Workforce compliance register
Tickets, licences, medicals, D&A results, VOCs and inductions per person with the document attached.
Mining services software: compliance, rosters & mobilisation
Mining services: every ticket current, every site ready. Compliance you can prove on the spot.
Tickets live in a spreadsheet, inductions sit in a ring binder and a fitter gets turned away at the gate because his medical lapsed last Tuesday. We build compliance, rostering and mobilisation systems for mining services businesses that all talk to each other. Then we host them and look after them.
Looking for mining contractor compliance software that handles rosters and mobilisation too?
Getting a crew onto a mine site means every person needs current tickets, a medical, a drug and alcohol clearance and the right inductions for that client. Each client has its own rules and its own contractor portal. Miss one item and you lose a shift, a seat on the charter and a bit of the client's trust. Most mining services businesses hold it together with a spreadsheet, a shared inbox and one admin who knows where everything is.
Wollopit builds custom software around how your business actually mobilises crews. One register holds every worker's documents and warns you weeks before anything lapses. Rosters check eligibility before a name goes on a swing. Flights, accommodation and site access get sorted in the same place. Timesheets come back from site on a phone and flow into payroll and client invoices. We connect the tools you already use and look after the lot on our own servers.
01The problems
What we hear from mining services businesses
Does your mining services business have these problems? Here's how we'd fix them.
Most mining services businesses we talk to run brilliant crews and a patchwork of spreadsheets behind them. It works until a shutdown needs forty people mobilised by Monday.
- The problemTickets tracked in spreadsheetsHigh risk work licences, confined space, working at heights and first aid tickets live in a spreadsheet nobody fully trusts.How we fix itOne register per worker with every ticket, licence, medical and induction, plus a copy of the document behind it.
- The problemExpiry surprises at the gateA medical or a ticket lapses quietly and the worker finds out when security turns them around.How we fix itAlerts to the worker and the office weeks before anything expires, with reminders until the new copy is uploaded.
- The problemEvery client has different rulesOne site wants a specific medical, another wants their own induction and a third needs a VOC on every machine.How we fix itA site requirement matrix that checks each worker against each client's rules before you roster them.
- The problemFeeding the same documents into every client portalThe same tickets get uploaded again and again into each client's contractor management system.How we fix itDocuments stored once with export packs ready for each client portal so the admin isn't retyping all week.
- The problemInductions on paperCompany inductions and policy sign-offs are in a folder in the office or lost in someone's ute.How we fix itDigital inductions with videos, quizzes and signed records stored against each worker.
- The problemFIFO rosters planned by handSwings, R&R and fatigue rules are worked out in a spreadsheet that breaks every time someone swaps.How we fix itSwing rosters that respect qualifications, rest days and site rules with clashes flagged before they happen.
- The problemMobilisation by phone tagFlights, accommodation, PPE and site access get chased across emails, texts and calls the week before a job.How we fix itA mobilisation checklist per worker and per job with flights, camp rooms, PPE and gate access tracked in one place.
- The problemTimesheets come back as photosPaper timesheets get photographed on site and retyped for payroll and the client invoice, allowances and all.How we fix itPhone timesheets with site, cost code and allowances that flow into payroll and invoicing once approved.
- The problemPrestarts and daily reports on paperPrestart checks, JHAs and daily reports get filled out in the crib room and never seen again.How we fix itDigital prestarts, JHAs and daily reports that work offline and sync once there's reception.
- The problemIncidents and hazards go missingA near miss gets mentioned at the toolbox talk and nobody can find the report when the client asks.How we fix itAn incident and hazard register with photos, actions, owners and close-out dates.
- The problemEquipment certs nobody can findLifting gear inspections, test and tag dates and plant service records live on stickers and in a filing cabinet.How we fix itAn equipment register with inspection dates, certificates and alerts before anything falls out of date.
- The problemClient reports take a whole dayThe client asks for a compliance report and someone spends a day pulling it together from five places.How we fix itCompliance, hours and safety reports generated per site and per client in a couple of clicks.
02What we build
Solutions
What we build for mining services businesses. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Expiry alerts
SMS and email warnings to workers and the office well before anything lapses.
Site requirement matrix
Each client and site's rules set up once, with every worker checked against them automatically.
Worker app & document upload
Workers upload tickets from their phone, see their next swing and sign documents. Admins approve before anything counts.
Digital inductions
Company and site inductions with videos, quizzes and signed records.
FIFO swing rostering
Swings, R&R and fatigue rules with eligibility checked before anyone is rostered.
Mobilisation & travel
Flights, camp rooms, PPE, gate access and pick-ups tracked per worker and per job.
Digital timesheets
Hours, cost codes and allowances logged on site and approved by the supervisor.
Payroll & invoicing links
Approved hours pushed to payroll and turned into client invoices in Xero or MYOB.
Prestarts & daily reports
Prestarts, JHAs, take 5s and daily reports that work offline.
Incident & hazard register
Near misses, incidents and hazards with photos, actions and close-out tracking.
Equipment & plant register
Inspections, test and tag, lifting gear certs and service records with due-date alerts.
Client compliance reports
Exportable reports and portal packs per site and per client.
Client portal
Clients log in to see who's mobilising and whether everyone is cleared.
