Frequently asked questions
Quick answers, pulled from the help centre guides. Each one links to the full step-by-step guide.
Getting started
Why won't my document generate?
The most common reason: company details aren't complete. Company name, company address (address line and postcode) and company email are required before any document generates — they appear on your PDFs. Fill them in Settings and retry; the message tells you exactly which field is missing.
Full guide: Set up your company details (required before generating)
Can I add my logo?
Yes — on Pro and above, upload your company logo from the Company Logo field in Settings and it appears on every generated document in place of the Starter watermark. If your plan doesn't include logo upload, that field shows a lock with an Upgrade to add your logo button instead of an upload control — it takes you to the pricing page. Accounts grandfathered into branded PDFs keep the upload control.
Full guide: Set up your company details (required before generating)
Where is the What's New page?
It is at thesitebook.co.uk/changelog. You can also reach it from the footer of our public pages — Pricing, Features, Help and so on — under Resources, What's New. That footer is not part of the signed-in app, so from inside your account type the address or use the clickable link in the steps below. You do not need to be signed in either way.
How often is it updated?
We add an entry when a change worth telling you about reaches the live site, which is most weeks. Entries are dated by the day it went live, not the day we finished building it — so something we have finished may not appear until it has been released to everyone.
Why can I not see a feature listed there?
Two common reasons. It may be included on a higher plan than yours — each entry names the plan it needs, so check that line first. Or it may still be finishing testing: anything marked Early access is not switched on for everyone yet, and the entry says how to ask for it.
Does it list fixes as well as features?
No. The page covers changes you would notice as a builder — new features, improvements to existing ones, and new guides. Routine bug fixes and behind-the-scenes work are not listed.
Where do changes to cookies or privacy get announced?
Not on What's New — the policies themselves are the record, so the current position is always in one place rather than spread across dated entries. They are at thesitebook.co.uk/legal/privacy and thesitebook.co.uk/legal/cookies, both linked in the footer of our public pages under Legal. You are told directly when it matters: for a material change to the Privacy Policy we notify you by email or an in-app notice, and where a change needs a decision from you, such as a cookie choice, you are asked on screen at the time. The Cookie Policy carries a Last updated date at the top so you can see when it last changed.
How do I use a saved site on a project?
On the project's Details tab (and when creating a project), the Site section shows a "Use a saved site" dropdown — picking one fills the address and nearest hospital, and links the project to that site. The People section has matching "Use saved contact" dropdowns.
What does linking a project to a saved site do?
It groups the job with the others at that place, and on the Business plan it decides what site supervisors see: a supervisor assigned to a saved site (Team page) can open exactly the projects linked to it. Editing the project's address clears the link, so a job that moves stops appearing at the old site.
What contact types can I save?
Client, Principal Contractor, Principal Designer, Architect, Structural Engineer and Emergency contacts.
What should I store here?
Company-level paperwork you get asked for on every job: public liability, employers' liability and professional indemnity insurance, your health & safety and environmental policies, and certifications. Store it once — it's available across all your projects.
Full guide: Store company documents: insurance, policies, certifications
Does it track expiry?
Yes — give a document an expiry date and its status turns amber as renewal approaches and red once expired, so a lapsed insurance certificate can't sit unnoticed.
Full guide: Store company documents: insurance, policies, certifications
What file types can I upload?
PDF, DOC, DOCX, or an image (JPG, PNG, WebP, HEIC).
Full guide: Store company documents: insurance, policies, certifications
Does the mobile app need access to my photo library?
No on Android: Photo opens Android's system photo picker and The Site Book receives only the image you select — no photo-library permission is requested. On iPhone or iPad, iOS may ask for photo-library access; you can limit it in iOS Settings. File opens the system file browser and needs no photo permission on either platform.
Full guide: Store company documents: insurance, policies, certifications
Projects
How many projects do I get on the free plan?
Starter includes one project with unlimited documents on it. Pro (£39/mo, or £360/yr billed annually) unlocks unlimited projects.
What does the role question change?
Your CDM role (Principal Contractor, Only Contractor, or Subcontractor) decides which documents and steps apply — subcontractors get a shorter flow and don't see the pre-construction plan upload. You can change the role later from the project overview.
What can the AI pull out of a pre-construction plan?
Upload the PCPP PDF your client sent and the AI reads every page — site address, client details, hazards and team members — and sets the project up for you. You review everything before it's final.
Why doesn't the RAMS wizard ask for my assembly point?
Because you set it once on the project's Details tab, under Emergency Information. Your CPP, RAMS, Site Induction and Emergency Plan all draw from there — you're never asked twice. Change it in one place and regenerate the documents that use it.
Full guide: Edit project details — and set emergency info once
Can I change my CDM role after creating the project?
Yes — the top of the Details tab has the role selector (Principal Contractor, Only Contractor, Subcontractor). Changing it adjusts which documents and tabs apply.
Full guide: Edit project details — and set emergency info once
How do I find the nearest A&E?
In the Emergency Information section, click "Look up nearest A&E from the site address" — it finds the closest hospital from your site postcode. You can also type it manually.
Full guide: Edit project details — and set emergency info once
What's the difference between filling fields and uploading a PCPP?
Same result, less typing. Upload your client's Pre-Construction Information Pack as a PDF (up to 25MB) and the AI extracts the details — you choose "Fill empty fields only" (the default) or "Overwrite all fields with AI". Word files (DOC/DOCX) can be uploaded too, but only as the stored source document: AI extraction works on PDFs, so export the pack to PDF first if you want the fields filled.
Full guide: Site Info: upload a PCPP and manage site background
Why can't I see the Site Info tab?
It shows when you're running the job (Principal Contractor or Only Contractor). Subcontractor-role projects don't have it — your PC holds the pre-construction information.
