Woolworths Limited

Contractor Safety Management System

Portal

User

Guidelines

Contents Overview ........................................................................................................................................... 3

Register your Company ..................................................................................................................... 4

Complete the Company Profile Questions ......................................................................................... 8

Upload Insurances and Licenses ...................................................................................................... 13

Complete Safety Management System Review ................................................................................ 16

Register your Employees ................................................................................................................. 18

Overview

The Woolworths Contractor Safety Management System Portal is the gateway to allow contractors

to register and meet the safety compliance requirements of Woolworths Limited. This portal allows

the nominated personnel of the contracting company or business entity to:

Register their Company or Business Entity

Complete the company risk categorisation process

Complete the Safety Management System review process

Register their employees

Book their employees into an induction

Track employee induction and card status

Upload employee photo’s for efficient card production

Register your Company

a. First time setup – click register to enrol your company:

b. Search for your company in the first instance:

c. If your company’s name is not displayed, click Add to register your company:

d. Enter your company’s ABN number, click Continue

e. Click on your company name

f. Complete the template and select Submit

g. You will receive notification that your company details have been sent to Pegasus Safety for approval

Please note: additional users can be setup at the time of logging in.

h. Pegasus Safety will complete the approval process and upon approval you will receive email

notification that the registration is complete and you will also receive a separate email

containing your user name and password.

Complete the Company Profile Questions

a. Once you complete the registration and your company has been approved, you can Login to

the portal

b. Click Apply to start the company Profile Questionnaire

c. Complete the Company Profile questions by answering a series of Yes/No, and Multiple

choice questions to enable the system to categorise your company based on Woolworths’

Contractor Safety Management System.

d. When answering the question about the type of work your company performs on a

Woolworths Limited site, please specify the work your direct employees perform only. If you

engage sub-contractors to perform work on your behalf and this work requires a license, eg.

plumbing or electrical trade licenses, you should not put these types of work on your profile.

It is your responsibility as a head contractor to ensure your sub-contractors have the correct

licenses to perform the work.

e. When answering the question on which state/s you are registered for Workers

Compensation Insurance, you will only need to specify the states that you have a Workers

compensation insurance policy for, as you will be prompted to provide a policy for each

state you select.

f. Once you have answered all questions, you are required to pay for the registration. The cost

will depend on the Category you are assigned. Click on Add to Cart to start the payment

process

g. Review the cost and details of the registration, and click on Proceed to Checkout

h. Companies who have an account with Pegasus are able to enter a Purchase Order to

complete the payment process; all other companies will be required to make payment via

Credit Card. Click Continue once you have entered your Purchase Order or Credit Card

details

Purchase Order

Credit Card

i. The Tax Invoice will now be emailed to your nominated email address; you can also click on

Download to review and save a copy.

j. Click Continue to Proceed to the File Upload section

Upload Insurances and Licenses

c. You are now required to provide any insurances and Licenses that are required to perform

your duties on a Woolworths Limited site.

d. If you have existing Insurances/Licenses, the system will recognise these and you will not be

required to upload again.

e. For any new Insurances/Licenses that we have not previously collected, you will be required

to upload them by clicking Upload

f. Browse to the relevant electronic version of the Insurance or License that you are prompted

for and Select Upload;

a. enter the Start Date and End Date for the Licence/Insurance,

b. Enter as much information as possible from the insurance policy as possible.

Please Note: This information must match the details in the document you are uploading.

g. Once you have completed uploading all the requested files, click Next

h. Click Submit

i. Pegasus Safety will review and approve the documents you have provided, and upon

approval you will receive email notification.

Complete Safety Management System Review

Depending on the answers you provided in the Company Profile section, you may be required to

complete a Safety Management System review. This section will be different for each company, as it

will prompt you for information based on the answers you provided to certain questions in the

Company Profile.

You may be asked to upload evidence and examples of your Safety Management System, so please

have these available when you complete this review.

a. To start the Safety Management System Review, please select Yes, and then click Next

b. Please answer all questions and upload documents as required.

c. When you have completed the Safety Management System Review, click Submit

d. Pegasus Safety will review the answers and documented evidence you have provided and

will provide you with feedback and any Corrective Actions that you need to address.

Register your Employees

a. Click Login

b. Enter your username and password and click Login

Please note: Additional User Accounts can be setup from here if required

c. Select Manage Employees

d. Search for existing employees; or add a new employee, select Add to create a new

employee

e. Enter the employee details and click Save

f. Upload the employee’s photo ; click on Upload

g. Browse for the employee photo and select Upload

h. You will receive a message indicating that your photo has been saved successfully, click

OK

i. You are now able to submit your employee to Pegasus Safety for approval. ( This process

is required to ensure that duplicates are not created in the database); select Submit

j. Your employees information will be sent to Pegasus Safety

k. You are able to track the status of your employees as they progress through the process:

Started, Returned, Submitted, Approved

l. You will receive email notification when an employee has been approved, rejected or

returned by Pegasus Safety

Online Inductions

a. Click Login

b. Enter your username and password and click Login

c. Click on Bookings

d. Click on the Online Induction you need to book your employees into

e. Search for your employees, click Search and your list of employees will be displayed

f. Select your employees by ticking the box and click Add to Cart

g. A Shopping Cart message will appear, read and click OK

h. Click on Review to finalise your booking

i. Check the details (you are able to ‘remove’ employees at this point (if required), click

Proceed to Checkout

j. Enter the payment details and select Continue

k. The payment will be processed and you will be emailed your receipt

l. Each individual who has been enrolled in the induction will receive information on how to

complete the induction.

For further support and Support and Assistance:

Website: www.wowcontractor.com.au

Email: safetycompliance@pegasus.net.au

Phone: 1300 291 561