1
Confirm the contractor
Check the contractor register for current contacts, insurance, documents and compliance information.
Real facilities & operations workflows
Workplaces do not need more software.
They need work to flow.
OHSFMS connects the separate jobs behind safe, compliant and well-run facilities and workplaces. These examples show how multiple modules work together around the tasks staff actually need to complete.
The OHSFMS approach
Start with the operational problem, connect the people and records involved, and make the next action clear.
Report
Plan
Act
Record
Improve
8real workflow examples
Connectedmodules working together
Practicalbuilt around real operations
Flexibledifferent views for different roles
01
Contractors
Managing contractors from arrival to completion.
Keep contractor information, safety documentation, work approvals and site attendance connected across the full job.
Example scenario
An electrician is attending after hours to complete switchboard work at a managed site.
2
Prepare the work
Create the work or purchase order and record the job, location, timing and responsible staff member.
3
Review safety requirements
Collect the SWMS, complete the required induction and issue any hot works or confined-entry permits.
4
Track site attendance
The contractor checks in on arrival and appears on the live on-site register until checking out.
5
Close the loop
Record completion, documents, photos, non-conformances or follow-up work against the relevant records.
02
Daily facilities
Running the facilities helpdesk.
Give staff a simple way to report issues while the facilities team manages priorities, ownership, contractors and completion.
Example scenario
A staff member reports a damaged door closer, a leaking tap and a lighting fault at the start of the day.
1
Staff lodge the issue
The request is submitted from a phone or desktop with the location, description and supporting photos.
2
Facilities triage the work
Requests are reviewed, prioritised and assigned according to urgency, responsibility and available resources.
3
Internal or external work is arranged
The organisation can handle the job internally or connect it to a contractor, order or larger project.
4
Progress stays visible
Staff can see that the request has been received while facilities staff track updates and outstanding actions.
5
The request is completed
Completion details, photos and notes create a useful history for recurring faults and future planning.
03
Emergency readiness
Knowing who is on site when it matters.
Bring visitor and contractor attendance information together so authorised staff can quickly account for people on site.
Example scenario
An evacuation is called while visitors, contractors, service providers and delivery staff are on site.
1
People check in consistently
Visitors and contractors use a clear arrival process instead of informal paper sign-in sheets.
2
The live register stays current
Reception and authorised staff can see who is currently checked in and when they arrived.
3
Different visitor types are recorded
Contractors, hirers and general visitors can be handled through workflows suited to their role.
4
Emergency coordinators get visibility
The current attendance list provides an immediate starting point for accounting for non-staff occupants.
5
Departures are recorded
Check-out keeps the register reliable and supports later review of site attendance history.
04
OHS compliance
Turning safety obligations into routine work.
Replace scattered spreadsheets and folders with connected registers, planned reviews and clear follow-up actions.
Example scenario
The organisation is preparing for an OHS review and needs current evidence across several compliance areas.
1
Plan recurring activities
Use the OHS calendar to schedule inspections, reviews, testing and other recurring obligations.
2
Complete inspections
Routine inspections identify issues and create follow-up actions instead of static paper records.
3
Maintain key registers
Risks, chemicals, asbestos, plant, tag-outs and training information stay in structured registers.
4
Meet and assign actions
OHS meetings capture decisions, owners and due dates so responsibilities do not disappear into minutes.
5
Demonstrate the work
Current records and histories provide useful evidence of reviews, controls and completed actions.
05
Shutdown works
Coordinating shutdown works without losing control.
Plan multiple contractors, projects, access arrangements and safety requirements across a busy shutdown or low-occupancy period.
Example scenario
Cleaning, electrical, grounds, security and minor capital works are all scheduled during the same shutdown window.
1
Build the shutdown work list
Facility requests and projects are reviewed and grouped into the work planned for the shutdown window.
2
Confirm suppliers and access
Contractor records, keys, access points, inductions and arrival arrangements are checked before the shutdown begins.
3
Coordinate overlapping jobs
Orders, project details and schedules help prevent contractors from working around conflicting activities.
4
Monitor people and progress
Attendance, updates and supporting photos create visibility even when normal staffing is reduced.
5
Prepare to resume normal operations
Outstanding items, defects, cleaning issues and incomplete work are identified before normal operations resume.
06
Community hire
Managing spaces used by external groups.
Keep hirer details, bookings, locations, pricing, access and site requirements organised in one workflow.
Example scenario
An external group hires a meeting or activity space each week and requires recurring access and clear site expectations.
1
Create the hirer record
Keep contacts, agreements and relevant compliance information together for the organisation.
2
Set up the location
Record the hired area, capacity, access information and any restrictions or setup requirements.
3
Apply consistent pricing
Use location pricing and rate plans to make recurring charges easier to understand and administer.
4
Schedule the booking
Recurring sessions appear in the hirer schedule so other activities and facility needs can be coordinated.
5
Support safe access
Provide the correct gate, alarm, key and site information to the people responsible for opening and closing.
07
Plant & assets
Keeping equipment information useful after purchase.
Connect plant, asset locations, risk information, servicing and supporting records throughout the equipment lifecycle.
Example scenario
A new floor scrubber is purchased and must be recorded, risk assessed, serviced and eventually replaced.
1
Review before purchase
The OHS purchasing checklist identifies risks, training needs and suitability before equipment arrives.
2
Create the asset record
The item is added with identification, location, images and useful supporting information.
3
Document risks and procedures
Risk controls, Safe Work Procedures and operator requirements remain linked to the equipment.
4
Track servicing
Maintenance history and future service requirements help prevent important checks from being forgotten.
5
Manage faults and retirement
Tag-outs, repairs, movements and eventual disposal form part of a complete equipment history.
08
ICT support
Giving ICT work a proper helpdesk.
Let staff report issues simply while ICT staff manage requests alongside network and infrastructure records.
Example scenario
A meeting-room display fails, a new device needs network access and an office phone extension has changed.
1
Staff lodge requests
A consistent request form captures the issue, location, urgency and useful supporting information.
2
ICT triage and assign
The ICT team reviews requests, assigns ownership and tracks work through to completion.
3
Reference infrastructure records
IP assignments, racks, devices and internal extensions are available when troubleshooting.
4
Keep users informed
Status updates reduce repeated emails and give staff confidence their issue has been received.
5
Build a support history
Completed requests reveal recurring faults, high-demand areas and opportunities for planned improvement.
One connected platform
The value is not any single module.
The real value of OHSFMS comes from connecting requests, people, assets, documents and actions. Information recorded once can support multiple parts of an organisation's operational work instead of disappearing into separate systems.
Less double handlingUse shared records across connected workflows.
Clearer responsibilityMake ownership and next actions easier to see.
Better operational historyKeep useful context beyond the immediate task.
Bring your workflows together
See what OHSFMS could replace in your organisation.
Start with the jobs that currently rely on inboxes, spreadsheets, paper forms and disconnected systems.