WHS management system
WHS management system software for Australian small business.
WHS management system software for Australian small business is the company-wide WHS management system a client asks for: controlled policy, induction, registers and evidence. It is not a site WHS plan or a folder of SWMS. In Victoria the same system is usually called OHS.
WHS system versus WHS plan
A WHS management system is company-wide. It is the policies, registers and records a PCBU uses across jobs. A WHS plan is usually written for one site. This software is the system.
In Victoria the same idea is usually called OHS. The policy you issue still names the jurisdictions you work in.
A WHS policy this week
AI writes a live WHS policy (OHS in Victoria) with document control: version, owner, review date, and draft versus issued. It is not a Word file on a shared drive.
What you can send the client
Controlled policies, induction and a training register, hazard and incident registers, SDS and hazardous chemicals, evidence and CAPA. That is the pack most clients mean when they say "send us your WHS system".
This is WHS software for Australia, built for small business in cleaning, trades and services. It is not SWMS, not inspections and not QR sign-in.
What a client means by "send us your WHS system"
A procurement or facilities manager has a checklist. It usually reads: WHS policy, risk management procedure, incident procedure, training and induction records, hazardous chemicals register, insurance certificates, and evidence of consultation. They want to see that the documents are controlled (version, owner, date) and that the registers have real entries. They do not want a folder of SWMS from your last job. Send the system, then send the site documents when the job starts.
The parts of the system
- Policy. The WHS policy (OHS in Victoria) signed by the owner or director. See the WHS policy template page.
- Procedures. Risk management, incident reporting, consultation, emergency, contractors, chemicals, plus one per high-risk activity you do.
- Registers. Hazards, incidents and near misses,hazardous chemicals and SDS,induction and training, evidence and CAPA.
- Assurance. Internal audit andmanagement review, so the system is checked, not just written.
- Control. Document control on every one of the above, so there is one current version.
How it works in PolicySystem
Ten minutes of questions: legal name, ABN, industry, states, headcount, sites and the high-risk work you do. AI writes the policy and procedures as controlled drafts for your business, not a generic template. You review and approve. The registers are live from the first day and the AI internal auditor scores the system so you know what a client will find before they find it. Export any document as a PDF with your logo when the request comes in.
When the questionnaire arrives
Paste each of the customer's questions into Ask. It answers from your issued policies, cites the policy code, drafts the reply you paste back and names the PDF to attach. See how to answer a customer safety questionnaire for the questions that appear on almost every form and what each one really wants.
What it costs against the alternatives
A WHS consultant writing a system for a small business typically quotes several thousand dollars and returns once a year. Template packs are cheaper up front and leave you to do the writing and the maintenance in Word. PolicySystem is a single GST-inclusive monthly including AI onboarding, then a monthly subscription that keeps the registers live and the reminders running. See pricing for the current figures andWHS requirements for small business for what the law actually asks of you.
OHS Victoria · WHS policy template · ISO 9001 and 45001 for tenders · CM3 pack · SDS register · Induction and training
Common questions.
A WHS policy signed by the most senior person. Procedures for the risks you actually face. A hazard register, an incident and near miss register, a hazardous chemicals and SDS register, an induction and training register, and a corrective action (CAPA) log. Consultation records, internal audit and management review. All under document control so the client can see the version and the owner.
The law requires a PCBU to manage risk, consult workers, train them and keep certain records. It does not name a system. In practice, the only way to show you meet those duties is to run one. Clients and prequal portals ask for it for the same reason: it is the evidence.
A SWMS is a task-level document for high-risk construction work. A site WHS plan covers one project. A WHS management system is the company-wide layer above both: it says how you decide when a SWMS is needed, who writes it, how people are trained and how incidents get reviewed. Clients who ask for your WHS system want that layer.
The documents take an afternoon. Describe the business, approve the AI-written policies, and the registers open live. Making it real takes weeks of entries: inductions logged, hazards recorded, a toolbox talk filed. That is what a client or an assessor reads.
Yes. The questionnaire asks about the high-risk work you actually do (chemicals, heights, plant, electrical, confined spaces, lone work) and writes procedures for those, marking the rest as not applicable. It is built for Australian small business with 1 to 25 people, not a tier-one contractor.