In multi-site operations, teams must balance day-to-day operations while ensuring compliance, safety, and timely onboarding. But when induction processes and workflows are manual and inconsistent, critical compliance gaps start to appear including missed credential checks, unauthorised access, and rising safety risks.

This case study shows how one organisation replaced a high-risk, paper-based system with a centralised digital platform, giving their teams real-time visibility, thousands of hours in saved admin time, and most importantly, full control and compliance.

Key Client Outcomes:

  • Credential checks completed in real-time ensuring no unverified workers entered the site.
  • 14,000+ admin hours eliminated by replacing paper-based inductions with a fully digital workflow across all sites.
  • Live contractor compliance status enabling teams to accurately track inductions, documents, site and personnel readiness at scale.

Overview

A national organisation responsible for managing hundreds of active sites required a consistent, scalable approach to contractor and visitor inductions. With growing operational complexity and increased compliance demands, their manual, decentralised processes posed significant risks to safety, efficiency, and oversight. By implementing Verified, the organisation equipped their teams with a centralised system that delivered real-time visibility, ensured compliance at every site, and eliminated thousands of hours of manual administration, creating a safer, more controlled operating environment.

The Risk of Disconnected Induction Processes at Scale

For a national organisation managing hundreds of active sites, the volume of vendors, contractors and visitors moving across facilities created a significant operational challenge. Each location required tailored safety briefings and compliance procedures, but the existing system couldn’t keep up.

Key pain points for the organisation included:

  • Multiple inconsistent pathways for different visitor types, increasing onboarding complexity.
  • 100+ page printed manuals that were hard to keep up to date.
  • No central oversight making it impossible to confirm if inductions processes were being followed.
  • Manual tracking systems making audits difficult and delayed access for contractors.
  • Inability to verify permits or qualifications before workers are allowed on site.

These challenges continued to create an unnecessary administrative load on facilities and safety teams whilst heightening critical safety and compliance gaps across the entire organisation.

How One Safety Breach Triggered a Full Induction Overhaul

The limitations of a manual system came into full view during a serious incident at one of the organisation’s facilities. A contractor hired to perform ground works sub-contracted an excavation job without notifying site staff. This new sub-contractor who had not been inducted, lacked the required permits and site knowledge cutting through a live gas main during the excavation. The site was immediately shut down for several days resulting in:

  • Major operational disruption.
  • Revenue loss due to downtime.
  • Significant safety risk to personnel on-site.
  • A company-wide audit of compliance and induction procedures.

For teams already stretched thin, the incident highlighted the urgent need for a consistent, trackable induction solution, one that didn’t depend on staff manually chasing paperwork or follow up procedures.

Shifting to a Centralised & Accurate Digitised Platform

To solve these issues, the organisation implemented Verified’s Risk Management module, transforming fragmented, manual workflows into one streamlined and unified digital system across all sites. Key capabilities included:

  1. Mapped and digitised workflows across all induction pathways, tailored to sites and roles.
  2. Efficient site inductions ensure contractors have completed mandatory site-related training and submitted credentials before being allowed on site.
  3. Real-time compliance tracking, giving instant insights into who has been inducted, what documents were submitted, and whether they were approved to be there.
  4. Automated document delivery, ensuring contractors always had the most current site-related safety procedures and policies.
  5. Permit and licence verifications, blocking acces for anyone without proper credentials

The digitised approach removed the dependency on frontline staff to manually manage inductions, while giving a real-time view of compliance. After implementation, the organisation saw immediate improvements in safety, efficiency and visibility.

What Digital Inductions Delivered
  • 14,000+ hours saved annually – elimination of manual tracking and freed up stretched teams.
  • Full compliance, every site – no gaps, no workarounds, no surprises.
  • Live compliance dashboards – visibility on who’s approved and cleared to be on site.
  • Zero safety incidents tied to inductions gaps since launch.

The solution not only improved day-to-day management, but also gave the confidence every person on site was compliant and safe.

Digital Inductions Make Smarter, Safer Sites

Manual induction processes create more than just paperwork and administrative hassle. They expose organisations to significant operational and reputational risk, heightened in multi-site environments. The ability to track, verify and report on contractor compliance is no longer a nice-to-have but essential to maintaining a safe and compliant work environment.

By digitising inductions, this organisation found an opportunity to further protect their workforce, reduce admin overhead, and give teams the visibility and tools they need. If your induction processes are still manual, de-centralised, or difficult to audit, it may be time to rethink how you manage safety and compliance across your sites. Verified helps simplify inductions, reduce risk, and reclaim valuable time. To see how we can help you, send an email to find out more.

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