Website & careers page
A quick website that shows what you do and takes job applications straight into your system.
03The systems
The big ones
Your whole operation, on one system.
These are the systems mining services businesses ask us about most. Each one works on its own and they get properly clever when they're joined up.
Compliance register
Every ticket, medical and induction in one place.
One register for your whole workforce, with the document behind every ticket. Workers upload from their phone, admins approve them and the system chases anything about to expire. You can prove compliance on the spot instead of digging through folders.
- Tickets, licences and medicals per worker
- D&A results and VOCs on file
- Workers upload from their phone
- Admin approval before anything counts
- Expiry alerts by SMS and email
- Reminders until the new copy arrives
- Search by ticket across the workforce
- Full history of every document
- Subcontractor compliance too
Site matching & mobilisation
Cleared for site before they're booked on a flight.
Set up each client and site's requirements once. Every worker is checked against them before they're mobilised, then flights, camp rooms, PPE and gate access are tracked on one checklist. Nobody flies out to be sent home.
- Requirements per client and site
- Automatic eligibility checks
- Gaps listed per worker
- Mobilisation checklist per job
- Flights and camp rooms tracked
- PPE sizes and issue records
- Gate access and site inductions
- Travel details sent to workers by SMS
- Portal export packs per client
FIFO rostering
Swings that check themselves.
Plan 2 and 1s, 8 and 6s or whatever the contract calls for. The roster knows who holds what ticket and who's cleared for which site. It flags fatigue breaches and clashes before a name goes on.
- Any swing pattern
- Qualifications checked per shift
- Site clearance checked per worker
- Fatigue and rest day rules
- Leave and R&R built in
- Swap requests from the worker app
- Clashes flagged early
- Rosters on worker phones
- Crew counts per site and per week
Timesheets & invoicing
Hours from site to invoice without retyping.
Crews log hours on their phone against the site, job and cost code. Supervisors approve them on the spot. Approved hours flow into payroll and client invoices with allowances already worked out.
- Phone timesheets that work offline
- Site, job and cost codes
- Allowances and overtime rules
- Supervisor approval on site
- Hours pushed to payroll
- Client invoices in Xero or MYOB
- Client timesheet sign-off
- Hours vs quote per job
- Rates per client and role
Safety & equipment
Prestarts, incidents and gear certs that don't get lost.
Prestarts, JHAs and daily reports are done on a phone in the crib room, even without reception. Incidents and hazards get tracked through to close-out. Every bit of lifting gear and plant has its inspection history on file.
- Digital prestarts and JHAs
- Take 5s and toolbox talks
- Works offline on site
- Incident and hazard register
- Actions with owners and due dates
- Photos attached to every report
- Lifting gear and test and tag records
- Plant service history
- Safety reports per client
04How it changes
Before and after
A crew mobilisation, wolloped.
Here's how mobilising a crew for a shutdown could change. Every business is different, so we map yours first.
Before
- Check tickets against a spreadsheet
- Miss an expired medical
- Chase flights and camp rooms by email
- Upload the same documents into the client portal
- Worker gets turned away at the gate
- Scramble for a replacement on day one
After
- Crew checked against the site's rules automatically
- Expiring medical flagged weeks earlier
- Flights and rooms tracked on one checklist
- Portal pack exported in one click
- Everyone cleared before flying out
- Compliance report sent to the client
05Services
Everything under one roof
Software, websites and systems for mining services businesses.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for mining services businesses
Built around how your mining services business actually runs: workforce compliance register, expiry alerts and the admin in between, in one system you own.
Websites for mining services businesses
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Mining services business system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for mining services businesses
Site requirement matrix and worker app & document upload: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Xero, MYOB and Employment Hero so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your mining services business, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside client portals and platforms you're required to use or replace the ones holding you back.
- Xero
- MYOB
- Employment Hero
- Deputy
- Microsoft 365
- SharePoint
- Power BI
- Google Workspace
- Dropbox
- SafetyCulture
- Rapid Global
- Cm3
- Avetta
- Damstra
- Assignar
- Procore
- Stripe
- Twilio SMS
- Google Maps
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your mining services business: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit with your admin, your supervisors and a crew or two, then work out where mobilisation and compliance actually fall over.
- 02
Archi-tech
We plan it before writing code: your workers, tickets, client rules, rosters, timesheets, portals, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the compliance register first, so you get a win before the next shutdown.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things mining services businesses ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can workers upload their own tickets?
Yes. Workers can upload documents from their phone. Admins approve them before they count as current.
We have to use each client's contractor portal. Does this help?
Yes. You keep using Rapid Global, Cm3, Avetta or whatever the client requires. We hold every document once and build export packs for each portal so you're not keying the same thing in again and again.
Will it work on site with no reception?
Yes. Timesheets, prestarts and reports can be filled out offline and sync once the phone finds a signal.
Do we have to switch payroll or rostering platforms?
No. If Employment Hero, Deputy or Xero are doing the job, we build around them and push approved hours across. If something is holding you back, we'll show you what replacing it would involve before anything changes.
Can our clients see who's cleared for their site?
Yes, if you want them to. A client login can show who's mobilising and whether each person meets that site's requirements.
How much does a system like this cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like a compliance register with expiry alerts can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most mining services businesses we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a mining services business problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.