Whitehaven Coal

The registration process

The Registration Process

The Whitehaven Contractor Management process is completed in two parts: company registration and worker registration and induction bookings.

We suggest you read through the steps before you get started, and allow yourself time to source and upload the information needed to register. A nominated administrator from your business will be required to complete the steps below.

User guides with screenshots can be found on the Documents & FAQs page.

New to Pegasus and Contractor Management with Whitehaven? Follow the instructions below to register:

Step 1: BUSINESS REGISTRATION (CLICK TO EXPAND) +

Step 1 > Register a user name and password

The Whitehaven Contractor Management System to register your business can be found by selecting the button below.

Start by entering a user name of your choosing, plus your email address and a password. You’ll be emailed confirmation.

Step 2 > Register business details and answer profile questions

Using your new details, login to the Whitehaven Contractor Management System.

Follow the process to register your business by answering profile questions and selecting the insurances and licences you can supply to support your registration.

Step 3 > Pay for registration

The costs outlined below are determined by the complexity and verification needed for your business registration.

    • Class A contractors: $150 + GST every 3 years + $100 every year.  Year 1 total cost: $250 + GST.
    • Class B contractors – $350 + GST every 3 years + $100 every year. Year 1 total cost: $450 + GST.
    • Class C contractors – $450 + GST every 3 years + $100 every year. Year 1 total cost: $550 + GST.
    • Subcontractors – $100 + GST every year

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 cost $100 + GST for a 12 month subscription.

Step 4 > Upload insurances and licences

You will be prompted to upload copies of the licences and insurances you selected in step 2 for verification. Depending on the work your business does, you’ll be prompted to upload the following:

Step 5 > Complete a Safety Management System (SMS) review if required, and finalise registration

The final step for company registration is to successfully complete a SMS review, an independent desktop audit of your Work Health and Safety documents by a qualified WHS professional. The documents you’ll be asked to upload in the system for your SMS review 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

More information about SMS reviews can be found on the Documents & FAQ’s page.

On successful review and document verification, you will be emailed that your company registration is complete.

To complete your registration, you will next register your workers, purchase their site access cards, and book their inductions.

Step 2: WORKER REGISTRATION & INDUCTION BOOKINGS (CLICK TO EXPAND) +

Step 1 > Login to manage workers

On successful business registration, you will be invited to login to the system to manage your workers. Please click the link and login to this system using the details in the email sent by Pegasus/Onsite Track Easy.

Step 2 > Add workers

Once logged in, start by selecting Manage Roles and then Add New Employee. From here, enter and save their personal contact details, address, phone and email.

Step 3 > Choose roles, upload documents and book training

Select roles for your workers based on their site and the job they’ve been recruited for.

Your role selections determine the competency documents (medicals, induction documents, trade licenses, letters of competency) you’ll upload to prove your worker’s qualifications to perform the chosen role.

You will also book inductions based on the worker’s site and role:

+ Whitehaven Coal Generic Induction

+ Whitehaven Coal Open Cut Induction

+ Narrabri Surface

+ Narrabri Underground

Step 4 > Pay for registration and training

Pay for your worker’s registration and training and order their access ID cards to work for Whitehaven. 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

Validation

Pegasus will validate the information you’ve supplied during worker registration. Upon approval and the completion of training, roles will be applied to your worker’s profile and their access ID cards distributed to work for Whitehaven.

You may also wish to invite your registered employees to the Worker Portal, where they can manage their own compliance. Simply select the Invite Employee option from their profile once you’ve registered them. Visit the Worker Portal page for more information.

It’s important that you keep your company and worker’s details up to date. You’ll be emailed if any documents are expiring so you can update them in the system.

Already have a Pegasus account in the Whitehaven Contractor Management System? Follow the instructions below to manage your compliance:

You can access the system from Pegasus Gateway.

Simply use your Pegasus details to login. You will see the Whitehaven tile to select and access the system, where your company and worker information will be available – select Manage Companies, or Manage Employees.

Now, when you need to access the Whitehaven Contractor Management System to manage your compliance, you only need to login to Pegasus Gateway and click the Whitehaven tile.

We suggest you save Pegasus Gateway to your bookmarks for easy access > login.poweredbyonsite.com

(If you don’t see the Whitehaven tile on your Pegasus Gateway dashboard, click ADD, select the Whitehaven tile and login to add it to your dashboard.)