Full guide: Site Info: upload a PCPP and manage site background
Who can edit site information?
Owners and admins. Other team members can view it read-only.
Full guide: Site Info: upload a PCPP and manage site background
Why are my CPP, RAMS, induction and emergency plan locked?
Those four core documents only generate once all 11 site safety details are filled — they draw on these fields, so generating without them would produce unsafe blanks. Lightweight CPPs and Toolbox Talks are exempt from this lock, though Toolbox Talks have a separate prerequisite of their own: on projects where you're running the job, the Documents tab keeps them locked until the project has a generated RAMS ("You need your RAMS before this — create it first"). The locked card on the Documents tab says how many safety details are still needed and takes you straight to the setup flow.
Full guide: Site Safety Setup: fill the 11 details that unlock your documents
Do I have to finish it in one go?
No, but save before you leave — your answers only live in the browser until saved. Click Next through to the last step (Emergency & first aid), where the finish button reads Save progress until all 11 are filled; clicking it saves everything you've typed across all three steps. You'll get an honest count of what's still needed, and the core documents stay locked until every field has something in it.
Full guide: Site Safety Setup: fill the 11 details that unlock your documents
Where do I edit these details later?
On the project's Details tab, under its Safety and Emergency Information sections — the setup flow and the Details tab edit the same single-sourced fields. Remember that generated documents are frozen snapshots: after changing a safety detail, regenerate a document for the change to appear in it.
Full guide: Site Safety Setup: fill the 11 details that unlock your documents
Why do some fields say "From your PCPP"?
If the project was created from an uploaded PCPP/PDF, the AI extraction pre-fills what it found and the flow opens with "We filled N of 11 from your PCPP". Fields it filled carry a From your PCPP badge — review and confirm or edit them before saving, and fill the ones it couldn't.
Full guide: Site Safety Setup: fill the 11 details that unlock your documents
Why does my RAMS refuse to generate without a task?
A RAMS must include a method statement, and method statements are built from your trade tasks. Add at least one task on the Methods tab (or in the RAMS wizard's "What you're doing" step) and it unlocks.
My trade or task isn't in the library — what do I do?
Add it under "Custom work types": set the trade, task name and method statement, and tick "Save to my library for reuse" so it's there for the next job.
If I edit a method statement here, does the issued RAMS change?
No — generated documents are frozen snapshots. Edit the task, then regenerate the RAMS so the PDF picks up your wording, and workers re-sign the new version.
Which image types work?
JPG, PNG, WebP and HEIC (iPhone photos upload as-is and are converted automatically), up to 25MB each. You can select several at once. If an upload comes back saying the photo is too large to process, it was shot at a resolution beyond what we can convert — re-take or export it as a JPG, or turn off your camera's maximum-resolution HEIF setting.
Can the mobile app see my whole photo library?
No on Android: Choose from library opens Android's system photo picker and The Site Book receives only the image you select. On iPhone or iPad, iOS may ask for photo-library access; you can limit access in iOS Settings.
How do photos get into my CPP?
Tick "Include in CPP" on each image you want — the CPP wizard's Site Photos step picks them up.
Is there a limit on how many photos go in a CPP?
There's no set number — every photo you tick is included, in the order you selected them, and they're resized automatically when the PDF is built. The only exception is an unusually large set: if the document would take too long to build, the photos that didn't fit are left out and the wizard names them, so you can untick the ones that matter least and generate again.
The wizard said a photo couldn't be added — what now?
The message names each photo and the reason, and what to do depends on which reason you see. If it couldn't be downloaded, isn't a supported image, or is stored outside this app's storage, the file itself is the problem — delete it on the Photos tab, upload it again, then regenerate. If it says the photo is over 60 megapixels, the image's resolution is beyond what the PDF can take (this can happen with plans exported at print resolution) — export it at a lower resolution or as a JPG, replace it on the Photos tab, then regenerate. If it says the document took too long to build or reached its maximum size, there was nothing wrong with the photo: the set was simply too large, so untick the ones that matter least and generate again. Re-uploading won't help in that case. Everything else in the CPP is unaffected either way.
I generated a CPP and photos are missing from the PDF
Documents are fixed snapshots of the moment they were generated, so adding or fixing a photo never changes an existing PDF — you have to regenerate. Open the document and choose Regenerate, and the current set of ticked photos is used.
How does the RIDDOR flagging work?
Automatically. A fatal or major-severity incident, a dangerous occurrence, or a description mentioning things like fractures, hospitalisation or seven-day absences gets flagged "RIDDOR may apply" with the reporting deadline, plus a direct link to the HSE RIDDOR portal. Reporting to the HSE is still your action — once you've done it, click "Mark as reported to HSE" so the record shows it.
Full guide: Log incidents and near misses (with RIDDOR flagging)
Should I log near misses too?
Yes — Near Miss is the default type for a reason. A logged near-miss trail shows an inspector you spot and act on hazards before they become injuries.
Full guide: Log incidents and near misses (with RIDDOR flagging)
Can a site supervisor delete an incident?
No. Site supervisors can log and update incident evidence on their assigned projects, but the native app does not offer them permanent deletion. Incident removal is restricted to account owners and admins because the record may contain RIDDOR and audit evidence.
Full guide: Log incidents and near misses (with RIDDOR flagging)
Which plan includes the incident log?
Pro and above, on both the website and signed-in mobile app. Accounts with retained Incident Log access and projects bought through our setup service keep it working.
Full guide: Log incidents and near misses (with RIDDOR flagging)
What permit types are there?
Six: Hot Works, Working at Height, Confined Space, Electrical Isolation, Excavation, and General for anything else.
When does a permit expire?
At the end time you set when issuing it. Active permits are listed separately from expired and revoked ones, so the live picture is always at the top.
