The Operating System
How the system actually works.
Every feature and enforcement point in the SHERQ operating system, at the level of what it does and how it connects. The outcomes and the business case sit on Why SiteActive — this is the machine underneath.
01
The SHE File
Built in three linked tiers, each drawing from the one above, so a document proven once flows to every place it’s needed — and an AI pre-scan with a seven-point validation decides whether it actually counts.
Company tier
One library, proven once
Every appointment, policy, certificate and registration held once at the organisation level, ready to flow down.
Statutory appointments and mandates
Policies, procedures and registrations
CIPC-verified company identity
Site authority
Requirements set by the site
The principal defines what a specific site demands; the vault fills what it can and the gaps are visible.
Site-specific obligations layered on the vault
The principal controls what is required
Gaps surfaced before mobilisation
Engagement tier
Assembled per job
Each engagement gets its own file with its own scope, risk and readiness, built from the tiers above.
Scope- and task-specific requirements
Its own live readiness state
Guest sub-contractor files built in
More on the SHE File →
02
Live permits
Permits to work are bound to the live compliance behind them — issued only while that compliance is current, and re-gated the moment it lapses.
Issued against live state
A permit is earned, not filed
A permit can only be issued while the appointments, certificates and risk assessments behind the task are current.
Bound to the underlying compliance
No valid state, no permit
Re-gated on lapse
It expires when the proof does
The instant a required certificate lapses, the permit that depends on it stops being valid — enforcement runs on the current file, not last month’s.
No manual revocation needed
Workspace advisories pause and resume work, on the record
More on live permits →
03
GTI & Circuit Breaker
A live compliance composite across all eight disciplines, recomputed on every change. Below the threshold, the Circuit Breaker blocks mobilisation automatically.
The composite
Eight disciplines, one index
Every requirement, document and score across the eight disciplines rolls into a single live index, recalculated the instant anything changes.
Compliance, Safety, Health, Environment
Risk, Quality, Social, Governance
Recomputed on every change
The Circuit Breaker
The gate that closes itself
Cross the threshold and mobilisation is blocked — a non-compliant party can’t be put on site. The Risk Trend Predictor surfaces emerging concentrations before they become incidents.
A hard gate, not a warning
Blocks mobilisation automatically
Predicts risk build-up early
See the live Circuit Breaker demo →
04
Contractor environments
Corporates run an entire contractor ecosystem from one view; contractors carry a portable portfolio they prove once and present to every client.
For the principal
The whole ecosystem, one view
Every contractor’s requirements mapped to legislation by trade across 43 baselines, with a live readiness state before anyone reaches the gate.
Requirements mapped by trade
Live readiness per contractor and site
Worker-to-project assignment blocks expired medicals
For the contractor
Prove it once, reuse everywhere
A portable compliance portfolio the contractor builds once and presents across every client and site.
One portfolio, every client
Guest sub-contractor files and self-declaration
The legal bond
Section 37(2), generated and signed
The agreement that defines who carries the duty under the OHS Act is generated from the engagement itself and signed by both parties — before work starts, not after questions do.
OHS Act Section 37(2) agreement generator
Dual-signature workflow — both parties on record
Bound to the engagement it governs
More on contractor management →
05
Live projects
Each project runs its own SHE file and its own live score, with readiness checked before mobilisation rather than reconstructed after an incident.
Per-project record
Every project carries its own file
A job-specific file, scope, risk register and readiness state, assembled from the company and site tiers.
Pre-mobilisation gate
Readiness before commencement
Before a project commences, every party’s status across all eight disciplines is known — the gate is an automatic output of the system doing its job.
Every party’s status known
Across all eight disciplines
The gate is automatic, not manual
More on live projects →
06
Insurer, legal & auditor dashboard
A client’s own insurers, legal teams and auditors get read-only access to that client’s record — the same live evidence, without touching the platform.
Underwriter Risk Engine
An insurer-ready risk profile
Scores risk on its own model, distinct from the enforcement score, and presents a profile the insured can put on the table.
Distinct from the compliance score
Auditor portal
Findings, scoped and logged
Appointed internal, external and ISO auditors log findings against specific standards, with severity and close-out, without full platform access.
