subcontractor for fixing.
• A Rejected docket can only be edited by the Subcontractor.  Formen cannot adjust the details, such as the hours that have been entered.
• With some types of work the Head Contractor may request a Subcontractor to track their location using the SafeSite mobile app. Subcontractors will be informed if this is necessary.  If this is the case, when the Subcontractor signs off for the day, all location tracking will stop.
• As part of signing on to SafeSite, there are a short series of yes/no questions to answer allowing Foremen to know if a Subcontractor and their Machine are fit for work.

Useful links:

Now you need to learn how to record electronic dockets for your project.

The following article explains how a plant operator or a labourer can use SafeSite to record daily dockets:

Subcontractor Records and Electronic Docket