Can I cancel a permit early?
Yes — account owners and admins click Revoke Permit on the active permit. Revoking can't be undone; issue a fresh permit if the work resumes.
Which plan includes permits to work?
Pro and above, on both the website and signed-in mobile app. Accounts with retained Permits access and projects bought through our setup service keep it working.
How is this different from Permits to Work?
Permits to Work is for permits you issue on a site you run. Client Permits is the other direction — a permit your client hands to you on their site. The client keeps the original paper, so your photos are your record.
Who can record a client permit?
Account owners, admins and site supervisors — the supervisor at the gate is usually the person handed the permit. Team members see the list read-only. Removing a permit is owner/admin only.
What if the permit came as a PDF?
Upload the PDF instead of a photo — the Add button accepts both. It's stored on the job, and up to 20 permit PDFs per pack are merged into the audit pack (the pack's cover lists any it couldn't include, and they all stay on the Client Permits page).
Do client permits appear in the audit pack?
Yes — the pack lists them separately from permits you issued, and the captured documents themselves are embedded so an inspector or insurer can read the issuer's name and signatures. Very photo-heavy projects are capped at 60 embedded photos per pack (the pack says so when that happens); every capture always stays on the Client Permits page.
What does a diary entry record?
Date, workers on site, weather, temperature and wind speed, what work was done (the only required field), issues or safety concerns, delays, visitors, and photos.
Why bother with a daily diary?
Because six months later, "what happened on the 14th?" decides disputes, delay claims and insurance arguments. HSE inspectors regularly ask for site diaries too. A two-minute entry with a photo is cheap insurance.
Can I delete a diary entry?
Yes, and what happens depends on who you are. When an account owner or admin deletes an entry it is gone for good. When a site supervisor deletes one (a Business and above role) it is hidden but kept, so an owner or admin can restore it — including its photos. That is deliberate: a site diary is evidence, so the person running the site can correct a mistake without being able to destroy the record.
Do diary entries appear in the audit pack?
Yes. Entries that have not been deleted are listed in the Audit Pack and in the merged PDF, with the date, weather, workers on site, work done, issues or delays, and how many photos are attached. On a very long-running project the pack lists the most recent 500 entries and says so in the section header. Deleted entries are left out of the Audit Pack. They do still appear in a Download my data request, marked as deleted and showing who deleted them — that download is a legal record of everything we hold about you, not a compliance document you would hand to a client.
Which plan includes the Site Diary?
Pro and above, on both the website and signed-in mobile app. Accounts with retained Site Diary access and projects bought through our setup service keep it working.
When does a project need an F10?
Under CDM 2015: construction work lasting more than 30 working days with more than 20 workers on site at once, or exceeding 500 person-days. The page checks your project's duration and workforce automatically and tells you either way.
Full guide: F10 notification: check if you need one, and prepare it
Does The Site Book submit the F10 to the HSE for me?
No — the HSE only accepts F10s through its own online form. We pre-fill the data for you to copy across, link you to the HSE portal, and record the date once you mark it submitted.
Full guide: F10 notification: check if you need one, and prepare it
The check says my project isn't notifiable — is that recorded?
Yes, the page states the project doesn't exceed the thresholds, based on the details you've entered. If the job grows (longer duration, more workers), update the project details and check again — notifiability can change.
Full guide: F10 notification: check if you need one, and prepare it
Documents
Do I need a CPP for a small domestic job?
CDM 2015 requires a construction phase plan for every construction project, sized to the job. For straightforward domestic jobs where you're the only contractor, we offer a lightweight CPP — the same document type, proportionate content.
What's the difference between the lightweight and full CPP?
The lightweight wizard is a shorter path for domestic only-contractor jobs. You can switch to the full wizard at any point if the job warrants it — both produce a proper CPP.
Is the CPP free?
Yes — CPP generation is included on every plan. Starter gives you one free real project with no card required; upgrade to Pro at £39/mo when you need project two, your logo or PDFs without the Starter watermark.
Why is it sending me to the CPP first?
When you're running the job, your Construction Phase Plan needs to exist before RAMS — the RAMS draws on it. Generate the CPP from the Documents tab first, then come back.
What's the score on my finished RAMS?
Every document gets a site-specificity score out of 100. Above 70 shows as "Tailored to your site"; lower scores list concrete suggestions — vague phrases like "appropriate PPE", missing site details, weak controls — with a Re-check button once you've tightened them.
Can workers sign the RAMS digitally?
Yes, on Business and above — turn on RAMS sign-off from the project's Access tab (the "RAMS sign-off" setting, tick "Required") and every worker gets it in their crew-link portal alongside inductions and toolbox talks.
Is RAMS generation on the free plan?
Yes. RAMS, CPPs and site inductions are all included on Starter's one free real project, with no card required. Upgrade to Pro at £39/mo when you need project two, your logo or PDFs without the Starter watermark.
I can't find a substance in the catalogue — what now?
Upload the manufacturer's Safety Data Sheet: click Upload SDS, drop the PDF, and the AI extracts hazard statements, PPE, first aid, exposure limits and disposal information. Review each field (they're confidence-badged), then click Add to my COSHH library.
Do COSHH records carry across projects?
Yes — your COSHH library is account-wide. Assess a substance once and reuse it on every project. Substances also appear in the RAMS wizard's COSHH step.
Which plan includes COSHH?
COSHH is included on Pro (£39/mo) and above, on both the website and signed-in mobile app. If your plan doesn't include it, the COSHH card on the project's Documents tab and the COSHH tab show an upgrade prompt instead — accounts with grandfathered COSHH access and projects set up by our setup service keep it working. Older app versions that search without choosing a project still work for paid and grandfathered accounts.
