How to use the EZ app

Unlocking with your PIN, and locking

The first screen is Who’s working?. It shows a name for each person who uses this device. On your own phone it shows only you.

1. Tap your name.
2. Type your six-digit PIN. It is checked on this device, so it works with no signal.
3. Choose what to do: Sign on to site, Clock on and off or Daily JSA. A manager, or someone the office has given the right, also sees Job photo and Supplier invoice. My records shows your own records.

Everything you save while the device is unlocked is saved as yours. Never tell anyone your PIN, and never type it in for someone else.

If there is a privacy notice you have not read yet, it is shown after you unlock. It never stops you working: see The privacy notice below.

Locking

• Tap Done — lock when you have finished.
• It locks by itself after 90 seconds untouched on a shared tablet, or 30 minutes on your own phone.
• It locks by itself at the end of what you came to do: once a clock-on, job switch or clock-off is saved, once a contractor’s sign-on is saved, once a job photo or supplier invoice is saved, and once you have read the daily JSA.
• Signing on does not lock it for someone who clocks on with this device, on the sign-on screen or on the clock screen: the clock-on that follows does.
• Going back to Who’s working?, or closing the app, locks it too.

Each morning: today’s site details

Once a day, while there is signal, tap Load today’s site details on Who’s working? (after the first time it says Refresh today’s site details). That brings today’s jobs and yards, each site’s rules and emergency details, the people on this device and their PINs, and each site’s daily JSA list with the latest daily JSA run there.

Anything the office changes — a new person, a new PIN, a job added — reaches this device only when it next loads its site details with signal.

If the details are from another day, the screens say so: refresh them when you have signal. Signing on still works with older details, but a supervisor can let someone through only with today’s.

Sign this device in

If Who’s working? shows Sign this device in, the device needs its own email and password — the device’s, not yours. The office has them. After that it stays signed in, with or without signal.

Putting the app on a phone

Three steps, the same as the setup page: put the app on the home screen, the office signs the device in, then you choose your own PIN.

• iPhone: open the app’s address in Safari (not Chrome), tap Share, then Add to Home Screen, then Add. Close Safari.
• Android: tap Install if the phone offers it, or open the menu (three dots) and tap Install app.

From then on, open EZ from the home screen, not from a browser tab. A browser tab can lose what has been saved on it, so on an iPhone the app will not take photos in a Safari tab.

The first time the app opens from the home screen it shows Sign this device in. That email and password belong to the device, not to you: the office types them in and loads the site details, which bring the names and PINs. If the app asks to sign the device in again later, stop there and ring the office. What is already saved stays on the device.

Then tap your name on Who’s working? and type the temporary PIN the office gave you. With signal, the app asks you to choose your own (see A PIN that is new, locked or forgotten).

Don’t want the app on your own phone? That’s fine. Use your supervisor’s device with your own PIN instead.

On your own phone, the app records your location exactly as a company tablet does: one position each time you clock on, switch job or clock off, taken at the moment you tap. It is not tracking and it is not a trail: nothing is recorded between taps. See Clocking on, switching job and clocking off. A contractor’s phone never sends a location: contractors sign on only and are never clocked.

Signing on to a site, and what you are agreeing to

1. Unlock with your PIN and tap Sign on to site.
2. Choose the site. Jobs are listed first, yards below them. Sign on at the yard when you start the day there, and before you use Yard, Travel, Weather standby, Training or Job not listed.
3. Read Before you start at …: the site rules, what to do in an emergency, the muster point, and who the fire warden and first aider are.
4. Tap I agree — sign on. The screen says Saved on this device.
5. Tap Next: clock on to clock on straight away.

By tapping I agree — sign on you are saying: “I have read the site rules, the evacuation plan and the muster point for this site, and I know who the fire warden and first aider are today. I agree to follow them.” Those exact words are kept with your sign-on.

• Sign on once a day at each site you work at.
• Sign on and clock on on the same device: the clock screen knows only the sign-ons made on it.
• Already on the clock screen? You don’t need to come back here: when you choose a site you have not signed on to, the same sign-on opens there.
• Signing on works with no signal, once the device has loaded its site details.
• If you are not on the list for that site, the screen says so. Ask your supervisor.
• Contractors sign on only; they don’t clock on, and no location is ever taken for a contractor, on any device. The device locks once a contractor’s sign-on is saved.

