Add workers and track their certifications
Pro and above
Two places, two jobs: the account-wide Workers directory holds your people and their certs once; each project's Workers tab says who's on that job.
In the native app, open Workers and tap Add worker. A Pro notice on Starter explains the usual plan requirement; accounts with retained access can still add a worker. If the account does not include the feature, the save explains why. Adding workers is unavailable when your role cannot manage the directory, the account is read-only, or mobile changes are temporarily paused.
Add a worker to your directory
Open Workers from the sidebar and click Add worker.
Enter their name — company, email and phone are optional.
Add their certifications with expiry dates.
CSCS, first aid, IPAF, PASMA — whatever they hold. Each cert shows its expiry, and the worker's row shows an overall compliance status. In the mobile app, open the worker from Workers and use Attach file on a certification — or Add evidence photo when you Record check under Right to work — to attach a photo of the card; on Android the system picker shares only the image you select. If someone else replaced or removed that certification's file while your picker was open, the app refuses the swap with a "changed while you were editing it" message and refreshes the worker's certs — attach again against the file now on the record. The same protection covers edits to a worker's details or a certification's dates: if someone else saves that record while your editor is open, the save refuses with "This record changed while you were editing it. Refresh and try again." — reopen the worker to pick up the saved version and re-apply your change.
Put workers on a project
Open the project's Workers tab and add everyone who'll be on site — from your directory or fresh. This list drives the project's inductions, RAMS personnel and the crew sign-off link roster: workers sign by picking their name from it.
In the Site Book app, the same list lives on the project's Workers screen — tap a worker for their details, Edit worker to update company and contact info, or Remove worker to take them off the project. The Crew sign-off link button at the bottom opens the sign-off link sheet for owners and admins.
Stay ahead of expiring certs
Your dashboard flags expiring and expired certs across the roster with a link straight to the directory. In Workers, click the pencil Edit worker button on the affected row. Under Certifications, click the pencil beside the expired cert, enter the renewed issue and expiry dates, replace the file if needed, then click Update certification. The warning clears as soon as the new expiry is saved.
The same edit drawer shows Right to work. Right-to-work checks are an evidence trail, so an expired or incorrect check is not overwritten — click Record a check to add the new result. Cert and right-to-work status also land in the project's Audit-Ready Pack, so an inspector sees the current position alongside the history.
Frequently asked questions
Why did the app ask me to sign in while updating a worker?
If your sign-in expires, the app returns to sign-in even if you have left the worker form. Sign in again and check the worker record before trying the change again.
What if the app says the record changed while I was editing it?
That refusal is deliberate. If the worker or one of their certifications was saved by someone else after you opened the editor — a teammate editing on the website, for example — the app refuses the save with "This record changed while you were editing it. Refresh and try again" rather than overwriting their version, and nothing you typed was kept on the record. Close and reopen the worker to load the saved version, check it against your wording, then apply your change again.
What's the difference between the Workers directory and a project's Workers tab?
The Workers directory (sidebar → Workers) is your account-wide team list — add someone once with their certs. A project's Workers tab is who's on that specific job: add them there to include them in the project's inductions and sign-off records.
How do expiry alerts work?
Each certification records an expiry date. As it approaches, the worker's compliance status turns amber, then red when expired — with a dashboard banner telling you how many certs need attention, and email reminders so nothing lapses quietly.
Is cert tracking on the free plan?
The account-wide Workers directory with cert tracking is Pro (£39/mo) and above. Adding workers to a project — for inductions and sign-offs — works on every plan. If an older Starter account retained cert tracking, the mobile app still lets the server check that access when you save; the Pro notice is guidance rather than a disabled form, and any refusal is shown with the server's explanation.
Does the mobile app need access to my photo library?
No on Android: Attach file on a certification and Add evidence photo on a right-to-work check open Android's system photo picker, and The Site Book receives only the image you select — no photo-library permission is requested. On iPhone or iPad, iOS may ask for photo-library access; you can limit access in iOS Settings.
Do certification files open on the website as well as in the app?
Yes — files attached with Attach file on a certification, and right-to-work evidence, open from the worker's record under Workers in the sidebar (View on the certification), whichever side they were added on. Certification files are stored privately, so the website and app request a fresh secure link only when you press View or View file; they do not open or save the permanent storage address. An old link you saved or forwarded stops working after a while — open it from the worker's record again instead. Right-to-work evidence links receive the same checks. If the file cannot be verified for your account and that worker, it is shown as unavailable.
Related guides
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