Do workers sign COSHH assessments?
No — workers can read COSHH assessments in their portal, view-only. Sign-off is collected on inductions, toolbox talks, emergency plans and (optionally) RAMS.
How do workers sign the induction?
Send the project's crew sign-off link. Each worker picks their name, reads the induction on their phone and signs — every induction automatically requires sign-off from every active worker on the project.
Full guide: Site inductions: generate, deliver and collect signatures
What happens when I add a worker after the induction is generated?
New active workers are enrolled for sign-off too — the Worker Sign-Off panel shows them as pending until they've read and signed.
Full guide: Site inductions: generate, deliver and collect signatures
Which languages are available for multilingual crews?
On Business and above, key site H&S details can be shown to workers in Polish, Romanian, Lithuanian, Bulgarian, Russian, Ukrainian, Portuguese and Spanish. English is always the authoritative record, and you can review every translation before workers see it.
Full guide: Site inductions: generate, deliver and collect signatures
How do attendees sign?
Two ways. In person: click Collect Signatures on the talk's document page — the deliverer signs first, then the phone is passed round and each attendee signs in turn. Remotely: workers sign through the crew link like any other sign-off document, or use the "Share link for remote attendees" after the deliverer has signed.
Can I create several talks at once?
Yes — select more than one topic in the wizard and it switches to batch mode, creating them all in one go (batch skips the per-talk AI review step).
Which plan includes toolbox talks?
Pro (£39/mo) and above, on both the website and signed-in mobile app. Accounts with retained Toolbox Talks access and projects bought through our setup service keep it working.
Why doesn't the wizard ask about my fire strategy or assembly point?
Those are set once in your project's Details tab under Emergency Information — fire strategy, assembly point, nearest A&E, first aid, emergency procedures, scenarios and utility isolation points all flow into the plan automatically. Incident (RIDDOR) reporting is included for you.
Do workers sign the Emergency Plan?
Yes — emergency plans always collect worker sign-off, same as site inductions and toolbox talks. Send the crew link and track it on the Worker Sign-Off panel.
Why can't I share this document?
Share stays unavailable while a document is a draft, and pressing Share tells you which step is missing. If nothing has been generated yet, create the document first. If it has been generated but still shows a Review Required badge on the project's Documents page: on a Site Induction or Emergency Plan, open it and click ✓ Approve & Lock Document (or Review & Approve from the Documents page). Other document types have no in-app approve button — click Regenerate to issue a fresh version, which clears the draft state. Either way, Share works as soon as the document is out of draft.
What can the person I share with actually do?
Your choice when creating the link: "View & Sign" lets them read and add a signature (name, role, company, consent); "View only" is read-only. Links can expire after 7, 30 or 90 days, or never — and you can revoke a link at any time.
What happens when I regenerate a document?
A new version is created. Anyone holding a share link to the old version sees a "this document may be out of date" warning, worker sign-offs reset to pending for the new version (old signatures are kept as evidence), and manager acknowledgements are marked superseded. Regenerate whenever project details change — the PDF is a frozen snapshot.
Why does my PDF have a footer on the free plan?
Starter PDFs include The Site Book footer watermark and don't use your company branding. Pro and above add your company logo and remove the Starter watermark.
What should I do if document generation times out?
Try Generate again. A timed-out attempt does not issue a new document version unless its audit record and any required worker sign-offs were saved with it, so retrying cannot leave the project showing a half-finished version.
What do the score bands mean?
Above 70: "Tailored to your site" — good, with optional tips. 40–70: suggestions to strengthen the document. Below 40: things to review — usually missing site details or vague phrases an inspector would query.
Full guide: The site-specificity score: prove your documents aren't templates
What kind of things get flagged?
Vague phrases like "appropriate PPE" (which PPE?), a missing site address or access details, no nearest-hospital information, weak or generic controls. Each suggestion says what to change in plain English.
Full guide: The site-specificity score: prove your documents aren't templates
How do I act on a suggestion?
Edit the wording it points at — in the document editor or the underlying project detail it names — then click "Re-check →" on the score panel to re-score. The suggestions are guidance to apply yourself, not automatic rewrites.
Full guide: The site-specificity score: prove your documents aren't templates
Do I have to use approvals?
No — they're off by default. Smaller teams can keep issuing documents straight after the review-and-confirm step. Turn approvals on when you want a named second pair of eyes before anything leaves the business.
Who can approve a version?
Only the named approver on the request. Owners and admins choose who that is per request (with an optional account-wide default), but they can't approve on the named person's behalf — that's the point of the routing.
What happens when a version is rejected?
The rejection and its reason are recorded against the version, the document is flagged as needing review, and download/share stay blocked. Fix the issue, then request approval again — or regenerate, which creates a new version to approve.
Do workers see a document before it's approved?
They can't sign it. While approvals are on, worker sign-offs for a version are only issued once the named approver approves it — the document doesn't appear in the crew's to-sign list, and nobody can record a signature against it, until then. Approving the current version sends the pending sign-offs out automatically. One caveat: on projects with the full Site Access portal switched on, the portal's document library is a separate surface and can still display the latest generated PDF before approval — the gate controls signing, plus your team's download and share actions, not that library view.
What if our plan changes?
The approvals gate only applies while your account is on Business or Site Control. If the plan lapses, documents are never stranded — the gate stands down and the ordinary review-and-confirm step still applies.
Can my client respond without an account?
Yes. Anyone you share a document with by link can record Approve, Request changes or Reject (with a comment) — no login needed. Their response appears on the document page under Client responses.
Workers & sign-off
What's the difference between the Workers directory and a project's Workers tab?
The Workers directory (sidebar → Workers) is your account-wide team list — add someone once with their certs. A project's Workers tab is who's on that specific job: add them there to include them in the project's inductions and sign-off records.
