Whitehaven Coal

The registration process

The Registration Process

The Whitehaven Coal Contractor Management process is completed in two parts: company registration and employee registration.

Please allow yourself time to complete registration, including time to source and upload your company documents and information. You will only need to complete this process once, and will only enter the system again when one of your requested documents expires or you need to pay to renew your registration.

User guides with screenshots can be found on the FAQs and documents page.

Let’s get started!

Part 1: Company Registration (click to expand)

Step 1 > Register your company name

The Whitehaven Coal Contractor Management System can be found by selecting Register/Login Now at the top of the page >>

Select Register and:

> Search for your company’s name to request a new login, or choose to add your company and search by your ABN.

> Complete your registration request by filling in your company details (name, address, ABN and contact details).

> Submit these details and, on approval, you’ll be emailed your new user name and password to login.

Step 2 > Register your company’s details

Using your new details, login to the Whitehaven Coal Contractor Management System (click Register/Login Now at the top of the page)

Select apply to follow the process to register your company, which includes entering your address, contact details and ABN, and selecting the insurances and licences your company can supply to support your registration. More information about the required documents can be found on the FAQ’s and documents page.

Step 3 > Pay for registration based on category

You will now be categorised and pay using the information you have provided. 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.

Step 4 > Upload insurances and licences

You’ll next be prompted to upload copies of the licences and insurances you selected in step 2 for verification, as well as Whitehaven Coal Online Safety Management System Documentation.

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 FAQ’s and documents page.

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

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

Part 2: Employee Registration & Training (click to expand)

Step 1 > Add employees

Login to the Whitehaven Coal Contractor Management System (click Register/Login Now at the top of the page)  and select Manage Employee Data. Choose Add Employee and enter your employee’s details. Select submit.

Step 2 > Choose employee role/s

Select process next to the employee’s name, select their role/s at Whitehaven Coal, and apply. Ensure you’ve agreed to the terms and conditions and choose a card delivery address. Select save.

You will pay for employee registration, access cards and inductions later in this process.

Step 3 > Upload supporting documents

You will now be prompted to upload documents supporting the role/s you’ve chosen for your employee, including a photo for their ID access card.

Step 4 > Book training

Next, you will need to book the training for your employee, with courses listed at the bottom of the page. These inductions are valid for three years and the costs below include $65 + GST to register your workers. Worker registration renewal costs $30 + GST annually.

  • Whitehaven Coal Generic and Open Cut Induction (includes card) $215 + GST
  • Open Cut Induction Only $50 + GST
  • Whitehaven Coal Generic and Narrabri Surface & Underground Induction (includes card) $240 + GST
  • Whitehaven Coal Generic and Narrabri Surface (includes card) $195 + GST
  • Narrabri Surface and Underground Only $155 + GST
  • Narrabri Surface Only $115 + GST
  • Narrabri Underground Only $115 + GST

Click book and choose the inductions above, save and add to cart to proceed to checkout.

Step 5 > Pay for registration and training

Pay for the training via credit card. The induction cost incorporates a three year system subscription, which allows you to update the employee’s details and documents at any time.

Step 6 > Registration and training approved

Pegasus will review your employee’s registration and training request, and on approval, you’ll be emailed details about their training. Their contractor card will be sent to the site of their induction.

Please visit the FAQ’s and documents page for more information.