---
title: How to create and manage TA/JSA/SWMS/RAMS
description: Learn how to create and manage TA/JSA/SWMS
---
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1. [SiteConnect User Guide](https://docs.sitesoft.com/?hsLang=en)
2. [TA/JSA/SWMS/RAMS](https://docs.sitesoft.com/ta-jsa-swms-rams?hsLang=en)
# How to create and manage TA/JSA/SWMS/RAMS
## Learn how to create and manage TA/JSA/SWMS/RAMS
#### **Instructional videos:**
- [How to Digitally Sign a TA/JSA/SWMS/RAMS on the web portal.](https://docs.sitesoft.com/ta/jsa/swms-feature-2021-release#HowtoDigitallySign)
- [Creating a new TA/JSA/SWMS/RAMS template](https://docs.sitesoft.com/ta/jsa/swms-feature-2021-release#CreatingNewTAJSA)
- [Assigning your TA/JSA/SWMS/RAMS template to a Site and Users](https://docs.sitesoft.com/ta/jsa/swms-feature-2021-release#AssigningyourTAJSASWMSRAMS)
#### **Index:**
- [How to create a TA/JSA/SWMS/RAMS Account Template](https://docs.sitesoft.com/ta/jsa/swms-feature-2021-release#howtocreateanaccounttemplate)
- [How to add an Account Template to a Site](https://docs.sitesoft.com/ta/jsa/swms-feature-2021-release#addingtemplatetosite)
- [How to create your workflow](https://docs.sitesoft.com/ta/jsa/swms-feature-2021-release#howtocreateaworkflow)
- [How to select someone to approve/authorise/acknowledge the TA/JSA/SWM](https://docs.sitesoft.com/ta/jsa/swms-feature-2021-release#selectapprover)S/RAMS
- [How to approve/authorise/acknowlege the TA/JSA/SWMS/RAMS if you have been assigned as an authoriser, approver or supervisor](https://docs.sitesoft.com/ta/jsa/swms-feature-2021-release#howtoapproveauthoriseacknowledgethetaifyouhavebeen)
- [How to Manage Tools](https://docs.sitesoft.com/ta/jsa/swms-feature-2021-release#howtomanagetool)
- [When are notifications sent?](https://docs.sitesoft.com/ta/jsa/swms-feature-2021-release#notifications)
### **Instructional Videos:**
### Please see the below videos introducing you to our new update for the TA/JSA/SWMS feature:
#### **How to Digitally Sign a TA/JSA/SWMS/RAMS on the web portal.**
#### **Creating a new TA/JSA/SWMS/RAMS template (7:03)**
#### **Assigning your TA/JSA/SWMS/RAMS template to a Site and Users (4:06)**
#### If you need further assistance then please read on for more information...
### **How to create a TA/JSA/SWMS/RAMS Account Template**
To create a TA/JSA/SWMS go to the **Templates Tab** and click on **TA/JSA/SWMS**
Then click on **+Add TA/JSA/SWMS**
You will be given three options:
**Create New** - opens a new blank template
**Select from Global Templates** - PLEASE IGNORE - FEATURE STILL TO COME
**Copy all Active Templates** - Will duplicate your current active templates
Once you have clicked on **Create New** the below dialog box will appear.
Complete the fields as follows:
**Name** - enter the template name
**Description** - enter a description of the TA/JSA/SWMS
**Work Procedure** - enter the work procedure for this TA/JSA/SWMS
**Training/Qualifications** - enter the qualifications required for this TA/JSA/SWMS
**Duties** - enter the duties to be undertaken for this TA/JSA/SWMS
**Certificates of Competency** - enter the certificates required for this TA/JSA/SWMS
**Code of Practice** - enter the Code of Practice(s) for this TA/JSA/SWMS
**Maintenance checks** - enter the maintenance checks required for this TA/JSA/SWMS
**Safety Practice** - enter the safety practices for this TA/JSA/SWMS
**PPE Other** - PPE can either be selected from the **PPE tab** at the bottom of the dialog box or entered manually
**Work Permits Other** - Work Permits can either be selected from the **Work Permits tab** at the bottom of the dialog box or entered manually (this is advising what work permits are required it is not the actual permit)
**Tools Other** - Tools can either be selected from the **Tools tab** at the bottom of the dialog box or entered manually
**Hazardous Substances** - these can be selected from your account level hazardous substance register.
**TOOLS** - a list of tools can be managed through the [**Tools Tab**](https://docs.sitesoft.com/ta/jsa/swms-feature-2021-release#howtomanagetool) on the main menu
**PPE & WORK PERMITS** - these lists will be managed through SiteConnect. Please contact our [support](mailto:support@siteconnect.io)team if you would like to add a new option.
Separate each new item for work procedure, qualifications, duties, training, certificates, Code of Practice, maintenance checks, safety practice, PPE, Work Permits, Tools by entering each item on a new line
Once you have filled these fields out you can then select from your list of **Employees** who will be the **Approver** (person highest ranked in the organsiation, i.e. CEO, General Manager) **Authorizer** (person in charge of the division) **& Supervisor** (person who will be supervising the people carrying out the task) for this TA/JSA/SWMS.
You can also then add any relevant files by clicking on the **Browse Files** option
Once all of this has been finalised you can click **Save & Close or Save & Continue.**
Once saved the TA/JSA/SWMS will display like the below example. You can now click on the [Workflow tab](https://docs.sitesoft.com/ta/jsa/swms-feature-2021-release#howtocreateaworkflow) to enter the steps and associated hazards/risks
If you have selected yourself as the Approver, Authorizer or Supervisor these will display as **Required.**
If you have selected somebody else for any of these statuses then this will display as **Pending.**
****
Once the TA/JSA/SWMS has been approved, authorized and acknowledged these fields will display as follows:
Please note that you can have different people or the same people for each field so this may be a mixture of the above three statuses when viewing the statuses
You can **View** the TA/JSA/SWMS which bring up all of the fields in order as well as show relevant dates related to this template.