How do expiry alerts work?
Each certification records an expiry date. As it approaches, the worker's compliance status turns amber, then red when expired — with a dashboard banner telling you how many certs need attention, and email reminders so nothing lapses quietly.
Is cert tracking on the free plan?
The account-wide Workers directory with cert tracking is Pro (£39/mo) and above. Adding workers to a project — for inductions and sign-offs — works on every plan.
Does the mobile app need access to my photo library?
No on Android: Attach file on a certification and Add evidence photo on a right-to-work check open Android's system photo picker, and The Site Book receives only the image you select — no photo-library permission is requested. On iPhone or iPad, iOS may ask for photo-library access; you can limit it in iOS Settings.
Do workers need an account or an app to sign?
No. The crew link opens in their phone browser. They pick their name from your project worker list, read each document and sign — nothing to install, no login to create.
Full guide: Get your crew to sign off documents from their phones
Which documents do workers sign off?
Site inductions, toolbox talks and emergency plans always collect sign-off on every plan. On Business and above you can additionally require RAMS sign-off per project (Access tab). Construction Phase Plans don't collect worker sign-off, and COSHH assessments are shown to workers view-only.
Full guide: Get your crew to sign off documents from their phones
What if the link gets shared outside my crew?
Workers can only pick names already on your project worker list — nobody can add themselves. If a link leaks, press New link on the Workers tab: the old link stops working immediately.
Full guide: Get your crew to sign off documents from their phones
What stops a worker signing off as someone else?
On Business and above you can switch on sign-off PINs: each worker sets 4 numbers the first time they sign and enters them to sign after that, so a sign-off is tied to the person who made it. It's off until you turn it on — see the sign-off PINs article.
Full guide: Get your crew to sign off documents from their phones
Is the crew sign-off link on the free plan?
Yes — worker sign-off works on every plan, including Starter.
Full guide: Get your crew to sign off documents from their phones
What problem does this actually solve?
Your crew link is shared with everyone on site, and workers sign by picking their name from the roster. Without a PIN, anyone holding the link can pick another name and sign. With PINs on, the sign-off also requires the PIN registered to the selected worker, which deters casual name-picking and records that extra check. It does not prove biometric identity: someone who knows or first sets that PIN could still use it.
Full guide: Add PIN evidence to shared-link document sign-off
Do workers set their own PIN, or do I?
They do. The first time a worker signs after you switch PINs on, they're asked to choose 4 numbers and type them twice. After that they enter the same PIN to sign. You never see it — you can only reset it.
Full guide: Add PIN evidence to shared-link document sign-off
A worker has forgotten their PIN. What do I do?
Reset it. Owners and admins use the Sign-off PINs card on the project's Workers tab; a Site Supervisor uses the Crew tab. The worker is asked to set a new PIN the next time they sign.
Full guide: Add PIN evidence to shared-link document sign-off
A worker is locked out after too many wrong tries. Do I need to do anything?
Usually not. Five wrong tries locks that name for 15 minutes, then it unlocks by itself — so a worker on a site with no manager around isn't stranded. Only reset the PIN if they genuinely can't remember it.
Full guide: Add PIN evidence to shared-link document sign-off
Does a worker need a different PIN for each of my sites?
No. A worker sets one PIN for your company and uses it on every one of your projects that asks for one. Someone who signed on your last job doesn't have to set it up again on the next.
Full guide: Add PIN evidence to shared-link document sign-off
Does this slow down checking in?
No — checking in and out is untouched, because it isn't a sign-off. PINs apply to signing documents: RAMS, emergency plans, site inductions and toolbox talks. One PIN entry covers 30 minutes on that phone, so a worker signing several documents in one go is only asked once.
Full guide: Add PIN evidence to shared-link document sign-off
Will turning this on affect crews who are already signing?
It's off until you switch it on, and it stays off for every new account too. Nothing changes for anyone until you decide. Once on, workers on affected projects set a PIN the next time they sign.
Full guide: Add PIN evidence to shared-link document sign-off
How strong is a 4-digit PIN really?
It's a second check on a link that's already private, not a password. What stops guessing is the lockout: five wrong tries and that name is locked for 15 minutes, which makes working through 10,000 combinations hopeless. Four digits was chosen so a worker in gloves on a cold site can actually use it.
Full guide: Add PIN evidence to shared-link document sign-off
Can a worker sign for someone else?
Each worker claims their own name and gets their own personal portal link. Signatures are recorded against the claimed name with a timestamp. Like any signature process, tell your crew to sign for themselves — the audit record shows exactly which name signed, from which claimed identity, and when.
Full guide: What your workers see when they open the crew link
Can workers skim straight to the signature?
No — the portal walks each document step by step, and workers have to page through the content before the sign step unlocks. Each sign-off records how the read was proven.
Full guide: What your workers see when they open the crew link
What about COSHH assessments?
Workers can read COSHH assessments in the portal, but COSHH is view-only — it doesn't collect signatures.
Full guide: What your workers see when they open the crew link
Why did everyone go back to pending after I regenerated a document?
That's deliberate. Sign-offs are tied to the exact document version a worker read. When you regenerate, the old signatures are kept as evidence of what each worker actually saw, and everyone gets a fresh pending sign-off for the new version — so your records always show who has signed the current document.
Why doesn't my CPP have a sign-off panel?
Construction Phase Plans don't collect worker sign-off — they're your plan of how the site is run, not a document workers attest to. Site inductions, toolbox talks and emergency plans always collect sign-off; RAMS sign-off can be required per project on Business and above (Access tab).
Do I need to refresh the page to see new signatures?
No — the panel updates itself every 30 seconds while the page is open, and there's a refresh icon on the panel if you want to check right now.