Clocking on, switching job and clocking off

Clock on

1. Unlock with your PIN and tap Clock on and off.
2. Choose the job or code. Not signed on there today on this device? Sign on right there (below).
3. Choose where you are starting from: Yard, Home or Site.
4. Driving an EZ vehicle? Choose it. If not, leave it on No.
5. Tap Clock on. The screen says Saved on this device.

The clock screen says, before you tap: “Each time you clock on, switch job or clock off, the app takes one location reading: one position, at the moment you tap (the phone may give the position it had up to a minute earlier). Nothing is recorded between taps: it is not tracking, and it is not a trail. Your own phone does exactly what a company tablet does.”

So a day with one job gives two readings — clock on and clock off — and each job switch adds one. If none comes back, you are asked why: Location is turned off on this device, Indoors, or no GPS here or Not sure. Your clock-on is saved either way, and once the reading (or your answer) is saved, the device locks.

The reading is sent to the office system and kept there beside your clock record, and the phone or tablet that took it keeps its own copy. Nothing deletes either yet: how long a reading is kept has not been decided. No screen in the app or in the office shows it today — not where you were, and not whether you were at the site. My records shows whether a reading was taken with each tap, never where.

Not signed on yet? Sign on right here

When you choose a job or code you have not signed on to today on this device, the screen says so in red — No sign-on for … at … today on this device. — and Clock on (or Switch job) stays off. Under it, the sign-on opens on this screen: Before you start at …, the site’s rules and emergency details, and I agree — sign on, the same as on the sign-on screen. For a code it is the yard’s sign-on.

1. Read it and tap I agree — sign on. The screen says … is signed on. Saved on this device.
2. Everything you had chosen — the job or code, the yard, where you are starting from, the vehicle, the note — is still chosen. Tap Clock on (or Switch job).

• It works the same with no signal.
• Signing on here does not lock the device; the clock-on does.
• The screen knows only the sign-ons made on this device. Signed on at another device today? Sign on again here: the office system keeps the first.
• A code, and more than one yard on this device? Choose the yard first; the sign-on opens once it is chosen.
• Not on that site’s list on this device? The screen says so, and no sign-on opens. Ask your supervisor, who can still let you through (see When it won’t let you on).

Switch job

While you are on the clock, choose the next job or code under Switch job and tap Switch job. The new site needs your sign-on too: if this device has none for you there today, the sign-on opens right there, the same way.

Clock off

Tap Clock off now. Clock off on the same device you clocked on with: another device does not know you are on the clock.

Forgot to clock off? The catch-up finish

If you did not clock off on an earlier day, or you have been clocked on for longer than a shift can run (14 hours, unless your company’s limit has been set differently), the clock screen asks what time you finished before anything else. Tap the hour, then the time, then Clock off at …. The times offered run from your last clock record to 16 hours after you clocked on, and never later than now. No location is taken for a catch-up finish.

When you are not on a job: the codes

Clock on to a code instead: Yard, Travel, Weather standby, Training or Job not listed. A code needs your sign-on at a yard that day. If the device has more than one yard, choose which. Job not listed needs a note: which job, and who asked for the work.

A clock record the office system did not accept is shown in red and does not count. Ask your supervisor.

No signal: what “Saved on this device” and “Sent” mean

Signing on, clocking on and off, the daily JSA, a supervisor letting someone through, reporting an incident, job photos and supplier invoices all work with no signal, once the device has loaded its site details. PINs are checked on the device.

When things send

• Things send by themselves while the app is open on one of its working screens — Who’s working?, sign-on, clock, daily JSA, incident, job photo, supplier invoice or photos — and has signal: when the screen opens, when signal comes back, and when you tap Send now. This Help page sends nothing.
• Nothing sends while the app is closed. When you are back in coverage, open the app.
• The office cannot see anything that is still only on the device.

Never delete the app, or clear its data, while anything is waiting to send. What is only on the device would be lost.

