Site Safe Forms
The prestart lives on the dash now.
Site Safe Forms puts a QR tag in every vehicle. Whoever is driving scans it, does the prestart on their phone, and the record is in your inbox before they are out of the car park.
Drivers don't need an account or the app. Vehicles they've opened before work with no signal. Try the demo prestart or scan the tag.
How it works
Add your vehicles, print the tags
Call sign, rego, the checklist it uses. Print every tag on one A4 sheet, laminate them, stick them on the dash.
Drivers scan and tick
The phone camera opens the prestart. OK, defect or N/A for each item (or All OK for a whole section), a note and photo for any defect, the odometer or hours, declare, done.
The record arrives
A PDF lands in the inboxes you nominate: every prestart, defects only, or failures only. Critical defects tag the vehicle out until someone clears it.
Built for the way a site actually runs
Prestarts, Take 5s, checklists and defect records in one place, written for Queensland mine sites.
- Prestart checklists
- Light vehicle, truck and plant checklists built in. Make your own with your items and critical checks. Add the whole fleet from a spreadsheet and print every QR code on one sheet.
- Defects and tag-out
- A critical defect fails the prestart and marks the vehicle out of service. Fix it, record it, return it to service.
- Take 5
- The standard card, question for question, with the supervisor's name and a hazard and control written in for any answer that needs one. Sites see totals and common hazards, never names.
- Checklists
- Area inspections, plant operator check rounds, equipment checks: any other check gets its own QR code, and every completed one comes back as a pass, defects or fail.
- No signal, no problem
- Open Site Safe and scan from inside it. Saved vehicles and checklists load without signal, and prestarts and Take 5s save on the phone and send themselves when signal comes back.
- Service reminders
- Set the service interval in kilometres or days and get an email before it falls due.
- Your records
- Every prestart and Take 5 as a PDF, a monthly summary email, a fleet report for any date range, and a CSV export for the safety department.
- Your team, free
- Invite supervisors, fitters and admin staff as Admin, Editor or View only. Operators doing prestarts don't need to be added at all. You pay for vehicles, never for people.
In the office, the whole fleet is on one screen.
Sign in on a computer and Site Safe Forms opens as a full dashboard: what needs attention, today's prestarts, and every vehicle in a table you can search and filter.
- Needs attention, first
- Out-of-service vehicles and open defects sit at the top of the dashboard with who reported them and when, and a Record repair button beside each one.
- The vehicle register
- Every vehicle with its rego, make and model, site, status and last prestart. Click a row to see its defects, QR code and recent prestarts in a side panel without leaving the list.
- Reports and a compliance pack
- Prestart completion by site, vehicle and shift, results by week, the most common and repeat defects, what's still open — and one PDF of it all with a sign-off line for the auditor.
- Trends at a glance
- A chart of prestarts done and the defect rate over 7, 30 or 90 days, tables you can sort by any column, and Ctrl/⌘ K to jump to any vehicle.
- Your name on it
- Add your company logo once and it goes on every PDF record and report, the emails from your vehicles and Take 5 forms, and the printed QR codes.
- Same account, any device
- Drivers use their phones in the field; supervisors and admin use the computer. It is the same account and the same records, with nothing to install.
Running a site? Put your Take 5 on the crib room door.
Use the standard card or make your company's own Take 5, print its QR code, and every one that gets completed is emailed to your admin team. Contractors scan it with whatever phone they have.
- Contractor vehicles in two minutes
- Print one sign-up code for the gatehouse. A contractor scans it, links their own vehicle to your checklist, and does the prestart. Their vehicle keeps one QR code for every site, and their prestarts on your site come to you.
- Nothing to roll out
- No accounts to create for the workforce. The QR code is the rollout.
Every other check, on a QR code where it's done.
Area inspections, plant operator check rounds, equipment checks: whatever your site or crew checks on paper now. Checklists work like the prestart, without needing a vehicle.
Build the checklist
Add your items, or take a photo of the paper form and Site Safe Forms makes the checklist from it for you to check over.
Put the QR code where the check is done
On the switchroom door, the workshop wall or the start of the check round. Anyone scans it and fills it in, with no login.
A result, saved and sent
Each completed checklist comes out as a pass, defects or fail, like a prestart. It is saved under Checklists and can be emailed with a PDF to the addresses you choose.
Cheaper than the books it replaces
A duplicate prestart book is about $20 and lasts 50 prestarts. Here is what that costs per vehicle, next to Site Safe Forms.
| How the vehicle is used | Prestarts a year | Books | Paper, per vehicle | Site Safe Forms, per vehicle |
|---|---|---|---|---|
| 5 days a week, one shift | 260 | 6 | about $120 | $49 |
| 7 days, one shift | 365 | 8 | about $160 | $49 |
| 7 days, two shifts | 730 | 15 | about $300 | $49 |
Paper assumes a 50-page duplicate light vehicle prestart book at about $20, which is the going rate. Site Safe Forms is the Crew plan paid yearly ($490 for 10 vehicles); bigger plans work out cheaper again, and one vehicle on its own is free.
Site Safe Forms pricing
Only the number of vehicles changes. Every feature, including Take 5s and checklists, is in every plan, and drivers never pay.
Free
- Unlimited prestarts, Take 5s and checklists
- Emailed PDF records
- Your own prestart and Take 5 forms
Starter
- $250 a year paid yearly
- Everything in Free
- Cancel any time
Crew, Fleet and Site
- Crew, 10 vehicles, $49
- Fleet, 25 vehicles, $119
- Site, 60 vehicles, $269
Questions people ask first
Do the drivers need the app?
No. The tag opens the prestart in the phone's browser. The driver types their name once, and it's remembered on that phone. A driver with a Site Safe account gets a history of their own prestarts as well.
What happens when there is no signal?
The prestart or Take 5 saves on the phone with the time it was completed, and sends itself when the phone next sees signal. Vehicles and checklists you've opened before load without signal too. With no signal, open Site Safe and scan from inside it rather than with the phone's camera app. A vehicle that has never been opened on that phone needs signal the first time.
Who gets the records?
You choose up to five email addresses per vehicle and whether they get every prestart, defects and failures only, or failures only. Each email carries the PDF. Everything is also in the app, with a PDF report for any date range, CSV export and a monthly summary email.
Is it a replacement for site-approved paperwork?
The built-in prestarts mirror the standard light vehicle, truck and plant prestarts and the Take 5 card, and you can rebuild your site's own forms and checklists item for item. Whether a digital record is accepted is a decision for each site's safety and health management system, so check with the SSE before you retire the books.
Do Take 5s and checklists cost extra?
No. They are in every plan, including Free. You pay for vehicles and nothing else, so a site can put up its Take 5 and checklists without adding a single vehicle.
Can I use it on a computer?
Yes. Sign in at site-safe.com.au in any browser and you get the full dashboard: needs attention, the latest prestarts, a searchable vehicle register and exports. There is nothing to install, and it is the same account your drivers' prestarts arrive in.
Can I control what my team can change?
Yes. Each person you invite is an Admin, Editor or View only, and you can change it any time. View only suits supervisors and managers who want the dashboard without editing anything. Drivers and operators doing prestarts and Take 5s don't need an account on your team.
Where is the data kept?
In Google Cloud's Sydney region, under your account, backed up nightly and recoverable to any minute in the last 7 days. You can download everything as PDFs and spreadsheets in one ZIP, and you can delete the account yourself from inside the app. The detail is on our security page.