Findings against standards
Severity and close-out tracked
Legal view
A record built for scrutiny
Legal teams review the same live, independently verifiable record — structured for review, not reassembled at the point of dispute — with a token-secured verification console to run the integrity check themselves.
Ready before it is needed
More on insurer & auditor views →
07
People & safety operations
Competency, induction and training are tracked per worker with expiry — a worker whose certificates have lapsed can’t be marked as inducted. The standing safety structures the OHS Act expects run in the same system.
Per-worker competency
Tickets mapped to tasks
Every worker’s tickets, medicals and training mapped to the tasks they’re cleared for, with expiry warnings ahead of lapse.
Competency mapped to task
Occupational health records held per worker
Foreign-national work permits tracked with live alerts
Toolbox Talk AI
The routine records, drafted
Structured, legislation-referenced toolbox talks generated for the task at hand and recorded against the workers who attended.
Drafted from the legislation
Digital attendance per worker
Lands in the compliance trail
Standing structures
The safety machinery that never stops
The permanent structures around the work — committees, lone workers, emergencies — run inside the same record as the work itself.
H&S committees — agendas, quorum, minutes and tracked actions
Lone Worker check-ins with automatic escalation
Emergency contacts set automatically per site location
More on training & competency →
08
Registers
The legal and operational registers the OHS Act and the standards expect — live, versioned and connected to scoring.
Legal & inspection
Mapped to the law
A legal register tied to South African legislation and the standards library, plus the statutory inspection registers.
Legal register mapped to legislation
Fire, electrical, lifting, pressure
Hazardous chemicals & MSDS, plant, PPE and visitors
Risk & non-conformance
Raised, tracked, closed
A risk register and NCR register that follow items from raised, through assigned, to closed.
Non-conformance (NCR) register
Supplier quality and internal audit programmes
Whistleblower
Protected disclosures
A whistleblower register aligned to the Protected Disclosures Act.
More on registers & site records →
09
Environment & carbon
Spills, emissions and the environmental paper trail — run to the clause level, on every site, feeding the same live score as everything else.
Clause-level control
ISO 14001, clause by clause
Every clause of the environmental standard carries its own control state and its own evidence — not a certificate on the wall.
Control state per ISO 14001 clause
Environmental risk register
Incidents captured with certificates on record
The statute, per site
NEMA on every site
Each site runs its own NEMA compliance checklist, so the environmental duty is answered where it actually exists — at the site.
Duty of care answered site by site
Feeds the site’s live score
Emissions on the record
Carbon that can be audited
Emission sources are registered under NEMA and the Air Quality Act, and Scope 1 carbon is calculated from fuel and transport on official factors.
Emissions Source Register — NEMA & Air Quality Act 39 of 2004
Scope 1 from fuel and transport, DFFE emission factors
Contractor-reported emissions roll up into ESG reporting
More on environment & carbon →
10
Governance & equity
Who the company really is, whether its cover is real, and whether its empowerment claims hold — verified continuously, not declared annually.
Verified identity
The company behind the company
Registration, standing and construction-industry status are verified against the live registers and tracked to expiry — identity is checked, not claimed.
CIPC dual-layer verification, continuously refreshed
CIDB registration fields tracked to expiry
Verified identity carried on every profile
Compensation cover
COIDA, current and provable
The Letter of Good Standing is tracked live to expiry, and the statutory Annexure 1 is generated from the record when an incident makes it matter.
Letter of Good Standing tracked to expiry
COIDA Annexure 1 auto-generated
DoL-reportable flags carried on the record
Empowerment, tested
B-BBEE that stands up
Live scoring, a fronting-risk engine that tests workforce reality against declared ownership, and procurement spend tracked as it happens.
Fronting-risk engine — workforce vs declared ownership
Procurement spend and EEA demographics on the record
More on governance & equity →
11
Standards library
A library of 232 public standards — ISO, IEC, EN, IMO and ILO — mapped across families and industries, with ten ISO certification paths carrying their full document sets.
Mapped by family
Every family, every industry
Quality, Environment, OHS, Energy, Security, Food Safety, Governance and Risk — each standard tied to the industries it applies to.
Certification paths
Ten ISO paths, full sets
ISO 9001, 14001, 45001, 27001, 50001, 22301, 37001, 37301, 55001 and 22000, each with its required, additive and enhancement document set.