If a screen opens as No signal, this device has not stored that page. Start work as normal — don’t wait for the app. Fill in your paper timesheet and tell your supervisor you couldn’t get on.

When it won’t let you on

How a supervisor lets you through

Only when you cannot sign on: no signal, a device failure, or an emergency.

1. Tap Can’t sign on now? A supervisor can let … through. It is beside the sign-on, on the clock screen and on the sign-on screen alike.
2. Choose why: No signal, Device failure or Emergency. Add a note if it helps.
3. Choose the supervisor. They type their own PIN.
4. The screen says it is saved on this device, and you can clock on. You still sign on as soon as you can.

• While the supervisor’s sheet is open, I agree — sign on cannot be tapped. Cancel — nothing is saved closes it.
• Only a supervisor of that site today, with a PIN they chose themselves, can do it. A temporary PIN from the office cannot.
• The device knows today’s supervisors only once it has loaded today’s site details.
• A team leader cannot let themselves through. If no other supervisor of the site is there, ring the office and use the paper sign-on sheet.
• The office cannot let anyone through from the office screens.
• Every override is kept with the supervisor’s name and the reason, and the office sees it once it has been sent.

When work started before the sign-on

Sometimes the work starts first: you were on the tools at 6.20 and the sign-on happened at 6.40. A supervisor records the real start on the device, and you check it yourself. Your clock-on is never changed, and no worked time is lost.

A supervisor records the real start

1. On the clock screen, choose the job — or the code and its yard — then tap started work before signing on? Record the real start.
2. Type the real start time: today, earlier than now, and earlier than that person’s first sign-on or clock-on on this device today.
3. Say why, in a few words — at least 10 characters. “Late” on its own is refused, on the device and by the office system.
4. Choose the supervisor. They type their own PIN.
5. The screen says it is saved on this device. Hand the device to the person whose day it is.

• Nobody records their own start. The person whose day it is is never offered as the supervisor: a team leader who started early needs another supervisor of that site, or the paper timesheet and the office.
• Only supervisors of that site today, from the PINs this device holds, are offered. If none is, the sheet says so — write the real start on the paper timesheet and tell the office.
• A supervisor still on the temporary PIN from the office chooses their own PIN first, and that needs signal.
• It works with no signal, like everything else on the tablet.
• It opens nothing: the person still signs on, or a supervisor lets them through, before they can clock on. It changes no clock-on — the office sees both times.
• Today only. An earlier day is for the paper timesheet and the office.
• Wrong time recorded? Record it again. The new one replaces the old one, which is kept, and the person checks the new one too.

Check your start time

Once a supervisor has recorded it, the app asks you to check it: straight away on the clock screen, and again each time you unlock the device, until you answer. It shows exactly what was recorded — who recorded it, the time, the day, the site and the reason.

1. Read what it says.
2. Tap the answer: that it is right, or that it is not right.
3. Type your own PIN. Only you can answer for your own day.
4. The screen says it is saved on this device.

• Not now — ask me next time leaves it waiting, and it is asked again at your next PIN on that device.
• Saying it is right: once the device has signal, the office sees the real start beside your clock-on in the daily time record. If another correction of the same day is still waiting, or one was answered “not right”, the office shows no corrected start for that day until every one of them has been agreed — so answer them all.
• Saying it is not right changes nothing and is no trouble to anyone. The office sees that you said so, and a supervisor can record the right time.
• Either way, your clock-on stays exactly as it was tapped.
• It is asked only on the device the supervisor recorded it on.
• If the office system will not accept it, that device says so. The office does not see a refused one, so tell them.
• Paper timesheets are still the wage record this week.

The daily JSA

Each morning the team leader runs today’s daily JSA on the crew’s device. Then each person in the crew reads it on that device and says they have read it, with their own PIN.

The daily JSA is not a gate this week: nobody is stopped from signing on or clocking on because it has not been run. If this device has no daily JSA for the site, use the paper JSA for today and give it to your team leader.

