Use the project record as the home for the whole document trail

This workflow is usually shared across the office admin, operations manager, supervisor and installer. The office normally prepares the project pack first, then the installer adds field proof, and the client completes the final acceptance when the work is finished.

Start by opening the live project and checking that the core delivery details are already dependable:

• project name, address, suburb and customer contact details
• install dates and milestone sequence
• the linked quote and any linked visual plan
• the current file list and any earlier site photos
• whether a BYDA plan is already attached
• whether SWMS has already been generated for this project

This matters because the later outputs pull from the live project record. The PDF job sheet reads the project details, the public installer view reads milestones and files, the project documents page renders templates from project and quote data, and the handover certificate uses the final client sign-off stored against the same job.

Build the site pack in a sensible order: files first, then BYDA, then SWMS

A reliable project pack starts with the basic site evidence. Upload project files and photos that explain the job clearly before you worry about polished PDFs. That can include survey photos, sketches, supplier sheets, customer-supplied references, engineering notes, access notes and any other file the office or field crew may need later.

Once the base file set is there, handle underground service information. Fencify supports two practical paths:

1. Request a managed BYDA job from the project and record request notes for the admin team.
2. Upload the approved BYDA plan PDF directly to the project when you already have the final plan.

The project keeps track of the latest managed BYDA request and also links the official BYDA file when one is uploaded. A project that already has a BYDA plan on file should be treated as the current source record, rather than generating duplicate requests. Keep the attached plan current so the same reference is available in the project, the job sheet PDF and the installer-facing view.

Only after the file pack and underground service planning are in place should you move into SWMS generation. That sequence keeps the safety document grounded in the actual site conditions instead of becoming a generic form that sits separately from the job.

Generate SWMS from hazards your business actually uses

Fencify lets you generate SWMS at project level and store the selected hazards on that project. The SWMS output is more useful when your hazard list reflects the work your crews actually do, so there are two parts to this process.

Maintain the hazard library

On the main Documents area, open the SWMS template and maintain the hazard library that feeds project SWMS selections. Each active row can carry an activity, risk, control measure, responsible party and display order. Common defaults already cover areas such as power tools, manual handling, excavation, sun exposure, heights and chemicals, and you can enable, disable, reorder or add rows to suit your business.

Generate the project SWMS

Back on the project, use the SWMS action and tick the hazards that apply to that specific job. Fencify stores the selected hazard set and the preparer details, then produces a PDF with the project name, site, contractor branding, numbered risk controls and worker sign-off lines.

Review the generated SWMS before relying on it on site. Fencify helps prepare and store the record, while your team still needs to review it against the project conditions, the work method and your local obligations before the crew uses it.

If conditions change, generate the project SWMS again so the stored document stays aligned with the live job rather than leaving an older version in circulation.

Maintain reusable templates once, then generate project PDFs from the job

The Documents area holds the reusable template library. This is where the office edits wording, enables or disables templates and uses placeholders for business details, client information, quote values, fence runs, material tables, invoice values and project-specific fields.

For active project delivery, Fencify already supports a practical set of defaults such as:

• Safe Work Method Statement
• Project Contract
• Handover Certificate
• Workmanship Warranty
• Variation Notice
• Fence Care and Maintenance Instructions
• Job Sheet Custom Text

When you need a project-specific output, open the Project Documents page from the project itself. Fencify shows the enabled templates that fit that project context, generates a PDF from the current project and quote data, and then logs the result in generated history so the office can reopen the same version later.

This is the safer way to produce operational paperwork because the document is rendered from the live job at the time you generate it. If the address, customer details, scope wording or totals changed earlier, the generated history reflects what was actually issued at that point in the workflow.

Release the installer pack through the PDF job sheet and the public installer view

Fencify gives you two installer-facing outputs that work together rather than competing with each other.

Job Sheet PDF for a fixed site pack

The Job Sheet PDF is the printable or downloadable pack for the crew. When a BYDA plan is attached, the PDF shows a clear underground assets warning before the scope. It can also include the visual plan snapshot, custom job sheet notes, run-by-run scope, material packing list and installer sign-off lines.