What's in the Audit-Ready Pack?
A cover summary; project documents and version history; worker certification, right-to-work and CSCS status; Site Diary entries and photo counts; attendance; worker document sign-offs; evacuation roll-calls; incidents; COSHH; and permits. Deleted Site Diary entries are excluded. Long-running projects show the most recent 500 live diary entries and say so in the section heading.
Full guide: Export your audit trail with the Audit-Ready Pack
Which plans include the Audit-Ready Pack?
Pro and above, on both the website and signed-in mobile app. It's available when you're running the job (not on subcontractor-role projects); projects bought through our setup service keep access.
Full guide: Export your audit trail with the Audit-Ready Pack
The pack says some documents are missing — what does that mean?
If a document's PDF couldn't be retrieved, the pack names it rather than silently shipping incomplete. Regenerate the named documents, then build the pack again.
Full guide: Export your audit trail with the Audit-Ready Pack
What's the difference between the sidebar Subcontractors page and a project's Subcontractors tab?
The sidebar page is your account-wide directory — a firm's insurance, RAMS and liability documents carry across every project. A project's Subcontractors tab is which firms are on that job, with per-project scope, supervision and RAMS reference.
Full guide: Track subcontractors: insurance, RAMS and expiry alerts
How do the expiry alerts work?
Each document records an expiry date. Firms show as Compliant, Attention or Blocked, and a banner flags anyone with expired or missing documents so you know who to chase before it bites.
Full guide: Track subcontractors: insurance, RAMS and expiry alerts
What does "working under your direction" change?
It classifies the firm's people as workers under your control — confirming it adds them to your worker register, so they're included in inductions and sign-off records. Firms "managing their own work" stay separate.
Full guide: Track subcontractors: insurance, RAMS and expiry alerts
Which plan includes subcontractor tracking?
The reusable account-wide subcontractor directory is Pro and above, on both the website and signed-in mobile app. Linking, viewing or unlinking a firm on one project stays available on Starter because it is core project and RAMS paperwork. The Business evidence review workflow is Business and above.
Full guide: Track subcontractors: insurance, RAMS and expiry alerts
Site access & team site tools
How many portal users do I get?
Business includes 50 active site portal users across your account (Site Control is unlimited). The Portal users section shows both counts — this project and account-wide. A worker added to a project gets a worker portal identity and counts in the active total while they have active project access, including through crew sign-off. Worker setup is designed never to stop site work: if adding a project worker crosses the included allowance, the account cap is raised automatically and the overage is recorded for a capacity conversation. Other manual additions or reactivations at a reached cap ask you to deactivate someone or contact us for an agreed limit increase. Deactivating someone frees capacity without deleting their identity or recorded sign-off and attendance history. There is currently no published per-user add-on rate.
How does a portal user log in?
They don't need an account — each portal user gets a personal magic link (Copy it from their row and send it). It opens their site portal with the project's details, documents, COSHH information and files.
A portal link was shared or leaked — how do I cut it off?
On the worker's row in Portal users, click Rotate link (owners and admins only). This creates a new link and stops the old one working straight away, so a forwarded or bookmarked copy no longer opens the portal — and any contractor-app sign-in made with the old link is disconnected too. Then Copy the new link and send it to the worker; opening it restores their access (including re-linking the app). The worker's identity, sign-off and attendance history are kept — only the link changes. Rotate the link instead of Deactivate when you want to keep the worker but replace the link.
Do portal links expire?
There is no fixed expiry date, but a link that goes unused for 90 days is switched off automatically. Any use resets the clock — opening the link, signing a document, checking in at the gate (including a remembered device), acknowledging the site induction, or using the contractor app. So a worker on your site regularly is never affected; this only retires links nobody has touched for three months. If you think a link has been shared, use Rotate link to replace it straight away rather than waiting.
A worker's link stopped working and nobody deactivated them
It was probably retired for inactivity — links unused for 90 days switch off automatically, so an old forwarded copy cannot sit valid forever. Nothing is lost: their old identity, sign-off records and attendance history are all kept and still appear in your audit pack. To bring them back, add them again in Portal users (Access tab): enter their name and company and click Add portal user, then Copy their new link and send it. A retired person does not appear in the list, so there is no row to rotate — adding them creates a fresh identity with a brand-new link, which is deliberate, because the retired link must stay dead. One thing to expect: because it is a new identity, they will be asked to sign the current RAMS again before they can check in.
Can I let a team member run site access without making them an admin?
Yes — under Site access managers, assign an account member to this project. They get attendance and access-request visibility for this project only; full portal-user management stays with owners and admins.
Is Site Access on Pro?
No — the Site Access management surface (portal, attendance and files) is Business and above. Worker document sign-off via the crew link works on every plan and does not require those management screens. Putting a worker on a project still creates their worker portal identity for the job and includes them in the active portal-user count while assigned.
What happens when a required RAMS sign-off blocks Smart Gate check-in?
The worker's access can be approved while attendance stays off site. The gate page keeps that approved request ready: complete the required RAMS sign-off from the worker's site portal, return to the open gate page and choose Try check in again. The continuation uses the same private request and does not upload a second CSCS card or create a duplicate access request. If delivery was interrupted, it safely retries the worker's approval email before continuing. It then checks that both the worker and their project access are still active, and a successful check-in sends the project's configured attendance notifications.
How do workers check in?
From their side — through their portal link, or on Site Control through the site entrance QR. You see the live list on the Access tab and can check anyone out manually.
Full guide: Site attendance: who's on site, history and reports
Someone forgot to check out — can I fix the record?
Yes. In Attendance history, click Correct on the row, set the right times, add a correction note and save. Corrections are recorded, not silent edits.
Full guide: Site attendance: who's on site, history and reports
Where's the monthly H&S report?