Scroll down the document to see all fields. Also **please note** that any changes to the template or workflows will also be visible in this document
Once the template has been created it will show in your Account Level list - go to the Templates tab and click on TA/JSA/SWMS. From here you can **Edit, View**, **Clone** or **Archive** the template.
**IMPORTANT NOTE:** Whenever you edit any of the lead roles (approver, authoriser, supervisor) or update the TA/JSA/SWMS in any way via Editing this will create a new version of that TA/JSA/SWMS within your account.
When a new TA/JSA/SWMS version is created, the approver, authoriser, supervisor, site managers and any assignees are notified via email and the document will need to be reapproved.
### How to add an Account Template to a Site
Once you have created your template you are then ready to assign it to a Project/Site. To do this go to your **Projects Tab** and click on **Edit** of the site you wish to add the TA/JSA/SWMS to.
Click on the **TA/JSA/SWMS tab** on the right-hand side
Click on **+New TA/JSA/SWMS** and select from the drop down menu.
**Create New** - opens a new blank template
**Select from Templates** - opens a list of your templates which you can select from either individually or multiple. Then click on **select & close**
**Copy all Templates** - copies all templates created at account level to your Project/Site
The template will be displayed with the Version # once you add it. Click on **Edit** to assign it to the individual users
When a TA/JSA/SWMS is added to a Project/Site, the supervisor of that TA/JSA/SWMS and any site managers are notified via email.
All the previous entered information at Account level will be displayed.
You can change the **Authorizer, Approver & Supervisor** from here if you wish to
- You can assign the TA/JSA/SWMS to the people who will be carrying out the task from your **User** list by clicking on the **Assignees tab**.
**PLEASE NOTE:** When assignees are added or edited, if they have not acknowledged the TA/JSA/SWMS in the past they are then notified that they were added to the TA/JSA/SWMS via email.
When a TA/JSA/SWMS is acknowledged by an assignee, the TA/JSA/SWMS supervisor and site managers are then notified via email.
If assignees add other assignees to the TA/JSA/SWMS via the SiteConnect **mobile app**, the TA/JSA/SWMS supervisor is also notified of this.
You can also add more Tools, PPE, Work Permits, hazardous substances and Manage any relevant files by scrolling to the bottom and clicking on the relevant tab.
### How to create your Workflow
To create your workflow click on the **Workflow** section at the top of the page when **editing** your TA.
Click on **+ New Workflow Step**
Enter the 1st workflow step description. You can upload files and associate hazards/risks from the Site hazards/risks only (not account level hazards).
You can also add any relevant files by clicking **Browse Files.**
Once you have completed your first step you can continue to create more by clicking **New Step**. You can also reorder these steps by clicking on the **Reorder Steps** button.
When a workflow step note is added or updated, the TA/JSA/SWMS supervisor is then notified via email.
You can then click and drag the steps around to reorder them in the workflow.
Once you have completed the Workflow and added all relevant steps you can exit and the Workflow will then be visible when you **View** the TA/JSA/SWMS in the Templates menu or within the TA/JSA/SWMS View option in the Project/Site.
### How to approve/authorize/acknowledge the TA/JSA/SWMS if you have been assigned as an authorizer, approver or supervisor
Once the person has been selected they can approve the TA/JSA/SWMS by going into the relevant site and clicking on the relevant TA/JSA/SWMS. They will see under workflow the Tabs in **Green** that they are required to approve/authorise/acknowledge. These individual tabs will only show if hey are assigned as one of these roles.
Once they have clicked on the relevant Tab and completed the digital signature, it will turn grey to indicate the TA/JSA/SWMS has been approved/authorized/acknowledged.
You can **View, Delete or Export to PDF or CSV** by clicking on the below tabs
### How to manage Tools
To manage tools click on the **Tools tab** in the main menu
Click on **Add Tool** to add a Tool to your list of tools
The below dialog box will open. Enter the required data and then click on **Save**
**Tool** - enter the name of the tool.
**Description** - enter the description of the tool.
**Industry** - select which industry the tool relates to from the drop down box or leave it as All.
Once your tools have been created you can view, edit or archive them.
Filter them by Industry or Active/Archived
Export them to a CSV file
You can then select them from the **Tools** icon for your TA/JSA/SWMS
You can select individual tools or click on **+New Tool** to create a new tool.
### When are Notifications sent?
**TA/JSA/SWMS notifications are triggered under any of the following conditions:**
- When a TA/JSA/SWMS is added to a site, the TA/JSA/SWMS supervisor and site managers are notified.
- When a TA/JSA/SWMS is acknowledged by an assignee, the TA/JSA/SWMS supervisor and site managers are notified.
- When assignees are added/modified, if they have not acknowledged the TA/JSA/SWMS, they are notified that they were added to the TA/JSA/SWMS.
- When assignees add other assignees to the TA/JSA/SWMS via the SiteConnect mobile app, the TA/JSA/SWMS supervisor is notified.
- When a new TA/JSA/SWMS version is created, the approver, authoriser, supervisor, site managers and all assignees are notified.
- When a workflow step note is added or updated, the TA/JSA/SWMS supervisor is notified.
**If you need any further help or have any questions, please contact your regional support team:**
- **New Zealand (NZ):**
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📞 [+44 333 043 5727](tel:443330435727)
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