Use the PDF when the supervisor wants a stable issue pack, when a supplier or subcontractor needs a simple attachment, or when the crew is likely to work with a printed copy on site.

Installer View for live field updates

The Installer View is the public job sheet link you can share with installers or subcontractors for phone access. It shows the install window, safety readiness, BYDA status, site map where available, material checklist, recent project files and the live milestone list.

The proof upload area supports both site photos and general files. Installers can add an optional name, upload a photo straight from the device camera, or upload files such as PDFs, Word sheets or spreadsheets where needed. Those uploads are saved back to the project file history, which keeps the field evidence with the job instead of in private message threads.

Progress updates are just as important. Installers can complete milestones in order and add a short note, such as posts set, concrete curing, or site clean-up completed. Fencify stops later milestones being marked ahead of earlier ones, and it also stops earlier ones being reopened while later milestones remain complete. That protects the project progress trail from becoming messy.

Keep the client-facing portal clean and purposeful

The public client portal is where the customer sees the job story you have chosen to surface. In the documents area, Fencify can show the accepted quote, project invoices and, once signed, the handover certificate. The portal can also show site photos that help the customer follow progress.

That means the office should think carefully about timing and completeness before pushing customers into the portal. Good practice is to make sure the core files, milestones and issued documents already tell a coherent story before the customer is asked to rely on them.

From the main project page, your team can also send a project email that includes the client portal link and, when appropriate, request handover sign-off. This is useful at the end of a job because the same communication can direct the client to the portal, the finished project photos and the acceptance step without breaking the audit trail.

If the project involves a neighbour share workflow, keep the neighbour record separate from the main client handover process. For the core project handover covered here, the important portal path is the customer-facing project record tied to the main project public ID.

Capture handover after the work is complete, then lock the completion record

Final handover becomes available in the client portal only when the milestone sequence is genuinely complete and the project has not already been closed. That is a useful operational control because it pushes the team to finish the job record before asking the client for formal acceptance.

When the project is ready, the portal presents a final handover and acceptance form. The client enters their signatory name, confirms satisfaction and signs on screen. Fencify then stores the signature against the project, marks the project as completed and makes the signed handover certificate available as a downloadable portal document.

The certificate itself can include the completed works reference image, the client signature and the completion date. Back in the main project record, the office can also download that handover certificate and see that the sign-off already exists, which prevents duplicate close-out attempts.

In practical terms, this means the document trail has a clear end point:

• project files show the evidence gathered through delivery
• installer uploads show what happened on site
• milestones show the sequence of completion
• the signed handover certificate shows that the client accepted the finished job

Practical fencing example and final review checklist

Picture a two-day aluminium slat boundary install with one gate, a tight access side path and underground services near the front boundary. A strong Fencify workflow would look like this:

1. The office uploads site photos and the survey reference to the project.
2. A managed BYDA request is lodged, then the approved plan is uploaded back to the job once received.
3. The SWMS hazard list is reviewed and the project SWMS is generated for that site.
4. The job sheet custom text is updated with access notes and start instructions.
5. The Job Sheet PDF is issued to the supervisor and the Installer View link is sent to the subcontract crew.
6. Installers upload before-and-after photos, complete milestones in order and leave short progress notes from site.
7. The client opens the portal at completion, reviews the final state and signs the handover acceptance.

Before you treat the document workflow as complete, run this final checklist:

• all important project files and photos are attached to the live project
• the current BYDA plan is attached or the managed request is clearly tracked
• the project SWMS reflects the actual site hazards selected for this job
• the template wording used for PDFs is current and enabled
• generated documents appear in the project history when issued
• the installer pack includes the right notes, runs and material checklist
• field proof uploads and milestone progress are recorded against the project
• the client portal shows the right documents and site photos
• handover is requested only after milestone completion is real, not assumed

When this workflow is kept clean, Fencify gives you a complete project record from pre-dig planning through final acceptance. That makes later disputes, warranty questions, payment follow-up and internal reviews much easier to handle because the evidence is already attached to the project where the team expects to find it.