In the H&S attendance section header: "Download monthly H&S CSV" and "Download monthly H&S PDF" cover the current month, alongside full exports and the audit log.
Full guide: Site attendance: who's on site, history and reports
What file categories are there?
Drawings, plans, H&S documents, procedures, RAMS, CPPs, emergency information and other — the category shows in the portal so people find the right file fast.
What does "Requires acknowledgement before work starts" do?
It marks the file as must-read: you can then request acknowledgements and see who has confirmed reading it — the evidence trail that the drawing revision or procedure actually reached the crew.
What happens when I replace a file?
You choose: re-request acknowledgements for the new version, or replace quietly without new requests. Re-requesting is the right call when the content change matters on site.
How is this different from worker sign-off?
Worker sign-off is the crew attesting they've read and signed a document. Manager acknowledgements are the management layer — the people running the job confirming the current version before work starts. Both are version-aware.
What do I get on Business vs Site Control?
Business includes read acknowledgements on site files ("Requires acknowledgement before work starts") and the internal Business review history on documents. Requesting manager acknowledgements against a generated document version is Site Control.
What happens to acknowledgements when I regenerate the document?
They're marked Superseded — the record of who confirmed the old version stays, and you can request acknowledgements again for the new one.
Does the Business review history send emails?
No — it's an internal evidence log. The buttons record review states (in review, reviewed, approved, changes needed, superseded) against the document without triggering any external workflow.
Does this email the subcontractor or give them an upload portal?
No — it's deliberately your internal record of what you checked and what you concluded. It doesn't send evidence request emails or open a self-upload portal for the firm.
What evidence types can I record?
RAMS, insurance, liability, H&S policy, training, certificates, and other — each with an optional file link, expiry date and your review note.
Who can record and approve evidence?
Owners and admins, on Business and above.
Which plan includes inspections?
Business and above. The tab is visible on every plan so you can see what it does; below Business it shows the upgrade path instead of records.
Can I assign an action to someone on site?
Yes — each corrective action takes a responsible person and a due date, and actions can be assigned to portal users. Track them Open → In progress → Done.
Will I be reminded to inspect?
Yes — every Monday, the account owner gets one email listing any active project that hasn't had an inspection recorded in the last 7 days (projects in their first week are skipped). Record a weekly walkaround and the reminder stays quiet. Turn notifications off in Settings to stop these emails.
What does "Summarise with AI" do?
It turns your rough walkaround notes into a tidy inspection summary — you review it before saving, like everything AI-drafted.
Site Control
Can someone check in without doing the induction?
No — induction acknowledgement is a hard gate in every mode. The check-in button stays disabled until they've confirmed the induction.
Full guide: Site Control: entrance QR, contractor self-join and gate policy
Do I have to approve every contractor manually?
Your choice — the Gate sign-in policy sets it: Balanced (sign in now, verify CSCS after — recommended), Controlled (everyone waits for approval), Trusted firms (known companies go straight in), or Open (lightest checks). For security, a request that uses an existing worker's email from an unrecognised device always waits for manager review rather than attaching to that worker automatically.
Full guide: Site Control: entrance QR, contractor self-join and gate policy
What happens if the QR poster leaks off site?
Treat a leaked QR as live: in Balanced and Open modes a newcomer who acknowledges the induction can sign in immediately (CSCS is verified after). Hit Regenerate or Disable on the Access tab straight away — the old QR stops working immediately — or switch the gate policy to Controlled so everyone waits for approval.
Full guide: Site Control: entrance QR, contractor self-join and gate policy
What counts as a plot signed off?
Every trade on the plot showing Signed. A trade signs off one of two ways, depending on your project's mode: you mark it signed manually, or the contractor signs a document via a sign-off link — which records it automatically and emails a certified PDF to you and the contractor.
Can I create fifty plots at once?
Yes — "Add a range" generates numbered plots in one go (Plot 1 … Plot N).
Can the API create or update data?
No — the v1 API is read-only by design. Scopes cover projects, documents, workers, certifications and attendance, rate-limited at 120 requests a minute. Full reference at thesitebook.co.uk/docs/api.
Full guide: Enterprise integrations: SSO, API keys and webhooks
How do I set up SSO?
SSO set-up is done with our team — Okta, Microsoft Entra ID or any SAML 2.0 provider. Email [email protected] to get started; it typically takes one working day. Once active you can flip "Require SSO" to enforce it for your whole team (the owner keeps break-glass access).
Full guide: Enterprise integrations: SSO, API keys and webhooks
What events do webhooks send?
Documents generated and signed, certificates expiring, workers checking in, and inductions acknowledged — signed with HMAC-SHA256 so your systems can verify each delivery.
Full guide: Enterprise integrations: SSO, API keys and webhooks
Team & billing
How much does it cost?
Starter is £0 — one real project, free, no card needed. Pro is £39/mo, or £360/yr billed annually (£30/mo). Business is £199/mo. Site Control, the per-site tier for principal contractors, is £675/site/mo plus a £5,000 setup, sales-led.
Can I cancel anytime?
Yes — Settings → Billing, no minimum term, no cancellation fees. You keep access until the end of your billing period, your documents are never deleted, and you keep read-only access to your history afterwards.
Is there a free trial or a refund policy?
You don't need a trial — Starter gives you one real project completely free, no card required, and it stays yours. On paid plans there's no minimum term: cancel anytime and you keep access until the end of the billing period, so there's nothing to claw back.
How do I invite team members?
Business and above includes up to 10 internal team logins — owners invite admins or members from Team settings; admins can invite members. Pro is one internal login, with read-only document sharing for clients and principal contractors.
Do the website and mobile app include the same plan features?
