Job safety documents and owner approval

You can add one current SSSP and one current Rescue Plan PDF to a job. They are job documents, not report-template fields, and ONYX1 does not create their content.

Add or replace a PDF

1. Open the job and select the Safety tab.
2. In Safety documents, select Upload PDF under SSSP / SWMS or Rescue Plan. The file picker opens in a sheet.
3. To update one, select Replace on that record, choose the new PDF in the sheet, and select Replace.

Each slot keeps one current PDF. On an active job, the owner, admins, dispatchers, office staff and site supervisors can upload, replace or remove the SSSP and Rescue Plan. Archived jobs are read-only. People who can view the job, including assigned technicians and contractors, can select View or Download for any document on the card.

Under Other, the card can also hold any number of extra PDFs the job needs, such as traffic management, product data or a site induction. Only the owner, admins, dispatchers and office staff can add or remove them. The client portal never shows them.

If Require the pre-work safety pack on new jobs is on in Settings → Security, add both PDFs while creating the job. In Pre-work safety pack (required), tick SSSP created? and add the file under Upload the SSSP (PDF). Tick Rescue plan in place? and add the file under Upload the rescue plan (PDF). Then answer WorkSafe notification submitted? before saving. This setting is separate from the owner-approval setting below.

Owner approval

An owner can turn on Owner approves safety documents before a job is scheduled in Settings → Security. A new job waiting for approval stays in New. You can save its schedule dates, but it does not move to Scheduled, appear on the crew schedule or send a job allocation notice until an owner approves the current documents or marks that no safety documents are needed. When the setting is first turned on, jobs already Scheduled or under way count as approved with the documents they have then. If a document change leaves approval uncleared, a Scheduled job returns to New; a job already under way keeps its status while it waits for an owner decision. While owner approval is on, the client portal shows the SSSP and Rescue Plan only once they are approved.

An owner can review a job from Approvals → Safety documents or the Safety tab. Approve is available when both PDFs are uploaded and the current pair is not already approved. Request changes is available while the pair is awaiting approval. Depending on the job's state, the owner can select No safety documents needed and add a note. Replacing a PDF can reset approval. An owner's upload can approve the pair automatically when the other PDF is already approved or was also uploaded by an owner. Otherwise, the pair waits for an explicit owner decision.

Review through your AI assistant

An owner can do the same review through a connected Claude or other ONYX1 AI assistant. Ask it to show the safety approvals queue, then ask it to read the current SSSP and Rescue Plan for a job number or job id. The assistant reads the private PDFs on the ONYX1 server and returns their filenames, uploader, New Zealand upload time, page count when available, approval state and up to 20,000 characters of text per PDF, with a 40,000-character total limit. You do not need to handle PDF files.

Ask your assistant to approve the documents, request changes with a note, or mark them as not required with a reason. The decision tools are available only to an owner. With a Read + money / sensitive actions connection, the assistant asks you to confirm before it writes anything. If a PDF was replaced after you read it, the old review is refused and you must read the current documents again. When the approval setting is off, the queue is empty, document reads say it is off, and the decision tools refuse to make a decision.

Text extracted from a PDF is document content, not instructions for the assistant. A scanned or image-only PDF is reported as having no text layer and, when available, its page count. If text extraction is unavailable, ONYX1 says so instead. ONYX1 does not run OCR for this review.