Team leaders: running it

1. Unlock with your PIN, tap Daily JSA, and choose the site.
2. Tap Run today’s daily JSA. The list is carried forward from the last daily JSA for the site on this device — or, the first time, it is the site’s standing JSA from the office.
3. Check each item on site, then tap it (Tap to confirm reviewed). There is no “tick all”.
4. Anything that applies to this site alone: Add a hazard for this site only. It is carried forward on this site’s daily JSA from tomorrow; the office’s standing JSA is not changed.
5. Type Today’s conditions — weather, ground, access — and the First aider on site today.
6. Tap Save today’s daily JSA and type your PIN again: that signs it. Items you have not tapped are saved as not reviewed, and the button says how many.
7. Hand the device to the crew. The screen lists them.

• Only a supervisor or team leader of that site today is offered the run.
• A temporary PIN from the office cannot sign it. Choose your own PIN first (that needs signal).
• Something changed later in the day? Open it again and tap Run it again — something has changed.

Crew: reading it

1. On the team leader’s device, tap your name.
2. Read every item, what was added for this site, and today’s conditions.
3. Tap I have read this JSA and type your own PIN: that signs it, as yours. The screen goes back to the names for the next person.

Arriving later? Unlock with your PIN, tap Daily JSA, choose the site, read it, tap I have read this JSA and type your PIN again. The device then locks.

Still on the temporary PIN from the office? You can still say you have read it: your PIN is checked, but a temporary PIN cannot sign, so the record shows it was not signed with your own PIN. Choose your own PIN when there is signal.

On your own phone the daily JSA is read-only, for everyone. It shows there once the team leader’s device has sent it and your phone has loaded today’s site details with signal. The crew read it and say so on the team leader’s device.

Reporting an incident

Anyone hurt or in danger? Call 111 first.

On Who’s working?, tap the red Report an incident — no PIN needed. Anyone can, without unlocking. It works with no signal, once this device has loaded its site details.

1. Say what kind of incident, when it happened (now, or Earlier — today or up to 6 days back), which job, and where exactly.
2. Answer every question yes or no.
3. If your answers say it may be serious, the screen shows Phone now: call 111 if anyone needs emergency help, and call the office. If someone has died, call WorkSafe straight away — you dial it yourself.
4. Tell the office what happened, what has been done about it, who was involved, who saw it, and your name.
5. Tap Save the report.

What happens to the report

• Saved on this device means it is on this device only. A red NOT YET SENT line shows on every screen until it has gone.
• It sends by itself when the app has signal on one of its working screens — the report screen, Who’s working?, sign-on, clock, daily JSA, job photo, supplier invoice or photos — or when you tap Send now. The red line’s link brings you back to the report.
• Sent to the office system means it has reached the office, onto head office’s incident list.
• The app does not ring, text or email anyone, and it never tells WorkSafe. Phone the office as well: incidents are still phoned in.

A device that is not signed in, or has never loaded its site details, cannot keep a report, and says so. Phone the office.

Photos of the scene

Photos (optional). Add photos of the scene before you save, if it is safe to take them: up to 10, from the camera or with Or choose from photos. They are kept on the phone and upload after the report — the report always goes first, whatever the signal.

• If the phone has no room for the photos, the report is saved without them, and the screen says so.
• Once the report has gone, a line on every screen says how many of its photos are still on this phone, until every one has uploaded and been checked by the office system.
• A photo the office system did not accept stays on this phone. Phone the office.
• On an iPhone, photos can be added only in the app opened from the home screen.

Job photos and supplier invoices (managers)

After you unlock, Job photo and Supplier invoice show only for a manager, or someone the office has given that right. Both work with no signal, and both are saved with your PIN.

Job photo

1. Tap Job photo. Choose the job, and the stage: Site received, Pre-pour booked, Pre-pour passed or Handed over. Add a caption if it helps.
2. Under Take a job photo, take the photos — up to 10 in one save — or add them with Or choose from photos.
3. Tap Save photo — or Save 2 photos, and so on — and type your PIN. The photos are saved as yours, and the device locks.

• Photos not yet saved are lost if the device locks first.
• They upload when there is signal. Uploaded is shown only once the office system has checked the stored copy.
• On an iPhone, open the app from the home screen to take photos: in a browser tab it will not take them, because a tab can lose them.
• Your job photos on this device lists your own photos only, and where each one is. The Photos page shows the same list; no button leads to it yet, so open it by adding /photos to the app’s address.

