The Whitehaven Contractor Management process is completed in two parts: company registration and worker registration and induction bookings.
We suggest you read through the steps before you get started, and allow yourself time to source and upload the information needed to register. A nominated administrator from your business will be required to complete the steps below.
User guides with screenshots can be found on the Documents & FAQs page.
Blackwater & Daunia sites
To continue working with Whitehaven on the Blackwater & Daunia sites, you must complete your Avetta registration and submit the required documentation.
There is a cost to join the program based on the level of compliance required for your business and the type of services your company offers.
If your business is already registered in Avetta, ensure you are connected to Whitehaven, submit additional documentation (if required) and maintain your compliant status.
Please note that adding clients in the Avetta system may increase your annual membership cost. Any increase will be generated and charged via future invoices.
Step 2: WORKER REGISTRATION & INDUCTION BOOKINGSTo register your workers, please complete the Contractor Coal Mine Worker registration form.
Once the form is completed, please allow 48 hours for the worker to be entered in to SAP. The worker will then receive a text message with their Success Factors password, so they can complete their mandatory training.
All employees and subcontractors attending site must be registered. You may complete this form on their behalf or forward the link to these individuals for completion.
There is no cost for worker registration at this stage.
New South Wales & Winchester sites
BUSINESS REGISTRATION
Step 1 > Register a user name and password
The Whitehaven Contractor Management System to register your business can be found by selecting the button below.
Start by entering a user name of your choosing, plus your email address and a password. You’ll be emailed confirmation.
For an overview of the Whitehaven Company Prequalification Portal Process, this video will step you through the process.
Step 2 > Register business details and answer profile questions
Using your new details, login to the Whitehaven Contractor Management System.
Follow the process to register your business by answering profile questions and selecting the insurances and licences you can supply to support your registration.
Step 3 > Pay for registration
The costs outlined below are determined by the complexity and verification needed for your business registration.
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- Class A contractors: $200 + GST every 3 years + $150 every year. Year 1 total cost: $200 + GST.
- Class B contractors – $400 + GST every 3 years + $150 every year. Year 1 total cost: $400 + GST.
- Class C contractors – $600 + GST every 3 years + $150 every year. Year 1 total cost: $600 + GST.
- Subcontractors – $150 + GST every year
- For each site your company will be working on, there will be a once-off $25 + GST charge per site.
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Step 4 > Upload insurances and licences
You will be prompted to upload copies of the licences and insurances you selected in step 2 for verification. Depending on the work your business does, you’ll be prompted to upload the following:
Step 5 > Complete a Safety Management System (SMS) review if required, and finalise registration
The final step for company registration is to successfully complete a SMS review, an independent desktop audit of your Work Health and Safety documents by a qualified WHS professional. The documents you’ll be asked to upload in the system for your SMS review depend on your category and may include, but are not limited to:
– WHS / OHS Policy
– Environmental Policy
– Risk Management Procedures
– Systems of Work process including incident management
– Drug and Alcohol management
– Emergency management
– Training procedures including induction management
– Sub-Contractor Management (if applicable)
– Continual improvement processes
More information about SMS reviews can be found on the Documents & FAQ’s page.
On successful review and document verification, you will be emailed that your company registration is complete.
To complete your registration, you will next register your workers, purchase their site access cards, and book their inductions.
WORKER REGISTRATION & INDUCTION BOOKINGS
Step 1 > Login to manage workers
On successful business registration, you will be invited to login to the system to manage your workers. Please click the link and login to this system using the details in the email sent by Onsite Track Easy.
Step 2 > Add workers
Once logged in, start by selecting Manage Roles and then Add New Employee. From here, enter and save their personal contact details, address, phone and email.
To watch a video showing how to add workers, apply roles and review training, click here.
Step 3 > Choose roles, upload documents and book training
Select roles for your workers based on their site and the job they’ve been recruited for.
Your role selections determine the competency documents (medicals, induction documents, trade licenses, letters of competency) you’ll upload to prove your worker’s qualifications to perform the chosen role.
You will also book inductions based on the worker’s site and role:
+ Whitehaven Coal Generic Induction
+ Whitehaven Coal Open Cut Induction
+ Narrabri Surface
+ Narrabri Underground
NB if a worker has been given a training plan for Open Cut sites, you must select a training plan role and their primary role.
Step 4 > Pay for registration and training
Pay for your worker’s registration and training and order their access ID cards to work for Whitehaven. The costs below include induction bookings unless otherwise stated.
First year contractor registration: $90 + GST (including card)
Annual subscription renewal: $45 + GST annual
Replacement access ID card: $30 + GST
Training costs (valid for three years)
+ Whitehaven Coal Generic Induction – included in registration and renewal cost
+ Whitehaven Coal Open Cut Induction – included in registration and renewal cost
+ Narrabri Underground: $25 + GST
Validation
The information you’ve supplied during worker registration. Upon approval and the completion of training, roles will be applied to your worker’s profile and their access ID cards distributed to work for Whitehaven.
For renewing documents in both the Company Prequalification portal or the Supplier (worker) Portal, this video will step you through the process.
You may also wish to invite your registered employees to the Worker Portal, where they can manage their own compliance. Simply select the Invite Employee option from their profile once you’ve registered them. Visit the Worker Portal page for more information.
It’s important that you keep your company and worker’s details up to date. You’ll be emailed if any documents are expiring so you can update them in the system.
Already have an account in the Whitehaven Contractor Management System? Follow the instructions below to manage your compliance:
You can access the system from Pegasus Gateway.
Simply use your Pegasus details to login. You will see the Whitehaven tile to select and access the system, where your company and worker information will be available – select Manage Companies, or Manage Employees.
Now, when you need to access the Whitehaven Contractor Management System to manage your compliance, you only need to login to Pegasus Gateway and click the Whitehaven tile.
We suggest you save Pegasus Gateway to your bookmarks for easy access > login.poweredbyonsite.com
Click for resources to help you set up a Gateway account.
(If you don’t see the Whitehaven tile on your Pegasus Gateway dashboard, click ADD, select the Whitehaven tile and login to add it to your dashboard.)
