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REGISTERS

The Registers section is used to maintain company-wide records and asset registers. Unlike project registers, which are managed within individual projects, company registers apply across the entire organisation.

Registers are maintained using configurable web forms that can be customised to meet your company's operational, compliance, and record-keeping requirements.

Each completed form is stored as a digital record and can be viewed as a PDF document. Register data can also be exported to Microsoft Excel for analysis, auditing, reporting, and management review.

Common uses of registers include:

  • Asset management
  • Plant and equipment tracking
  • Inspection and maintenance records
  • Electrical test and tag records
  • Hazardous chemical registers
  • Tool allocation and tracking

Plant and Equipment

The Plant and Equipment Register maintains records for company-owned and hired plant and equipment.

Custom forms can be configured to support the inspection, maintenance, and compliance requirements of different equipment types.

For each item, the register can store:

  • Asset identification details
  • Make and model information
  • Serial numbers
  • Inspection records
  • Maintenance history
  • Service schedules
  • Supporting documents and photographs

When a new asset is registered, Onsite generates a unique register number and QR code that can be used for identification, inspections, and maintenance activities.

Benefits

  • Centralised asset records
  • Improved maintenance tracking
  • Easier compliance verification
  • Quick asset identification using QR codes

Electrical Test and Tag

The Electrical Test and Tag Register records the inspection, testing, and tagging of portable electrical equipment.

This function can be used for:

  • Power tools
  • Extension leads
  • Flexible electrical cords
  • Portable appliances
  • Temporary site electrical equipment

Inspections are typically conducted by a competent person or licensed electrician and recorded using a mobile-friendly web form.

Records may include:

  • Test results
  • Test and expiry dates
  • Asset details
  • Photographs
  • Comments and observations

The form can be customised to suit company procedures and compliance requirements.

Hazardous Chemicals

The Hazardous Chemicals Register stores Safety Data Sheets (SDS) and related information for hazardous substances used by the organisation.

Users can:

  • Upload Safety Data Sheets
  • Capture SDS images using a mobile device
  • View documents directly from the register
  • Maintain a current record of hazardous substances

Selecting a register entry displays the associated Safety Data Sheet as a PDF document.

Maintaining an up-to-date chemicals register helps ensure workers have access to the information required for the safe handling, storage, and use of hazardous substances.

Tools

The Tools Register is used to manage tools and equipment assigned to employees.)

The register maintains detailed asset information, including:

  • Make and model
  • Serial number
  • Purchase information
  • Photographs
  • User manuals
  • Safety instructions
  • Warranty documentation

The register can also be used to record:

  • Asset condition
  • Damage reports
  • Repairs
  • Maintenance activities
  • Service requirements

Tool History

The Tool History function provides a complete audit trail for each asset throughout its lifecycle.

Typical events recorded include:

  • Asset purchase
  • Receipt into store
  • Reservation for use
  • Assignment to an employee
  • Return to store
  • Repair or servicing activities
  • Disposal or replacement

This history provides accountability for company assets and assists with maintenance planning, stock control, and asset utilisation reporting.

Register Management Best Practice

To maintain accurate and reliable records:

  • Register new assets as soon as they are purchased or received.
  • Keep inspection and maintenance records up to date.
  • Upload current Safety Data Sheets for all hazardous chemicals.
  • Record tool allocations and returns promptly.
  • Regularly review registers for missing, damaged, or overdue assets.
  • Export register data periodically for management reporting and auditing purposes.

Accurate registers support compliance, improve asset accountability, and provide a reliable source of information for operational and safety management activities.