Documentation

What is Subgrade

The big picture — one workspace for your civil operations, how the app is organised, and why people see different menus.

Getting Started

Your first ten minutes — signing in, securing your account, installing Subgrade on your phone, and finding your way around the sidebar.

Your First Week

The handful of things that actually matter on day one — check your details, get your tickets in, and learn the daily loop of prestart, timesheet, and work log.

Roles & Permissions

How access works — one role per person, what the standard roles do, where to manage them, and why menus differ.

Migration

How the onboarding concierge helps move your existing data into Subgrade.

User Onboarding

Inviting people, secure logins, induction requirements, and how seats are used.

Updates

Where to follow new features — announcements, the blog, and the roadmap.

Dashboard

Your landing page — a quick read on what needs your attention today, plus one-tap shortcuts into the jobs you do most.

My Work Log

Your personal hub for everything you've submitted — timesheets, allocations, prestarts, Day Works dockets and shift reports — in one tabbed view.

My Profile

Your own personal, payroll, and safety details, plus notification preferences — one place to keep them current.

My Qualifications

Your tickets, licences and training in one place — upload cards, complete assigned modules, and download a compliance pack.

My HR File

Your personal HR record — leave balance, performance reviews and disciplinary notices — plus a Request Leave form.

My Notifications

Your personal notification inbox, delivery history, and preferences — what alerts you get and how you get them.

My Vehicle

Log the current odometer reading on the vehicle allocated to you — a quick weekly check-in that keeps servicing on track.

My Subcontractor Work

Log your own work, and view your finalised RCTIs and rate card — your self-service hub as a subcontractor.

Start a Prestart

Record a plant or vehicle prestart safety check — checklist, defects, meter reading, and the job it's for.

New Timesheet

Log your shift — hours, jobs worked, breaks, and a safety checklist — and send it to a supervisor for approval.

New Shift Report

Fill out and finalise a crew's full daily shift report — crew and plant on site, the shift diary, weather, flagged items, and sign-off.

Team Approvals

The single inbox for approving timesheets, leave, subcontractor work, and asset allocation moves.

Toolbox Talks

Run a toolbox talk from setup through sign-on — discussion points, attachments, an optional checklist, and a QR/link crew members sign on their own phone.

SWMS

Sign on to the current Safe Work Method Statement for a project, publish new versions, and export the sign-on register.

Plant Risk Assessments

Publish plant/equipment risk assessments and track which operators have signed onto the current version.

SDS Register

Browse and manage Safety Data Sheets for the chemicals and hazardous substances kept on site.

Incidents

Report a site incident, investigate it, and take it through to a closed, audited record.

Company Policies

The register of company-wide policy documents — safety, vehicle, quality and general — with versioning, previews and vehicle handover sign-on.

Project Library

Find and open the public documents for a job — SWMS, drawings, permits, inductions — plus a mobile Site Pack view for on site.

Asset Manager

The register of everything you own — plant, vehicles, attachments and equipment — with full profiles for service, compliance and history.

Allocation Manager

Plan and adjust who and what is working where — crew, machines, vehicles, equipment and attachments — on a shared timeline and table.

Service Hub

The maintenance control room — what's due, what's overdue, what's grounded, and every open defect, in one place.

Asset Configuration

Set up asset categories and service profiles — the templates that drive prestart checklists, service due dates, and budget cost rates for your fleet.

Float Manager

Schedule low-loader transport for a machine, send the request to the float company, and track confirmation through to the move.

Work Orders

Quote, schedule, dispatch, and bill call-out and job-based work for customers — the core Trade Pack record.

Dispatch Board

A read-only, status-sorted board of all live work orders — the at-a-glance view for planning who's doing what today.

My Jobs

Your assigned Trade Pack jobs — start the timer, log materials and photos, take payment, and mark the job complete.

Ready for Invoice

The billing queue of completed Trade Pack jobs — approve time, then hand off to Record Invoice.

Trade Pack Settings

Set the defaults Trade Pack uses for new work orders — numbering, priority, duration, and field capture rules.

Projects

Set up jobs and clients — the backbone every timesheet, allocation, docket, and document attaches to.

Project Planner

Plan phases and work packages on a timeline before you commit any crew or plant to them.

Documents

The admin register for project documents — upload files, set up document types, track required-document readiness, and manage versions.

Day Works Dockets

The management hub for Day Works evidence — review, sign, distribute, verify and export the dockets that let you bill for work outside contracted scope.

Report Builder

Assemble a project's shift reports, resources, diary logs, timesheets, and plant logs across a date range into one exportable PDF.

Manage Shift Reports

The tenant-wide list of every crew's shift reports — filter, spot flagged entries, chase drafts, and assign Unassigned reports.

Site Inspections

Log a periodic formal safety inspection of a project site — standard checklist, notes, and photo evidence.

People

Your team directory, invitations, and roles — see who's in the workspace, invite new members, and manage access.

Competencies

The team's compliance matrix — see who holds what, approve or reject uploaded cards, and manage job roles and the competency library.

Employee Records

Schedule and complete performance reviews, and issue disciplinary notices, for people in your workspace.

Training Modules

Build training and induction content — text, images, PDFs, video, quizzes, and signatures — then publish it as a versioned module workers must complete.

Training Assignments

Send a published training module to specific people or everyone in a role, set a due date, and track how many have finished it.

Training Register

See who has completed training, internal inductions, and external site inductions for each project — and chase up anyone outstanding.

Compliance & Expiry

A manager's register of who's trained, who signed what, and what's about to expire.

Leave Requests

The tenant-wide leave register — every request, any status, with approve/reject and the ability to log leave for someone else.

Candidates

Track job applicants through your hiring pipeline, log reference checks, and convert a hire straight into an employee account.

Testimonials

Request, collect, and moderate client testimonials via a signed self-service link — no client login required.

Workers Compensation

Manage workers compensation claims end-to-end — lifecycle, capacity, appointments, disputes, costs, and reporting.

Budget Overview

Company-wide daily burn, rolling trends, and cost-stream breakdowns pulled live from the posted Budget Ledger.

Budget Ledger

The itemised, read-only record of every cost posted to your projects — labour, plant, overhead, subcontractors, materials and float — with a full audit trail.

Compensation

Set up pay levels, allowances, and each employee's pay rate — the data that costs timesheets and builds pay runs.

Asset Costs

Set the ownership, servicing, and fuel rates that price every machine in the Budget Ledger — one rate per category, plus per-machine overrides.

Overhead

Set up overhead categories and cost entries — rent, insurance, admin wages — that Subgrade amortises into a daily company-wide cost on the budget ledger.

Completing a Pay Run

The weekly walkthrough — the seven steps in the order the Payroll Hub asks for them, how to read the hours on a timesheet, and what to do when the cycle says blocked.

Payroll Hub

Build, review, finalise and export pay runs from approved timesheets — plus the exceptions that block a clean run.

Subcontractors

Review and approve incoming subcontractor work, rate cards, and claims, then run monthly RCTIs.

Billing

View your workspace's Subgrade plan, seats, renewal date, orders and payments — and change or cancel your subscription.

SMS Usage

Check your workspace's SMS credit balance, see what's used them, and top up when you're running low.

Workspace Settings

Workspace-wide configuration — branding, onboarding enforcement, toolbox templates, region, and RCTI billing details.

Checklist Templates

Build the checklists your crews fill out — prestarts, toolbox talks, inductions, timesheets — and control where each one applies.

Notification Manager

Workspace-wide admin control of who receives each notification type, on which channels, including SMS assignment and external contacts.

Broadcasts

Compose and send workspace-wide messages to your workforce by email, SMS, and in-app notification.