"I scan the QR code when a new subby turns up on site. I can see immediately if they're compliant before they start work. It takes five seconds and it used to take five phone calls."
Jason M
Site Manager, Sydney NSW
Know Who Is Compliant Before They Start Work
Real-time licence, insurance and white card visibility for every subcontractor on your site. Plus digital inductions, toolbox meetings, site gate sign in and emergency muster. All in one platform.
SubPass gives site managers complete visibility over subcontractor compliance without storing a single document. Connect with your subcontractors, verify their certificates once and let SubPass track everything automatically. Run inductions, toolbox meetings and site gate sign in from the same platform your compliance dashboard lives on.
Start free — no credit card requiredYou do not know who is compliant until something goes wrong.
You are legally responsible for every subcontractor on your site under Australian WHS legislation. Verifying compliance through phone calls, emails and WhatsApp is not a system. It is a risk that falls entirely on you.
Chasing paper takes hours you do not have.
Licence renewals. Insurance expiries. Induction records. You are spending hours every week on admin that should take minutes. And you still do not have a reliable record if something goes wrong.
One incident without the paperwork can end your business.
An uninsured subcontractor on your site. A lapsed licence nobody checked. The legal and financial consequences fall on the principal contractor. You need documented verification, not a hope that everything is in order.
How it works for site managers
1
Create your account
Sign up with your email. Select Site Manager. Enter your ABN and business details. Your 14-day free trial begins immediately with no credit card required.
2
Set up your sites
Create a site for each active project. Each site gets a unique QR code for your gate. Set site-specific requirements like vehicle and plant insurance for contractors working on that site.
3
Scan or invite your subcontractors
Scan their SubPass QR code on site or send an email invite. They approve your connection request from their SubPass account. You see their compliance status immediately.
4
Verify their documents once
At the moment of connection you view the subcontractor's actual certificate to personally verify it is genuine. After that single verified view SubPass stores the document summary on your dashboard permanently.
5
Your dashboard tracks everything
Real-time compliance status for every connected subcontractor. Automatic email alerts before anything expires. Run digital inductions and toolbox meetings. Generate PDF compliance reports in one tap.
6
Manage your site gate and team
Display your site QR code at the gate. Contractors scan in on arrival and out on departure. See live attendance, run emergency musters and manage your team members with role-based access.
Site gate available on Professional and above. Emergency muster on Business and above.Compliance and Documents
Live Compliance Dashboard
Every connected subcontractor shown with green, orange or red status. Updated instantly when documents are uploaded or expire. No manual checks ever required.
One-Time Certificate Verification
At the point of connection view the actual certificate once to personally verify it. After that single view only the document summary remains. Policy number, insurer, coverage amount and expiry date.
Automatic Expiry Alerts
Email notifications to you and the contractor at 30, 14 and 7 days before any document expires. You always know before it becomes a problem on site.
AI Document Parsing
When contractors upload documents SubPass reads them automatically and extracts key details. Fake document detection flags suspicious uploads for review.
Available on Professional and aboveSite Operations
Site Gate Sign In and Out
Each site gets a unique QR code for the gate. Contractors scan in on arrival and out on departure. Live attendance dashboard shows exactly who is on site right now with their compliance status at time of arrival.
Available on Professional and aboveEmergency Muster
In an emergency open SubPass and see every person currently on site. Tick them off as they reach the muster point. Anyone not accounted for is flagged immediately. Share a muster report with emergency services in one tap.
Available on Business and aboveVisitor Management
Contractors without SubPass can register as visitors at the gate. Capture their name, company, phone and purpose of visit. Site manager is notified immediately. Visitors are prompted to create a free SubPass profile for faster sign in next time.
Available on Professional and aboveAttendance History
Every contractor sign in and sign out is recorded with timestamps, GPS confirmation and compliance status at the time of arrival. Full attendance history per site exportable as PDF or CSV for WHS record keeping.
Available on Professional and aboveInductions and Meetings
Digital Site Inductions
Create site inductions using WorkCover standard sections or your own custom content. Contractors read the full induction content and sign off on their phone. PDF report generated automatically with signatures and timestamps.
Toolbox Meetings
Create toolbox meetings using WorkCover standard topics. Contractors sign attendance on their own devices. Export a full PDF attendance report in one tap. Overdue reminders sent automatically to anyone who has not signed.
PDF Report Generation
Generate professional PDF reports for site inductions, toolbox meetings and site condition reports. Upload your company logo for branded reports. Share via secure link or download directly.
