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Public Portal

Configure external access to project information through a public portal, allowing workers and visitors to access inductions, permits, safety data, and contact information without a Teralo account.

Overview

The public portal provides controlled access to specific project information for people who don't have Teralo accounts. This is useful for:

  • Subcontractor workers attending site for the first time
  • Visitors who need to complete inductions
  • External parties viewing safety documentation
  • Workers completing method statement sign-ons

Setting Up the Public Portal

Configuration

  1. Go to Project > Tools > Public Site
  2. Configure what's available on the public portal:
    • Documents: Select folders or documents to publish
    • PPE Requirements: Display mandatory safety equipment
    • Contact Information: Project contacts and emergency numbers
    • Inductions: Enable public induction registration
    • Permits: Enable public permit registration
    • Safety Data Sheets: Make SDS register publicly accessible
    • Method Statements: Share SWMS for review and sign-on
    • Equipment: Display equipment register information

Organisation Portal

Configure organisation-level public settings:

  1. Go to Organisation > Tools > Public Site
  2. Set up organisation-wide public information
  3. Configure contact details and documentation

Public Induction Registration

How It Works

  1. Share the public portal link with workers arriving on site
  2. Workers access the registration form without logging in
  3. They complete:
    • Personal details
    • Job title and employer
    • License information
    • Medical declarations
    • Emergency contact
  4. Submissions appear in Project > Inductions > Awaiting Approval
  5. Review and approve before the worker accesses site
  • Provide the link in pre-start meeting invitations
  • Display a QR code at site entry
  • Include in onboarding documentation for subcontractors

Public Safety Information

PPE Requirements

Display mandatory PPE for the project:

  1. Configure PPE requirements in Tools > Public Site
  2. PPE displays with ISO 7010 safety sign icons
  3. Visitors see requirements before arriving on site

Safety Data Sheets

Make SDS accessible publicly:

  1. Upload SDS to the project register
  2. Enable SDS access on the public portal
  3. Workers can search and view SDS without logging in

Method Statement Sign-on

Allow external workers to review and sign on to SWMS:

  1. Generate sign-on links from method statements
  2. Share links with workers
  3. Workers review the method statement and sign on
  4. Signatures are recorded in the method statement record

Public Documents

Sharing Documents

Make specific documents available through the portal:

  1. Go to Tools > Public Site
  2. Select which document folders or files to publish
  3. Documents are accessible via the public portal
  4. External parties can view and download without logging in

Document Hierarchy

Published documents maintain their folder structure:

  • Navigate through folders
  • Search for specific documents
  • Download individual files

Contact Form

Public Contact

Enable a contact form on the public portal:

  1. Configure contact information in Tools > Public Site
  2. Include:
    • Project contact person
    • Phone number
    • Email address
    • Office address
  3. Visitors can submit enquiries through the portal

Sign-in Kiosk

The public portal includes a sign-in/sign-out kiosk:

  1. Access the sign-in page from the public portal
  2. Workers sign in using QR scanning or manual entry
  3. No Teralo account required
  4. Attendance is recorded in the sign-in register

See Sign-in & Sign-out for detailed kiosk setup.

Security Considerations

  • Control what's public: Only enable the information that needs to be externally accessible
  • Review submissions: Always review and approve induction registrations before granting site access
  • Update regularly: Keep public documents and safety information current
  • Monitor access: Track public portal usage through the project dashboard
  • Protect sensitive data: Never publish commercially sensitive documents on the public portal

Best Practices

  • Set up before workers arrive: Configure the public portal during project setup
  • Use QR codes: Display QR codes linking to the portal at site entry points
  • Keep PPE requirements current: Update as site conditions change
  • Share method statements early: Send sign-on links before workers arrive on site
  • Review inductions promptly: Don't create bottlenecks by delaying induction approvals