Supervisor User Handbook

One job. One coordinated package.

The portal helps you prepare job documentation and send it to the client for review. You remain responsible for entering accurate information, checking the actual work area and following the client’s site procedures.

1. Sign in with your approved CTSL account.
2. Open Home / Job setup. Choose the forms needed for the job.
3. Enter the shared details, crew and client representatives once.
4. Select Open selected forms → and complete every selected document.
5. Choose Return Home — Review & Submit, then DONE — Submit Job & Reset.
6. Monitor Saved assessments for the client’s decision.
7. Verify the final release conditions before recording a work start.

Apply, activate and sign in

1. Visit hse.ctsl.net and choose Configuration / Request access.
2. Enter your full name, contact information and company email. Supervisor applications must use a @ctsl.net address.
3. Submit the request for CTSL approval. Applying does not immediately grant access.
4. After approval, open the activation email sent to your company inbox. Use the one-time link, enter your email as your username and create a unique password of at least 12 characters.
5. Return to the portal and sign in. Use Sign out when finished, especially on a shared device.

Your workspace contains records assigned to your account. Supervisors do not share a login: a supervisor working at one client location should not use another supervisor’s credentials to access a different job.

Choose the forms and enter the job

Under Select forms, choose a form from the dropdown. It is added to your job; repeat for each required document. Remove any form that does not apply before opening the package.

Shared job details

Enter the client, work order, site location, work date, company supervisor and scope. These are required before opening the forms. Add supervisor contact details, working hours, permits and muster point as applicable.

Site choices are filtered by client. If you change the client, check the site again. Use Save client and site for future jobs only for genuine reusable information.

Crew and client representatives

Enter each assigned employee’s name, classification, contact and emergency contact. Record the medical-observation answer for today. Where a concern is recorded, complete the required restrictions, benching decision and fitness-review action under CTSL procedures. A benched employee cannot remain in the crew for work release.

For each client approval recipient, enter their name, designation and correct email. Add another representative when needed. Check addresses carefully before submission.

Reuse information without repeating the form

The selected forms belong to the same job. They receive the same job reference, scope, supervisor, crew and approval recipients from the first setup screen.

• Expand “Shared job details” inside a form when you need to review or change the common information.
• Save the change or switch forms to carry shared edits into the other draft forms in that job.
• Completed documents stay fixed. Create a revision when a completed document needs new details; check every affected form before submitting again.
• Choose saved people and sites for future jobs. Use the save buttons to remember genuine employees, emergency contacts, client representatives and permit names.
• Check what changes each day. Medical observations and benching decisions apply to the current job. Saving a person does not save those daily observations to the reusable employee list.

Keep the crew and daily observations consistent across the HSA and JSA. The portal blocks package submission if these details differ.

Complete each assessment

After Open selected forms →, the first assessment opens at its safety checks. The job’s form buttons let you move between documents; switching saves the current draft.

1. Job details: expand the shared summary if something needs checking.
2. Safety checks: answer every question Yes, No or N/A. Explain every No or N/A. For No, state what is missing, the action and owner. An unresolved No creates a work hold.
3. Hazards & controls: assess every listed hazard area or task step. Add another where the list does not cover the actual work.
4. Review & save: review the summary, correct missing information, confirm the supervisor acknowledgement and choose Complete & save assessment.

For every applicable hazard

Record credible harm, people exposed, existing verified controls, additional controls, the control owner and due time, and verification evidence. Select initial and residual likelihood and severity using the displayed matrix. Confirm control verification; explain any permitted N/A.

The portal’s displayed matrix uses likelihood × severity: 1–4 Low, 5–9 Medium, 10–16 High and 17–25 High Risk. Follow its acceptance guidance and the client’s agreed method. High residual risk and unverified controls keep the work gate closed.

Save draft lets you continue later from Saved assessments. A completed record is locked; corrections require a revision.

Select permits for the actual scope

The portal includes 13 permit preparation and verification forms. Select the ones required by the job and client. They reuse the job reference and contacts, while keeping their own essential details and checks.

Complete the document-specific details and checks. Record the facility-issued permit and authorisation evidence. Matching editable Word templates are available inside the permit forms to signed-in supervisors.

Submit the complete job package

1. Finish every selected form. Use the job’s form buttons to find remaining drafts.
2. Choose Return Home — Review & Submit.
3. Check the work order and the number of completed forms. Open any document that needs correction.
4. Select DONE — Submit Job & Reset.
5. Wait for the submission result. Each representative receives one package email with all the PDFs and one individual package-review link.
6. After confirmed submission, the entry screen resets for the next job. The submitted records remain under Saved assessments.

