Manage Failed Fit for Work and Machine Checklists

When a worker fails a Fit for Work or Machine Checklist, SafeSite automatically notifies the appropriate people so the issue can be reviewed and resolved.

This article describes the steps required of supervisors when receiving checklist failure notifications. It explains:

• How Fit for Work and Machine Checklist failures are processed
• Who receives failure notifications
• How supervisors review failed machine checklists
• Where to view failed checklists in Virtual Superintendent
• How to update a machine's service status

Supervisor Workflow Overview

The general workflow of checklists in Virtual Superintendent and the SafeSIte mobile app is as follows:

1. A subcontractor signs in to the SafeSite mobile app and completes their Fit for Work questions.
2. If the worker passes the Fit for Work check, they continue signing in. If the worker fails the Fit for Work check, the assigned supervisor and subcontractor administrator receive email and SafeSIte push notifications.
3. If the worker then signs in as a plant operator, they complete a Machine Checklist.
4. If the Machine Checklist passes, the checklist is available throughout the system for reporting and review. If the Machine Checklist fails, the assigned supervisor and subcontractor administrator receive email and SafeSite push notifications, then the supervisor reviews the checklist, records the outcome, and determines whether the machine can be used that day.

Fit for Work Explained

Each day, subcontractors complete a Fit for Work questionnaire when signing in to the SafeSite mobile app. These questions ask the worker to confirm that they are well rested, free from the influence of alcohol and drugs, and in a fit state to complete a work shift.

• If all answers are Yes, the worker is considered fit for work.
• If any answer is No, the worker is considered unfit for work.

When a worker fails their self-reported Fit for Work check, SafeSite automatically notifies the assigned supervisor and the subcontractor administrator.

Notifications are sent by email, push notification, and can be read in the Messages page in the SafeSite app.

Machine Checklist Explained

Workers who sign in as Plant Operators are typically required to complete a Machine Checklist. The checklist verifies that the equipment is safe to operate on site.

Workers complete a series of Yes, No, or N/A questions and can record defects, upload photos, and add comments.

When the checklist is completed:

• a passing checklist is recorded in the system
• a failed checklist automatically notifies the supervisor and subcontractor administrator

The supervisor reviews the failed checklist and decides whether the equipment can remain in service, or requires repair before use.

Head contractor administrators can contact the Virtual Superintendent support team to create custom machine checklists for their project.

Notifications

By default, SafeSite notifies the assigned supervisor and subcontractor administrator of all checklist failures. Each recipient receives an email, a push notification, and a notification on the Messages page in SafeSite.

Users with the User Admin permission can configure additional notification recipients. For instructions, see the Create an Event Notification help article.

Review a Failed Machine Checklist

Supervisors must review every failed Machine Checklist to determine whether immediate action is required.

You can review failed checklists in the SafeSIte app from either:

• The Approve Dockets screen, or
• The Today's Checklists screen

Review a failed checklist from the Approve Dockets screen

1. Sign in to the SafeSIte app.
2. Tap Menu > Approve Dockets. The Approve Dockets screen opens.
3. Tap a docket.

4. Tap View to open the failed checklist.

   

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5. Review any photos or subcontractor comments.

   

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6. Classify each issue reported by the worker by tapping Pass, Fail, or Needs Work.

7. Scroll down and tap Supervisor status not set to select a machine status. Choose from Machine is fit to be used, Machine is fit to be used, requires minor repairs, or Machine is not fit to be used. You can also leave it set to Supervisor status not set.

   

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8. Enter notes about the failure in the Supervisors' notes field.
9. Tap Save. The details of the checklist are updated.

Review a failed checklist from the Today's Checklists screen

1. Sign in to the SafeSIte app.

2. Tap Menu > Today's Checklists. The Today's Checklists screen opens.

   

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3. Tap a failed checklist from the list. The checklist opens.

   

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4. Review any photos or subcontractor comments.
5. Classify each issue reported by the worker by tapping Pass, Fail, or Needs Work.

6. Scroll down and tap Supervisor status not set to select a machine status. Choose from Machine is fit to be used, Machine is fit to be used, requires minor repairs, or Machine is not fit to be used. You can also leave it set to Supervisor status not set.

   

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7. Enter notes about the failure in the Supervisors' notes field.

8. Tap Save. If changed, the machine's status is updated in the Today's Checklist screen.

   

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View Failed Checklists in Virtual Superintendent

You can review failed Fit for Work and Machine Checklists from the Issues page in Virtual Superintendent.

To view failed checklists:

1. Sign in to Virtual Superintendent.
2. Click Menu > Issues. The Issues page opens.
3. Filter the issue Type by sign-on or sign-off (for example, Sign-on User, Sign-on Plant and Sign-on Operator). To view failures for a specific worker or machine, use the Person field filter.

Update Machine Service Status

Supervisors can update the service status of a machine to indicate whether it is available for use. This helps track equipment availability, particularly for dry-hire plant, and assists with contract compliance.

To learn more, see the Manage Machine Service Status in SafeSite help article.