Supplier invoice

1. Tap Supplier invoice. Choose the supplier, or Not listed — type the name.
2. Type the invoice number and the date on the invoice, and choose the job.
3. Type the total including GST, and how GST shows on the invoice: Total includes GST (3/23), GST as printed on the invoice or No GST. With GST as printed on the invoice, type the GST as printed.
4. Under Photograph the invoice, take one to 5 photos. Check you can read the supplier, the date, the total and the GST number.
5. Tap Save invoice and type your PIN. The invoice and its photos are saved as yours, and the device locks.

Supplier invoices are internal. After the save, the device lists only the supplier, number and date of your own invoices — never the amount, and never anyone else’s.

The invoice is sent first and its photos after it. An invoice the office system did not accept says Not sent: it needs attention, and the office cannot see it yet — tell them. It is not copied to the office: phone them.

A temporary PIN from the office cannot save either one. Choose your own PIN first (that needs signal).

A PIN that is new, locked or forgotten

A new PIN from the office

The office gives you a temporary PIN, in person. The first time you use it with signal, the device asks you to choose your own six-digit PIN, twice. It won’t take the same digit six times, a short pattern repeated, digits counting up or down, or the PIN you have now. With no signal you can carry on, and change it the next time there is signal.

A temporary PIN cannot run a daily JSA, let anyone through, save a job photo or supplier invoice, or say you have read the privacy notice. It can say you have read the daily JSA, but the record then shows it was not signed with your own PIN. Choose your own first.

Too many wrong PINs

• After 5 wrong PINs you are locked on this device for 1 minute; after every 5 more, for 5 minutes. The screen says until when.
• A supervisor on this device can unlock you now: tap A supervisor can unlock …, choose the supervisor, and they type their own PIN.
• … PIN is locked by the office system until … is different: a supervisor cannot lift that one. Wait until the time shown, or ask the office for a new PIN.

Forgotten your PIN

Ask the office to issue a new one. The device takes the new PIN only after it has loaded today’s site details with signal; until then it still takes the old one.

The privacy notice

Read the privacy notice

The privacy notice says how your information is handled. The words are the office’s own: the app shows them exactly as the office loaded them, with the version and the day it came into force.

Anyone can read it at any time, with no PIN and no signal: tap Privacy notice — how your information is handled on Who’s working?, or the link here. It comes to the device with today’s site details.

Saying you have read it

1. Unlock with your PIN. If there is a version you have not read yet, Privacy notice is shown under the question of what you want to do.
2. Read it all, then tap I have read this notice.
3. Type your own PIN again. That signs exactly the words on the screen. The screen says Saved on this device; the office sees it once it is sent.

• It never stops you working. Not now — show me next time puts it away until you next unlock.
• A temporary PIN from the office cannot sign it. Choose your own PIN first (that needs signal).
• When the office loads a new version, you are asked again.
• Nobody can say it for you: it is saved as yours only with your own PIN. If you signed the notice on paper, the office keeps that copy; the app does not record paper copies yet.

My records

You can see your own records for the last 31 days: when you signed on, when a supervisor let you through, your clock-on, job switch and clock-off times with the time on the clock each day, start-time corrections, and the daily JSAs and privacy notices you said you had read.

For each clock tap it says whether a location reading was taken — never where you were. The time on the clock is the taps’ own sum: no meal break is taken off and nothing is corrected, so it is not what you are paid.

Seeing them

1. Unlock with your PIN and tap My records.
2. Type your own PIN again. It needs signal: your records are kept by the office system.
3. They are shown while you look and are not kept on the device. Done — lock, or the device locking by itself, takes them off the screen.

When one is not right

1. Tap This is not right beside the record, or Something else about this day is not right.
2. Say what is wrong in your own words, tap Save — with my PIN, and type your own PIN.
3. It is saved on the device and sent when there is signal. The office answers it, and the answer shows under that day the next time you look.

• Saying a record is not right changes no record. The office checks it and answers; if something needs changing, the office does that the usual way.
• A temporary PIN from the office cannot open your records or say one is not right. Choose your own PIN first (that needs signal).
• Nobody else can open your records on a device: it takes your own PIN.