Updated: 14/10/2026 11:22 AWST
App version 1.0.0.20
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Staff compliance record
A staff compliance record says which forms a person must submit on one project and when. You reach it from Compliance, Staff tab: choose New, or tick one row and choose Edit. A row on the Dashboard's Attention Required list opens it too.
Add a person to a project
Choose Employee, Client and Project. The Project list shows only the chosen client's projects. The small New and Edit buttons beside them open the Staff, Clients and Projects databases.
Check Departure (today unless you change it) and RDO.
The form requirements fill in from the project's own settings. Change any that need to differ for this person.
Choose Save. Save stays greyed until you change something. If a required field is empty, the app says "Fill out the fields marked in red" and names them. The record appears in the Compliance list straight away.
The status is set for you: "In the Field" from the departure day, or "Upcoming" if the departure is later.
Notifications
The Notifications switch controls the person's reminders. It can be changed once the employee, client and project are chosen. Turning it off opens a "Compliance Warning": the reminders are a safety measure, so you must give the reason. Type it in Provide reason... and choose Save in the box. The reason is kept straight away as a follow-up record, "Compliance Notifications Disabled", and the notifications stay off. Cancel puts them back on. If you then leave the record with Discard, the follow-up is removed again.
How people join and leave the list
You usually do not add people by hand. Their own forms add them.
What adds a person. The forms ticked under Staff Trigger Forms on the project's record add the people they name:
Journey Management Plan (Start Shift, or Other/Logistics);
Check-In (Continue Shift);
Emergency Response Plan;
Fitness for Work Sign Off;
Weekly Toolbox Meeting;
Site Induction;
Daily Prestart Meeting.
A Safety Briefing adds the people it names whatever the project's settings say, and they stay "Upcoming" until their departure date. Forms that are not ticked add nobody. Some forms never add anyone: JSEAs, Camp Site Setup, Client Safety Audit, Drill Rig Inspection, the program checklists and the Daily Report. They only mark an item done for someone already on the list.
The conditions. The person needs a staff record on the project's safety profile and, for most forms, Compliance Notifications switched on in their staff record. A Daily Prestart Meeting adds an attendee only if the person has exactly one staff record on the profile, is not marked Contractor, and the prestart reaches the system on the day it is for.
The "added" email. Each time someone is added, an email goes to everyone listed under Compliance Reports on Settings: "<name> was added to the Staff Compliance list". It is sent for every addition, however it happened, one per person each time. A person is added again at the start of each new swing after being returned, so a site with rotating crews gets these often. It confirms that the crew's own forms put them on the list. Terra Search plans to gather each day's additions into one email.
What takes a person off.
A JMP End Shift marks the person Returned once the return date on it has arrived, in the project's time zone. A later return date keeps them In the Field until then.
A Check-In End Shift marks them Returned if it is their first check-in that day. If they already checked in that day it changes nothing, and they get a "Duplicated Check-In" email.
Overnight, at about 1am in the project's time zone, people marked Returned come off the list, and anyone In the Field whose return date is that day is marked Returned. Only that exact day counts: if the date passes without the overnight run catching it, the person stays on.
By hand: on Compliance, Staff tab, tick the person and choose Delete. This is the way to remove someone who left without submitting an End Shift form.
Coming off the list stops the person's reminders and takes them off the daily report. It does not stop a future "added" email: one comes again when they next start work.
Good to know
Changing a project's requirements later does not change records that already exist. The project's settings apply only to new records.
Back asks "Do you want to save changes?" only if you changed something: Discard leaves without saving, and the small cross keeps you editing.
Requirements that are due show pale red, so you can see at a glance what the person owes.
Related pages
Search words: staff compliance, add a person to a project, notifications off, departure date, RDO, required forms.