Inductions
Inductions is how a person gets onto site and stays on the record: who they are, who they work for, what tickets they hold, what they were shown and agreed to, and whether they are on site right now. Most of the people in this register have no Teralo account and never will, which shapes everything about it.
Two records again, and the split matters. The worker is the person, and they persist across projects and across employers: their details, their photo, their licences, their emergency contact. The registration is that person's induction on one project: the content they completed, the approval, the sign-ins. A carpenter on four of your sites is one worker and four registrations.
How a worker registers themselves
The usual path, and the one worth setting up properly, is the project's public portal. A worker opens it on their own phone, before their first day, with no account and nothing to install.
It starts with their phone number and a six-digit code by SMS, so the number on the record is one that reached them. A returning worker is recognised at that point and their existing profile is offered back rather than typed again.
Then ten steps: their employer, personal details, contact details, an emergency contact, vehicle details (optional), licences, a medical declaration, any SWMS they need to sign on to, the induction content itself, and a final declaration.
Workers who need an interpreter
A worker records their preferred language on the way through, and can say that they need an interpreter, with that person's name and phone number. The interpreter then signs off on the registration themselves, which is recorded with the time.
That is worth setting up rather than working around. An induction somebody did not understand is not an induction, and the sign-off is the difference between believing that and being able to show it.
Or a manager creates it
The alternative is a manager creating the registration from inside Teralo, which is what you do for somebody standing at the gate. The difference is where the induction content sits: a self-registration has already done it, so it goes straight to review, while a manager-created registration waits for the worker to complete the content first.
When the employer is not in the list
A worker picks their employer from a list the host curates. That list is deliberately lightweight: a two-person subcontractor with people on site and no Teralo account is a name on it, not a tenant with a login and a bill.
By default a worker who cannot find their employer may type the name in, and it arrives on the registration as a pending employer for the host to resolve at the approval gate, either matching it to an existing one or creating it. The registration cannot be approved while that name is unresolved, which is what stops the list filling up with eleven spellings of the same firm. You can turn self-declaring off per project, and a worker is then told to speak to the site administrator instead.
The induction content
Content is written in tiers, and a worker sees the tiers that apply to them stacked in order.
- Company content is your organisation's standard induction, written once
- Region content covers a state or an area, and each project selects the one it belongs to
- Project content is this site: its hazards, its layout, its rules
A tier holds sections, and a section holds slides, rich text, PDFs and videos, either uploaded or embedded from a URL. Workers must view everything in a section before moving on.
Tests and passing scores
A section can require a test: multiple choice and true or false questions, with a passing score you set as a percentage. Attempts are counted, and the score is kept on the record with the date it was passed.
Each section is tracked separately, so a worker who has already done your company induction on another job is not made to sit through it again.
Licences
Licences belong to the worker rather than to a project, so a ticket entered once follows them everywhere.
White Card, CSCS card, OSHA 10: you define the list
Teralo ships no fixed list of licence types, because the right one is jurisdictional. You write your own: White Card, CSCS card, OSHA 10, EWP, working at heights, confined space, whatever your sites actually ask for.
Each licence carries a number, an issuing authority, an issue date, an expiry date and a scan of the card, and somebody with the right permission can mark it verified, with their name and the date against it.
The Expired Licenses tab
The Inductions register has a third tab, spelled Expired Licenses in the app, and it is the mechanism. It lists every licence on the project that has expired or expires within thirty days, worked out against the project's own day, oldest first.
An expired licence does not block anything by itself. It does not stop a sign-in and it does not invalidate an induction. Somebody has to look at that tab and act on it, so put it on a named person rather than assuming it will surface on its own.
Approval
A registration moves through a short list of statuses:
- Awaiting induction, created but the content is not done
- Awaiting approval, content complete and waiting on the host
- Pre-approved, cleared to start with a final approval still to come
- Approved, fully inducted
- Rejected, refused, with a comment saying why
- Invalidated, an approval withdrawn because something changed
- Deactivated, switched off, usually because the person has left
Approval mints the worker's ID number, a unique six-digit code, the first time it happens. That code is what they use at the gate for the rest of their working life on your sites.
Invalidating cancels any review in progress and emails the worker a link to re-induct. Use it when the thing they were shown is no longer what applies: the site rules changed, a method statement was reissued. Deactivating switches the registration off and notifies their employer. Reactivating restarts the review from the beginning rather than restoring the old approval, which is the right behaviour: if it was worth switching off, it is worth looking at again.
Signing in and out
Sign-in is designed for a tablet at the gate, on the public portal, with no login.
The kiosk: worker ID, QR code or face
A worker signs in with their worker ID, the six-digit code approval gave them, by scanning a QR code, or, where the project has enabled it, by face recognition.
