contractorlensEVIDENCE BEFORE ACCESSMy workspace →

WORKSPACE GUIDE

How to use Contractor Lens

Set up one mine and one contractor. Build the worker evidence, review the contractor’s pack, and record the decisions that take a job from planning to handback.

Open my workspace →Try the fictional demo →

To keep a copy, use your browser’s Print command and select Save as PDF.

01 / SET UP

Start with one mine and contractor

  1. Open My workspace, sign in with ChatGPT and save your name and organisation.
  2. In Mine sites, select Add mine, enter the mine and location, and save.
  3. In Contractor audits, select Add contractor. Record the company, work category, assessment reason, action owner and any findings. You can leave the assessment Awaiting review while setting up workers. Acceptance requires zero open findings.
  4. Select the mine in the workspace selector. Start with the Readiness overview to see assigned workers, evidence gaps, reviews and expiries.

Quick route: Worker passports → Add worker guides you through any missing mine or contractor setup before opening the worker form.

02 / WORKER EVIDENCE

Build and review a worker passport

  1. Choose Worker passports → Add worker. Enter the worker’s name and role, choose their contractor and select at least one mine assignment. Use an internal reference if needed.
  2. Open Documents & reviews and select Upload document. Choose the worker and evidence type: competency, medical fitness or induction. Enter the issuer, reference and validity date. Match competency and fitness scope to the worker’s role; select the correct mine for an induction.
  3. Attach a PDF, PNG or JPEG up to 10 MB. For fitness evidence, use the fitness certificate rather than clinical reports.
  4. Open Review evidence, download the file and check the issuer, worker, scope and validity. Record your reason and choose Approve evidence or Reject evidence. Upload a replacement if the evidence needs a new review.
  5. Return to the selected mine’s dashboard. Evidence complete reflects current verified competency, fitness and site induction evidence, plus an accepted contractor assessment. Use Export view in Worker passports for the filtered list or Export history for review decisions.

Keep the decisions separate: Evidence readiness does not grant access, authorise work or issue a permit. Follow the mine’s approval process.

03 / CONTRACTOR ONBOARDING

Invite a contractor and review their pack

Workspace owner

  1. Open Onboarding & contracts. Under Invite a contractor, select the company and mine, enter the work package and the contractor’s ChatGPT sign-in email, and tailor the required evidence list. Use one requirement per line.
  2. Select Create invitation, then Copy link and share it with the named contact. The platform does not email the link.

Invited contractor

  1. Open the invitation link and sign in with the exact email that was invited.
  2. Upload the requested evidence under the matching checklist items. Enter expiry dates where applicable. Add your contact name and company registration or business reference, then select Submit pack for review.
  3. If the reviewer requests changes, read the item notes, replace the requested evidence and submit the pack again.

Workspace owner: review and decide

Open the engagement in the register. Review each item and save its decision. Approve the pack once all required items are accepted and current, or request changes with a reason. Reopen approved packs when evidence needs another review.

04 / CONTRACT AND JOB STAGES

Record the agreement and sign-offs

In the engagement’s Contract management section, save the reference, accountable manager, work scope and dates as a draft. Upload the signed agreement. Use Record status change to activate the contract once the evidence pack is approved and current, the agreement is attached and the end date has not passed.

For each stage, record the responsible person and a reference for every checkpoint. Then enter the accountable sign-off owner and decision reference. Complete the stages in order.

  1. Shape the job

    Save the job brief and record scope, controls and oversight references.

  2. Select and appoint

    Record supplier suitability and the award decision. Upload the signed agreement before sign-off.

  3. Prepare for site

    Record the kickoff, readiness review and the site’s mobilisation decision. Sign-off requires an approved pack with current evidence and an active contract.

  4. Track delivery

    Record work authorisation references, field checks and acceptance. Resolve open concerns and corrective actions before sign-off.

  5. Hand back and review

    Record handback, commercial review and lessons. Close the contract and resolve open concerns or actions before signing off.

05 / DELIVERY AND HANDBACK

Keep a record of what happened

  1. In Job oversight and performance, save the job brief, representative, supervisor, site risk level, controls and acceptance measures.
  2. Use Field notes and follow-up to record checks, milestones, concerns or scope and cost changes. Give each action an owner and due date. To close it, enter the completion evidence or reference and select Mark complete.
  3. Use Performance scorecards for periodic reviews. Record the period, reviewer, evidence and ratings. If a measure needs attention, record the follow-up.
  4. Confirm the work is accepted, record handback and outstanding obligations, close the contract, then record the final stage sign-off. Use the engagement’s Decision history to trace the recorded decisions.

06 / TROUBLESHOOTING

When you’re stuck

I can’t add a worker.
Use the signed-in workspace, not the fictional demo. Save the mine and contractor when prompted, then select at least one mine assignment on the worker form.
The invitation won’t open.
Confirm the invited email. The owner can renew an expired link or restore revoked access from the engagement. Revoking access does not change the pack’s approval.
The dashboard still shows a gap.
Check the selected mine, worker role, evidence expiry and decision status. An induction for another mine does not satisfy the selected mine’s check.
I can’t activate or sign off.
Read the message at the top of the engagement. Check the signed agreement, current pack evidence, earlier stage sign-offs and open corrective actions, as applicable. Use Refresh records if another person has made a change.

For help, email Admin@amanang.net. Include the screen and error message, with personal details and documents removed.