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How it works

How SimplifyCAE saves you work

As an OHS technician or CAE coordinator, your job is to decide whether your contractors’ documentation is valid. Requesting it, sorting it, reading it and chasing it when it expires is done by SimplifyCAE. These are the six flows where you notice it most.

The AI never validates on its own

AI reads and pre-validates the documentation. A document is only accredited when a person confirms it: you always have the final say.

How to read the diagrams

  • You: the client and its technician
  • Contractors and subcontractors
  • SimplifyCAE, automatically
  • Labour Inspectorate
  • Dark frame: the step where you act

1Flow 1

Starting a project

You create the project and invite your contractors. From then on, each one does their part from their own access. You don’t have to chase anyone.

From creating the project to a contractor ready to work.
  1. You: You create the project and invite your contractors. All you need is their email. If they don’t accept: SimplifyCAE reminds them.
  2. Contractor: They sign up and validate their company. From their own access, at no cost to them.
  3. Contractor: They read the work centre information. Risk assessment and emergency measures, with a record of the reading.
  4. Contractor (Optional): They invite their subcontractors. Who follow the same steps.
  5. SimplifyCAE: Everything visible in the project. Which contractors have joined, which are missing and what each has read.

Before

  • Emails and calls so that each contractor sends you their details and documentation.
  • Handing over the risk assessment and keeping proof yourself that they received it.
  • Subcontractors who appear on the day they arrive at the site.

With SimplifyCAE

  • Each contractor signs up, identifies their company and uploads their documents from their own access.
  • The reading of the work centre information is recorded, with the date, per contractor.
  • The contractor invites their subcontractors and you see them in the same project.

2Flow 2

Collecting and validating documentation

The contractor uploads what they have, as they have it. AI does the reading and leaves each document pre-validated; you confirm or reject it.

From the contractor’s PDF to an accredited document.
  1. Contractor: They upload what they have. PDFs, scans or photos, just as they are.
  2. SimplifyCAE: AI reads and pre-validates it. It recognises each document and who it belongs to.
  3. You: You confirm in one click. With urgent items first, from your phone too. If something doesn’t add up: You reject it and the contractor gets the reason.
  4. SimplifyCAE: Accredited document. It records who confirmed it and when.

Before

  • Opening each PDF, working out who it belongs to and noting the dates by hand.
  • Keeping track yourself of what is missing and what is in order.
  • Writing to the contractor to explain what is wrong.

With SimplifyCAE

  • You receive each document already read and pre-validated.
  • You review what AI has prepared and confirm; urgent items appear first.
  • When you reject, the contractor gets the reason without you having to write to them.

3Flow 3

Nothing expires without you knowing

SimplifyCAE watches the dates of every document and, on your behalf, asks the contractor for what is about to expire and what is missing. When the new version arrives, you just confirm it.

The renewal cycle of a document.
  1. SimplifyCAE: Watches every date. For every contractor and every worker, across all your projects.
  2. SimplifyCAE: Notifies the contractor in time. Before it expires and while anything is missing, without you having to write.
  3. Contractor: They upload the new version. And AI pre-validates it like any other document.
  4. You: You just confirm. The new date becomes the one being watched.
  5. And so on with every renewal

You also receive the expiry notices and can see what has been requested from each contractor.

Before

  • Spreadsheets with expiry dates that have to be checked by hand.
  • Emails one by one to request each document.
  • Finding out something has expired when the worker is already at the gate.

With SimplifyCAE

  • Notices go out on their own to whoever has to renew: the contractor.
  • What is missing is requested without you having to remember.
  • Your part is to confirm the new version.

4Flow 4

Who’s coming in today

The access plan tells you, each day, who is coming in and whether their documentation is in order. For urgent jobs and weekends you have options that don’t stop the work and still go through you.

From the access plan to a recorded decision.
  1. You: You plan the accesses. Which workers come in each day and on which project.
  2. SimplifyCAE: Status of each worker. Based on their documentation and their company’s.
  3. You (Optional): Urgent or at the weekend?. Options you choose in advance so the work doesn’t stop.
  4. You: The final say is yours. Anything provisional is confirmed or withdrawn, and the contractor is notified.
  5. SimplifyCAE: Everything is recorded. Who authorised what and why. It appears in the inspection report.

Before

  • Checking first thing, worker by worker, who can come in.
  • Deciding on the spot what to do with an urgent or weekend job.
  • Verbal exceptions with no record.

With SimplifyCAE

  • You see each worker’s status in the day’s plan.
  • Rules you choose in advance for urgent cases, all optional.
  • Every exception has a person responsible, a reason and a date.

5Flow 5

Gate control

Optional on each project. Each worker carries a card with a QR code and, at the gate, a phone or tablet says on the spot whether they can come in. No paper lists or calls to the office.

From the worker’s card to a recorded entry.
  1. SimplifyCAE (Optional): A card for every worker. With a QR code, ready to print.
  2. Contractor: They show it at the gate. A phone or tablet at the control point reads it.
  3. SimplifyCAE: APTO, APTO PROVISIONAL or NO APTO. Fit, provisionally fit or not fit, with the worker’s name and masked ID number.
  4. You: You know who came in and when. Every APTO records the entry, and the record goes into the inspection report.

Before

  • Paper lists at the gate and calls to the office to find out whether someone can come in.
  • Whoever controls the gate decides without knowing whether the documentation is in order.
  • No record of who came in or at what time.

With SimplifyCAE

  • The gate knows on the spot whether each worker can come in.
  • No documents are shown at the gate: only the result, the name and the masked ID number.
  • Every entry is recorded and goes into the inspection report.

6Flow 6

If the Inspectorate comes

When the Labour Inspectorate asks for a project’s coordination, you have two ways to show it, without putting folders together by hand.

From the request to a recorded consultation.
  1. Inspectorate: The Inspectorate asks for the CAE documentation. For a specific project.
  2. SimplifyCAE: Project CAE report. A PDF with all the coordination and who confirmed each document. or SimplifyCAE: Temporary access for the inspector. Secure, read-only and time-limited.
  3. Inspectorate: The inspector reviews it. Without you having to send copies by email.
  4. You: You know what they consulted. And you withdraw access whenever you want.

Before

  • Days gathering documents, signatures and receipts from several folders.
  • Proving who validated what and when with whatever can be found.
  • Sending copies by email without knowing what is done with them.

With SimplifyCAE

  • The report comes from what is already recorded in the project.
  • You can prove who validated what and when.
  • If you give the inspector access, you see what they consult and revoke it whenever you want.

Try it with your contractors' documents

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