Visitors sign in through the same kiosk on their own tab, giving a name, a company, who they are visiting and why. They are kept separate from workers throughout, because they have no registration behind them and no induction to check.
Three rules at the gate
Three things are worth knowing before the tablet goes out:
Only an approved or pre-approved worker can sign in. Anybody else is refused, and the message names the status so whoever is on the gate knows what to fix.
A flag warns rather than blocks. A flagged worker signing in shows the reason to whoever is at the kiosk and emails the people who need to know, but the sign-in proceeds. Flags exist at two levels: a company flag follows the worker to every project, and a project flag applies to one site.
Nobody is signed out automatically. A worker who does not sign out stays signed in, and an evacuation list is only as good as the sign-outs, so it is worth making a habit of it and worth someone clearing the board at the end of a shift.
Face recognition
Off by default, and doubly opt-in: the project enables it, and each worker consents separately at registration. Matching happens on the device at the kiosk, and the template never leaves Teralo. Withdrawing consent deletes it. Treat it as a convenience at a busy gate rather than as a security control, and check your own obligations before turning it on, since biometric data is treated as sensitive information under Australian privacy law.
Method statements and sign-ons
SWMS assigned to a worker are acknowledged as part of the induction, or later by an emailed link, or in person with a signature captured on a device. The acknowledgement records the method statement's version, which is what makes it meaningful: publishing a new version invalidates every sign-on against the previous one, and those workers need to sign on again. See Method statements.
Where the induction record turns up
On a timesheet. Opening a day's timesheet shows the workers who signed in that day, as a prompt and a cross-check rather than a rule. It is the fastest way to notice that the sheet says nine people and the gate says eleven.
On a machine. Inducted workers can be named as authorised operators of a piece of equipment, which is how a ticket connects to a machine.
In My Items, for the registrations waiting on you.
Keeping a record current
An approved worker can update their own details without an account. From the portal they enter their phone or email, and Teralo sends a magic link that is good for 48 hours. New phone number, new licence, renewed ticket: they do it themselves, and it lands on their profile rather than in somebody's inbox.
Across the organisation
Your organisation's worker register lists your own workers, wherever they are inducted, with their licences and the projects they are registered on. It is the view for an employer rather than for a site, and it is the right place to answer whether anybody's ticket is about to run out. It has no organisation sidebar item today, so search is the quickest way to it. See Organisation level and project level.
SettingsHost only
Tools, then Inductions holds the configurable lists and the content.
Job titles, licence types and medical questions
Three lists you define, at organisation level and optionally per project. Employers is a fourth, the host-curated list of the firms workers can induct under.
Content tiers
Where the induction itself is written, with its sections, its slides and videos, and its tests.
PPE, site rules and muster points
Project settings hold the rest, and they are worth going through once per site.
The PPE requirements, which the portal draws as ISO 7010 mandatory-action signs rather than as a list, so they read the same to somebody who does not read English comfortably. The site rules. The emergency information, meaning muster points, first aiders and who to ring.
Then the switches: which region tier applies, whether SMS verification is required (it is, by default), whether workers may self-declare an employer, whether face recognition is enabled, and the prefix on induction numbers, which is IND unless you change it.
The workflow binding is set at organisation level with an optional per-project override, and the organisation can lock it so projects cannot change it.
PermissionsHost only
- Can view the inductions register and worker profiles shows the tool
- Can create inductions and manage own organisation workers allows registering somebody and looking after your own firm's people
- Can approve, reject, flag, and manage all inductions is the host reviewer and administrator
- Can permanently delete inductions is separate and is not implied by managing
Opening a worker's sensitive details costs you a reason. Their contact details, home address, emergency contact, vehicle and medical declaration are hidden behind a prompt that requires you to type why you are looking, and the reason is written into that registration's activity log with your name against it. That is deliberate: this register holds real people's personal information, and the honest way to protect it is to make looking at it a recorded act rather than an invisible one. See How permissions work.
WorkflowsHost only
The run starts when the registration is created, by either route, and a registration cannot be created until a workflow is bound.
The default graph branches first on whether the induction content is already done: a self-registration goes straight to awaiting approval, a manager-created registration waits at awaiting induction until the worker finishes it. Both then reach the host review, and the first manager to respond decides it.
That review has three outcomes rather than two. Approve is terminal and mints the worker's ID number. Reject is terminal, and a rejected worker cannot resubmit: reactivation is a manager's decision and starts a fresh review. Pre-approve is the one that earns its place on a real site, letting somebody start work while a second, final approval is still outstanding.
Build variations in the workflow builder and attach them as described in Binding a workflow to a tool.