Available on Professional and aboveReusable Templates
Save your induction and toolbox meeting content as templates. Load them for future meetings on the same or different sites. WorkCover standard templates built in and ready to use immediately.
Team and Site Management
Multi-Site Management
Create and manage unlimited sites on Professional and Business plans. Each site has its own contractor list, induction records, toolbox meetings, attendance dashboard and unique gate QR code.
Team Management
Invite project managers, supervisors and safety officers with role-based access. Five role types: Full Admin, Site Manager, Site Access, Field Reporter and Read Only. Assign team members to specific sites only.
Available on Professional and aboveSite Condition Reports
Professional photo documentation with annotation tools. Arrows, circles, highlights, freehand drawing, text boxes and GPS stamping. Before and after comparison. Branded PDF reports in one tap.
Available as add-on or included in Business and aboveBizCover Insurance Integration
When contractor insurance is expiring SubPass connects them to BizCover for renewal with their details pre-filled. SubPass members get twenty dollars off new policies. Your dashboard updates automatically when they renew.
Know who is on your site. Right now. Always.
SubPass turns any site into a digital sign-in system without expensive hardware or complicated software. Print your site QR code, display it at the gate and every contractor scans in on arrival and out on departure using their phone camera.
Live attendance in real time
See exactly who is on site at any moment. Arrival times, departure times and compliance status at the time they signed in. No more guessing who is still on site at the end of the day.
Emergency muster built in
Open SubPass in an emergency and see every person currently on site. Tick them off at the muster point. Share a report with emergency services showing who is accounted for and who is missing. Available on Business and Enterprise plans.
Visitor management included
Contractors without SubPass can register as visitors at the gate. You capture their details and are notified immediately. They are prompted to create a free SubPass profile for faster sign in next time.
Document site conditions before disputes happen.
Site condition reports let you photograph, annotate and document any site condition, hazard or incident with professional tools. Generate a branded PDF report in one tap and share it with clients, head contractors or insurers via a secure link.
Professional annotation tools
Arrows, circles, highlights, freehand drawing, text boxes and GPS location stamping directly on photos. Every annotation is accurate and timestamped. The annotation editor works on your phone on site.
Before and after documentation
Mark photos as before and after for the same area. The PDF report shows them side by side for clear comparison. Protect yourself from disputes about pre-existing conditions before work starts.
Branded PDF reports
Upload your company logo and it appears on every site condition report PDF you generate. Looks professional when sharing with clients, head contractors and insurers. Available as an add-on or included in Business and above.
Go paperless on site. Without losing the record.
Digital inductions and toolbox meetings give you the same legal documentation as paper-based systems with the addition of digital signatures, timestamps and audit trails that are significantly harder to dispute.
WorkCover standard templates built in
SubPass includes WorkCover standard induction sections and toolbox meeting topics pre-built and ready to use. Select the topics relevant to your site and send. Contractors complete and sign on their own phone.
Contractors must read before signing
Contractors cannot sign an induction until they have scrolled through the full content. The sign button is disabled until they reach the bottom. Creates a defensible record that they actually read and understood the content.
PDF reports generated automatically
Every completed induction and toolbox meeting generates a PDF report including site details, contractor passport summary, full induction content and signed acknowledgement with timestamp. Available immediately for download or sharing.
SubPass gives you verified compliance without taking ownership of documents.
Under Australian WHS legislation principal contractors must verify that every subcontractor working on their site holds current and valid licences, insurance and inductions before work begins. The obligation to verify is clear. The method of verification is not prescribed, which means a documented digital verification process is legally equivalent to collecting paper copies.
SubPass gives you a documented record of verification without storing subcontractor documents on your behalf. You view each certificate once to personally verify it at the point of connection. After that single verified view SubPass stores only the document summary on your dashboard. The actual certificate stays with the subcontractor in their SubPass profile.
Your dashboard shows you the policy number, insurer name, coverage amount and expiry date for every document your connected subcontractors hold. Automatic alerts fire when anything is about to expire. You have everything you need to demonstrate compliance without holding documents you are not supposed to have.
Simple pricing that scales with your site.
Founding Member rates available for the first 50 site managers. Locked forever at your signup rate.
View Founding Member pricingStop chasing paper. Start managing compliance.
Join SubPass today. Founding Member pricing available for the first 50 site managers from $49 per month. Always free for subcontractors. 14-day free trial. No credit card required.
No credit card required · Australian data hosting · Cancel any time · Founding Member rates from $49/mo · Free for subcontractors forever