Workflow Template
Demolition SWMS review and sign-on (Australia) Workflow
Collects a demolition SWMS submission, routes it through safety manager review with revision loops, handles unsafe-to-proceed stoppages, and manages site supervisor crew sign-on before marking the job Active. Includes tracking table view and status chart widget.
Picture a demolition SWMS landing in a safety manager's inbox the night before a job starts, with a supervisor waiting to hear if the crew can go ahead. This workflow takes that submission, moves it through safety manager review with built-in revision loops if changes are needed, handles the stop-work steps if the SWMS is deemed unsafe to proceed, and manages crew briefing and sign-on before the job is marked Active. Day to day, the team gets a clear tracking table and status chart showing exactly where every SWMS sits, so nobody has to chase emails to find out if a crew is cleared to start.
Business Outcomes
- Helps reduce time spent chasing SWMS approvals before a demolition job can start
- Makes revision requests and unsafe-to-proceed stoppages easier to track from submission to resolution
- Supports clearer visibility of every SWMS status across active and pending jobs
- Helps ensure crew sign-on details are captured consistently before work begins
- Reduces manual follow-up between site supervisors, safety managers and principal contractors
Workflow Steps
Steps
- 1Create SWMS Submission Recordcreate record
Registers the submitted SWMS as a record.
- 2Set Status to Submittedupdate record
Sets the SWMS status to Submitted.
- 3Send Acknowledgement Emailsend email
Emails the site supervisor an acknowledgement with their reference number.
- 4Set Status to Safety Reviewupdate record
Sets the SWMS status to Safety Review.
- 5Safety Manager Review Taskcreate task
Assigns the safety manager to review the SWMS and record a decision and comments, due in 2 days.
- 6Save Safety Decision to Recordupdate record
Persists the safety manager's decision and comments to the record.
- 7Route on Safety Manager Decision
Routes the workflow based on the safety manager's decision.
safety_decision: "Approved"→Set Status Preparation for Approval Pathsafety_decision: "Changes required"→Set Status to Revisingsafety_decision: "Unsafe to proceed"→Set Status to StoppedDefault→End - 8Set Status to Revisingupdate record
Sets the SWMS status to Revising.
- 9Site Supervisor Revision Taskcreate task
Assigns the site supervisor to review comments, upload the revised SWMS and update control measures, due in 2 days.
- 10Save Revision to Recordupdate record
Persists the revised SWMS document and updated control measures to the record.
- 11Restart Safety Reviewrestart from step
Closes this iteration and restarts the safety manager review with the revised SWMS.
- 12Set Status to Stoppedupdate record
Sets the SWMS status to Stopped.
- 13Notify Supervisor Work Must Not Startsend email
Emails the site supervisor that the work must not start, including the safety manager's comments.
- 14Safety Manager Actions Required Taskcreate task
Assigns the safety manager to record the actions required before work can proceed, due in 1 day.
- 15Save Required Actions to Recordupdate record
Persists the required actions to the record.
- 16Set Status Preparation for Approval Pathupdate record
Marks the approval outcome on the record before crew sign-on.
- 17Crew Briefing and Sign-On Taskcreate task
Assigns the site supervisor to brief the crew, get them signed on, and record sign-on details, due in 1 day.
- 18Save Sign-On Details to Recordupdate record
Persists the crew sign-on details to the record.
- 19Set Status to Activeupdate record
Sets the SWMS status to Active.
- 20Notify SWMS Approved and Crew Signed Onsend email
Emails the site supervisor and principal contractor that the SWMS is approved and the crew has signed on.
- 21Notify Principal Contractorsend email
Emails the principal contractor that the SWMS is approved and the crew has signed on.
Fields
- Site Supervisor Name*
- Site Supervisor Email*
- Principal Contractor Name*
- Principal Contractor Email*
- Site Address*
- Job*
- +20 more fields
Forms
SWMS Submission Form
17 fields
Data Views
SWMS Tracking
job, site_address, planned_start_date, swms_version +1 more
Dashboard Widgets
Recommended integrations
Setup the following integrations to extend workflow capability.
Send email in the workflow
AWS SES
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FAQs
Do I need technical skills to set this workflow up?
No. The workflow is ready to use as soon as your workspace publishes the template, so there's no installation or development project involved. If you want to tweak steps later, you can describe the change in plain English or edit the steps directly in the workflow editor.
Can my team customise the review or sign-on steps?
Yes. You can adjust task due dates, wording in the notification emails, or the fields captured on the revision and sign-on tasks by editing the workflow steps directly. Earlier versions of the workflow are kept, so you can see what changed and when.
Who is involved in reviewing and approving the SWMS?
The site supervisor submits the SWMS through the request form, the safety manager reviews it and records a decision within 2 days, and if changes are required the site supervisor revises and resubmits. If the SWMS is unsafe to proceed, the safety manager records required actions before the process moves to crew sign-on, which is handled by the site supervisor.
What happens if the safety manager says changes are required?
The record status is set to Revising and the site supervisor is assigned a task to review the comments, upload a revised SWMS document and update the control measures, due in 2 days. Once submitted, the workflow restarts the safety manager review with the revised SWMS, and this loop can repeat until the SWMS is approved.
What happens if the SWMS is marked unsafe to proceed?
The record status changes to Stopped and the site supervisor is emailed that work must not start, including the safety manager's comments. The safety manager then has a task, due in 1 day, to record the actions required before work can proceed, and those actions are saved to the record's timeline.
Is this suitable for principal contractors who need visibility on job status?
Yes. Principal contractors take part through the emailed forms and notifications without needing an account, and they receive an email once the SWMS is approved and the crew has signed on. Each SWMS record also has a reference number and a timeline showing its status history, which your team can refer back to.
How does crew sign-on work at the end of the process?
Once the SWMS is approved, the site supervisor gets a task to brief the crew, get them signed on, and record details including workers signed on, the signed sign-on sheet, and what would trigger a review of the SWMS. This task is due in 1 day and the workflow waits for it before setting the record status to Active.
Can my team see all SWMS records at a glance?
Yes. The workflow includes a tracking table view and a status chart widget, so you can see records grouped by status such as Submitted, Safety Review, Revising, Stopped or Active. This makes it easier to spot which SWMS submissions need attention without opening every record individually.
Does the workflow keep a record of who made each decision?
Yes. Each record's timeline logs what happened at each step, and details entered on tasks the workflow waits for — like the safety manager's decision and comments, or the crew sign-on details — are saved to the record. Each business should confirm this record-keeping meets its own regulatory and site safety obligations.
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