Whitehaven Coal

Documents & FAQs

Documents & FAQs

Please click to open the associated PDF below.

System User Guides

Contractor Documents

Helpful Resources

This Knowledge Base includes steps to help an administrator check company compliance, search for and edit employees, run reports on competencies or work hours, and create users, among other helpful tips. This process can be completed in Onsite, the Pegasus software that powers the Whitehaven Contractor Management System.

The Business Rules specify the requirements of the documents you upload in the system. Ensuring your documents meet these requirements will save time and have you approved faster.

Complete and return this form if you have a new worker who is already registered and you need them added to your company, or you would like to remove a registered worker from your company.

Frequently Asked Questions

Please click to expand the Frequently Asked Questions below.


My company contracts on Whitehaven Coal sites. What do I need to do?

You need to register your company via the online portal. Please click the REGISTER/LOGIN NOW button at the top of this page to get started.

What benefit does the online contractor management system have for my company and employees?

The system is your key for working with Whitehaven. It ensures your company is registered and your employees are safe and qualified to be on our sites, reducing risk.

How much does registration in the online system cost?

The cost of company registration and document verification depends on the category of work you do on our sites. The costs outlined below are determined by the complexity and verification needed for your registration.

  • Class A contractors – $250 + GST
  • Class B contractors – $450 + GST
  • Class C contractors – $550 + GST
  • Subcontractors – $100 + GST
  • Subsequent year renewals for all categories – $100 + GST

If your Whitehaven Coal contract owner/coordinator has not yet issued your Safety Management System paperwork, you can still register to book your workers an induction. Registrations under this category require insurance and licence uploads (if appropriate) and costs $100 + GST for a 12 month subscription.

Who do I contact if I have questions about registration?

You can contact the Pegasus Whitehaven team on 1300 306 384 during business hours or email whitehavencompliance@pegasus.net.au

What’s a Safety Management System review?

A Safety Management System (SMS) review is an independent desktop audit of your Work Health and Safety documents completed by a qualified WHS professional. The review will compare your information against legal and industry requirements to ensure your systems are meeting these obligations. You’ll be contacted when the SMS review is complete and you are compliant in the system. If you do not pass the SMS review, we’ll send you a corrective action report detailing the action we can help you take to become compliant. You will not be compliant unless your SMS has been approved.

The documents you’ll be asked to upload in the system depend on your category and may include, but are not limited to:

  • WHS / OHS Policy
  • Environmental Policy
  • Risk Management Procedures
  • Systems of Work process including incident management
  • Drug and Alcohol management
  • Emergency management
  • Training procedures including induction management
  • Sub-Contractor Management (if applicable)
  • Continual improvement processes

Useful links to help you with your SMS review:

Can I get a refund?

Payments made to Pegasus for the verification of uploaded insurances and licenses and the review of safety management system documents are final. Under no circumstances will a refund of fees be granted after the document verification process has begun. Please refer to the terms and conditions for more details.

How long is my company registration valid for?

Registration is currently valid for one year.

How often do I need to provide my company insurances and licenses?

You only need to provide licenses and insurances relevant to the work you do on our sites. These are collected when you register through the contractor portal. When they are due to expire, you’ll be emailed a reminder that renewal is due and asked to provide updated policies or licences.

If your company changes the type of work you do for Whitehaven Coal, you may need to provide additional documentation. You must ensure your insurances and licenses are kept current in the system so your company remains compliant. There is no charge for keeping insurance and licenses up to date.


I need a Whitehaven site induction. What do I need to do?

All site inductions are booked online in the Contractor Management System (REGISTER/LOGIN NOW at the top of the page). Once your company is registered, your company administrator will enter your details and upload a passport sized electronic photo of you in the system so they can enrol you in the induction. They’ll then give you details of the place and time of your induction. At the successful completion of the induction, you’ll be given your contractor card at site.

How much does worker registration and inductions cost?

The costs below include induction bookings unless otherwise stated.

First year contractor registration: $80 + GST (including card)

Annual subscription renewal: $35 + GST annual

Replacement access ID card: $10 + GST

Training costs (valid for three years)

+ Whitehaven Coal Generic Induction – included in registration and renewal cost

+ Whitehaven Coal Open Cut Induction – included in registration and renewal cost

+ Narrabri Surface: $25 + GST

+ Narrabri Underground: $25 + GST

How do I get a replacement contractor card?

Replacement cards are ordered through the portal (select REGISTER/LOGIN NOW at the top of the page) at a cost of $30 + GST per card.

How long is my induction valid for?

Inductions are currently valid for three years.