If forms are incomplete, details conflict, a safety hold remains or email delivery is unavailable, resolve the displayed issue and return to the same job.

Review PDFs are labelled as submitted copies, not approved documents. Use the live portal to check the current status.

What the client receives and confirms

The representative opens the individual email link, reads every document and exact revision listed in the package, and records one decision for the whole package. Opening the link does not approve anything.

• The review page includes the shared job details, crew, assessment checks and hazards.
• The reviewer must reach the end of the assessment and confirm that all documents have been read.
• For a real job, CTSL’s approval rule requires the authorised reviewer to have personally assessed the actual work area and to enter the visit date and details of the area, hazards and controls checked.
• The reviewer confirms authority, no objection, explicit agreement, the responsibility notice and whether affected workers have been or will be notified.
• The reviewer enters their full name and any comments, then approves or raises an objection.

One authorised listed representative can approve the package if no unresolved safety hold or client objection remains. The recorded decision includes the name, time and declarations. The email link identifies the invited reviewer; it is not independent identity verification.

An objection keeps the gate red. Resolve the issue, revise the affected documents and request fresh review. Do not ask someone to certify a site visit or check they did not perform.

Understand jobs and approvals

Open Saved assessments. Search by client, site or work order and use All my assessments, Drafts, Awaiting approval and Approved to filter your records. Counts refer to documents, so one job with an HSA and JSA can appear as two assessments.

Open a document to see the approver, approval time, comments and audit history. Use Refresh status if needed. On approval, the portal prepares an approved PDF and sends the supervisor notification to the recorded supervisor email; check its delivery status.

Use Download approved PDF for the approved snapshot. Download JSON exports a structured copy; Print / Save PDF prints the displayed document. Handle exports as company records and follow CTSL’s information-handling procedures.

Verify the final work release

Client approval is one stage of readiness. Check the current package, site conditions and required facility permissions before work begins.

1. Confirm every required assessment and permit is current and applies to the job.
2. Confirm required permits and site work releases are valid.
3. Confirm affected workers and other contractors have actually been notified.
4. Confirm scope, conditions and controls remain unchanged from the approved assessment.
5. When the live record allows it, complete the final checkboxes, enter the supervisor name and select Record work start.

If the gate is red, read and resolve its reasons. A green document does not override another required assessment, permit, client restriction or changed condition. Follow the site’s stop-work and escalation procedures when readiness is uncertain.

Changes need a controlled revision

1. Open the completed record and choose Create revision.
2. Update the job details, crew, checks or controls affected by the change.
3. Review other documents in the same job. Shared changes update drafts, while completed snapshots require their own revisions.
4. Complete the revised forms and submit the current package again.
5. Tell the client to use the latest email link and document revisions.

Earlier decisions do not approve changed work. Superseded records remain in the history but cannot release the current job. Do not create a new job merely to avoid an objection or unresolved hold.

Use the portal on your phone

• Open hse.ctsl.net directly, or choose HSE Portal from the menu on www.ctsl.net.
• Use portrait orientation for entry. Forms stack vertically; scroll down to each field and the action buttons.
• Use the job’s HSA/JSA/permit buttons to change forms. Expand shared details only when needed.
• Use the Yes/No/N/A labels as tap targets. Enter explanations where they appear.
• Keep a working internet connection. Save a draft before leaving the portal or locking the phone for a long period; do not assume unsaved typing is stored.
• Open each PDF attachment in your phone’s PDF viewer and zoom as needed. Return to the review link to record the decision.
• Keep passwords and approval links off shared messaging groups.

Field checks still happen at the actual site. A phone makes documentation easier to carry; it does not replace an inspection, competent judgement or required authorisation.

Common questions

For help, contact info@ctsl.net. Include the work order, form, revision and message shown. Exclude passwords, activation links, private review links and unnecessary employee health details.

Supervisor’s final checklist

• Correct client, site, work order, date and scope.
• Only the forms required by the actual job are selected.
• Crew, emergency contacts and today’s observations are current and consistent.
• Every safety question and hazard area has been assessed.
• Applicable controls, owners, risk ratings and verification evidence are recorded.
• Required permits and facility authorisations are confirmed.
• Client recipients and supervisor notification email are correct.
• All selected forms are complete and the package submission is confirmed.
• The current package has the required approval and no unresolved objection or hold.
• Workers are notified and final work-release conditions are verified before start.