Tiered scoring
Scored against the right set
Baseline documents are locked and score-eligible; additive and enhancement documents unlock by plan — scored against the applicable set, not a flat checklist.
Baseline locked and scored
Browse the standards library →
12
Public portals
The people around the system — workers, guests, non-subscribers, the public — take part through secure links. No account, no app, no barrier.
Workers
Inducted by scanning a code
A worker scans a QR code at the project and completes the induction on their phone — pass or fail, recorded against the project, no account created.
QR induction, no account needed
Pass, fail and attempts on the record
Lands in the project’s compliance trail
Non-subscribers
Upload without joining
A contractor who isn’t on the platform is sent a secure link and uploads their compliance straight into the site that asked for it.
Tokenised upload, scoped to one site
Validated on arrival like everything else
The network grows without forcing accounts
The public record
Anyone can check
A permit, a compliance profile or a record’s integrity can be verified from a public link — the proof is checkable by the people standing in front of it.
Public permit verification
Public compliance profile and tender showcase links
Independent integrity verification portal
More on public portals →
13
Integration & structure
The compliance record doesn’t live on an island. It signals your existing systems, embeds where your stakeholders look, and mirrors how your organisation is actually built.
Outbound & inbound
The record that signals
Compliance events stream out over a governed API gateway, and production and work-order signals flow back in — both directions on the record.
API Gateway — nine webhook event types
Inbound production, work-order and downtime signals
Where stakeholders look
Embedded, not attached
Live compliance status embeds into your own portals, and connectors integrate into your existing ERP — SiteActive does not replace it.
Token-authenticated live status embed
Connectors into your existing ERP
Client portal links for the people you answer to
Your structure
Scored the way you’re built
Business units sit under sites, with their own requirements, documents and SHE officers — and the index drills down the same way the organisation does.
Business units with their own requirement overlays
BU-scoped projects, documents and SHE Officer roles
Drill-down from head office to site to business unit
More on integration & structure →
14
Smart Sites Coming soon
An optional connected layer for live environmental and access data. Always additive — hardware is never a prerequisite, and the software stands on its own.
Connected data
The site, live
Optional sensors and access points feed live environmental and access data into the same record.
Into the same evidence trail
Always additive
Never a prerequisite
The software is complete on its own; hardware only ever adds to it, and deployment never depends on it.
Software-only stands alone
More on Smart Sites →
15
Incidents & investigations
When something goes wrong, the system carries the process — six incident types, the statutory clocks counted down, a guided three-phase investigation, and the W.CL.2 compiled and ready for submission.
Capture
Six incident types
Near miss to environmental — captured in full at the moment it happens, with corrective action raised automatically.
Six incident types covered
Corrective actions auto-raised
Witnesses and detail recorded
Statutory clocks
Deadlines counted down
Reportable incidents carry the Department of Labour’s seven-day window counted down, with the COIDA path tracked to the Commissioner.
References held on record
The outcome
W.CL.2, ready
The employer’s statutory report compiled from the incident record itself — with a structured evidence pack aligned to the ECT Act behind it.
Compiled from the incident record
Identity-verified sign-off
ECT Act 25 of 2002 alignment
More on incidents & investigations →
16
Evidence integrity
On the day it matters, what can you prove? SiteActive captures key compliance events as tamper-evident, independently verifiable, forensic-grade records — aligned to the ECT Act 25 of 2002.
Evidence Integrity
Built to be proven
Key compliance events are captured as forensic-grade records that stay defensible long after the day they were created.
Forensic export
Admissible on demand
A structured evidence record aligned to the ECT Act 25 of 2002 that governs electronic evidence in South Africa — produced on demand.
Aligned to the ECT Act 25 of 2002
Structured for admissibility
The artefacts
What lands on the table
The machine’s outputs are documents a board, insurer or court can hold — generated from the live record, not assembled for the occasion.
Evidence Pack and Job Completion Report
Compliance Performance Certificate, integrity-verified
Monthly Compliance Health Report and full Export Centre
Photos sealed with time and location on capture
More on evidence integrity →
See the operating system on your own site
Software-only deployment takes up to 72 hours — no hardware, no rip-and-replace.
Applications close 31 July 2026Programme commences 4 August 2026Seats strictly limited
Apply for the pilot →