Yes. Your plan and retained feature access apply in both places. Site Diary, incidents, permits, toolbox talks, COSHH and the Audit-Ready Pack require Pro or above; a project bought through our setup service keeps its project-scoped Pro tools. Project subcontractor paperwork stays available on Starter because it is part of the core RAMS workflow, while the reusable account-wide subcontractor directory requires Pro.
Can I see Business before I buy?
Yes. You can request a focused 20-minute Business walkthrough around your team and live jobs before deciding. The form asks for your role, team size, active-job count and main need so the demonstration can stay relevant; timing and extra context are optional. Your request is saved before the booking page opens, so we can follow up if you leave without choosing a time. Business is £199/mo, and direct checkout remains available if you are ready to start without a walkthrough.
Can I export my data?
Yes — Settings → Export Data downloads everything as a ZIP: all documents, all projects, all metadata, and your client permit captures. Available anytime, including after cancelling. On unusually file-heavy accounts the ZIP caps client permit files per project to stay downloadable — the export includes a note listing anything left out, and those files stay viewable on each project's Client Permits page.
How do I permanently delete my account?
Open Settings → Delete Account, read the warning, then type DELETE to confirm. Export anything you need first: deletion cannot be undone. Records owned solely by you are removed. If you contributed to another company's shared account, its projects, saved sites, contacts, COSHH library and legally retained compliance or finance evidence stay with that account; your user link is reassigned, removed or anonymised. The Privacy Policy explains the limited legal and anti-resurrection records that may remain.
What payment methods are accepted?
All major credit and debit cards via Stripe — Visa, Mastercard, American Express. Payments are secure and PCI compliant.
What happens if a payment fails?
Your account keeps working. For the account owner, a red banner appears at the top of every page with an Open billing portal button — use it to update your card or pay the outstanding invoice, and everything carries on as normal. You can also sort payment any time under Settings → Billing. Team members see a heads-up version of the banner instead — only the account owner can fix payment, so their banner carries no billing buttons. On Pro, if the payment still hasn't gone through after 10 days your account moves back to Starter — your projects and documents are kept, you just lose Pro features until payment is sorted, and paying restores them automatically. Business and Site Control accounts aren't subject to that 10-day step — we'll get in touch to sort payment personally. On any plan, if the subscription is eventually cancelled entirely because payment never completes, paid features pause until payment is sorted — and paying brings them straight back.
How do I change or withdraw analytics and advertising consent?
Select Cookie preferences in the site footer. Choose Accept all or Reject all, or select Customise to switch Analytics, Advertising and Personalised advertising on or off separately and then Save choices — essential cookies stay on either way. Rejecting a category takes effect immediately in that browser: our optional first-party identifiers for that category are removed and new collection stops, rejecting Advertising also clears stored advertising attribution, and rejecting Personalised advertising stops Google building a remarketing audience from your visit. If you are the billing owner, the choice is also saved against your account, and we ask again after 180 days. One exception is permanent: if you previously withdrew Google Ads server-side matching for your account — by rejecting Advertising while signed in, or through the email-verified withdrawal form — accepting Advertising again does not re-enable that matching, and the banner shows a dismissable notice confirming it stays withdrawn. A Site Control enquiry or Business walkthrough request can be withdrawn separately through the email-verified withdrawal form on our Cookie policy page.
Does an invited teammate need their own subscription?
No. Admins, members and site supervisors use the plan and billing state of the account they joined. Only the account owner manages that subscription; a site supervisor cannot open account or billing settings.
What can each role do?
Members can work in the account. Admins can also manage projects and site access, and invite members or site supervisors. Owners can additionally manage the team itself — change roles, remove members and invite admins. Site supervisors are different: they get a field-only login that can write the Site Diary, Inspections, Incidents and Photos only on the sites or one-off projects you assign, plus a Crew tab listing those sites' worker names and PIN status so they can reset a forgotten sign-off PIN — and nothing else.
What is a site supervisor login for?
For someone who runs the site day to day but should not see your documents, pricing or settings. They log in, pick a project, and can fill in the Site Diary, record Inspections and corrective actions, log Incidents and add Photos. They also get a Crew tab — the site's worker names and whether each has a sign-off PIN set, with one action: reset it. No contact details, no editing, no crew link. A site supervisor uses a normal team seat.
Do site portal users count against my team seats?
No. Team seats are internal logins. Site portal users (workers, subcontractors, visitors using the portal) are managed per project and counted separately.
How many logins do I get?
Business includes up to 10 internal team logins as standard (£199/mo). The Team page shows how many seats are reserved, including pending invitations.
When do I get the free month?
When someone who signed up through your link upgrades to Pro — not just on signup. The month is added to your subscription automatically.
How do I track my referrals?
The Invite & Earn page shows two counters: people who signed up with your link, and how many of them upgraded to Pro.
Integrations
What does the Google Drive integration do?
Use Export to Google Drive from a project to send the latest generated RAMS, CPP and COSHH PDFs to your own Drive. The one-click export creates a The Site Book folder and organises files in a project subfolder. It is an on-demand export, not an automatic per-signature sync.
What can Zapier trigger on?
Three events: New Project Created, Worker Added to Project, and Document Generated. Zapier can also create a project or add a worker in The Site Book. Generate a personal API key on the Integrations page and use it in your Zapier dashboard to connect 5,000+ apps.
What is Slack Site Ready?
On Business and above: ask "Site Ready" from Slack and it combines the project's compliance state with recent site-channel context into a red/amber/green digest — with the blockers and one-click actions like sending sign-off links. It's on-demand, not a notification feed.
Which plans include integrations?
Google Drive, Xero and Zapier come with Pro and above. Slack Site Ready is Business and above. SSO, the read-only REST API and webhooks are Site Control only — see the Enterprise integrations article.