Setting up MineBase for your site

Workers never sign in to send a Speak up report. They open the Speak up tab in the app, and the report goes without their name.

1. Sign in for the first time

   Use the Speak up admin email and temporary password MineBase sent you.

   • Choose your own password.
   • Set up two-step sign-in: install an authenticator app (Microsoft Authenticator, Google Authenticator or similar), scan the code on screen, and type in the 6-digit code it shows. You'll need that code every time you sign in.
   • Open Company setup at the top right.

2. Sites and areas

   Company setup → Sites. Check each of your sites is listed, or use Add site.

   • Each site has one access code. Everyone on that site uses the same code, so it never identifies who reported.
   • Add area for parts of the site workers can pick on the report form, e.g. Workshop, Crusher, ROM pad. Optional.

3. Departments, and who handles what

   Company setup → Departments → Add department, e.g. Human Resources and Health & Safety.

   Then under Who handles what, choose a department for each kind of report:

   • Bullying or harassment (including sexual harassment and discrimination)
   • Safety hazard or near miss
   • Injury or incident

   A kind of report with no department is refused, so set all three before the posters go up.

4. Add the managers who read reports

   Company setup → People → Add person: their work email, a role, and the departments whose reports they may read.

   • Investigator: reads and handles reports for their departments.
   • Admin: also does Company setup.
   • A temporary password is shown once. Give it to them in person or by phone. They choose their own and set up two-step sign-in when they first log in.

   Only add people who should read reports. Supervisors who only need timesheets and Take 5s don't need a Speak up login.

5. Print the posters

   Company setup → Sites → Print poster for each site. Put them up in crib rooms, the bathhouse, the workshop and the site office. The poster shows the site's access code and how to report.

   Workers signed in to My work don't need to type the code: the app fills it in from their home site.

1. Sign in to My work

   Use your company code, your employee ID and the one-time PIN from MineBase, then choose your own 6-digit PIN.

   Tick Stay signed in only on your own computer. Otherwise the website signs you out after 30 minutes without use.

2. Jobs and plant

   Jobs and plant tab:

   • Add job for each cost code, e.g. CC-1001 · Haul road upkeep.
   • Add plant for each machine, e.g. DT-07 · CAT 793 haul truck.
   • Codes use letters, numbers and . _ / -, no spaces. When a job finishes, switch it off instead of deleting it, so old timesheets keep it.

3. Add your supervisors

   Team → Add worker: employee ID, name, role Supervisor, and home site.

   • A one-time PIN is shown once. Write it down for that person and give it to them in person.
   • Add other admins the same way with the role Admin.

4. Create crews

   Team → Crews → Add crew. Type the crew's name, e.g. Heavy Vehicle Bay, tick its supervisor(s), and press Save.

   • A crew can have several supervisors, e.g. a day-shift and a night-shift supervisor.
   • A supervisor can lead several crews.
   • A crew's supervisors see its workers' Take 5s, timesheets, hazard observations and stop-work alerts, and are the ones who approve them.

5. Add your workers

   Team → Add worker for each person: employee ID, name, role Worker, home site. Note each one-time PIN for that worker.

   Contractors: tick Contractor and pick their last day on site. After that day they can't use My work (Take 5, timesheets, PSI); their records stay. Extend it any time with Edit, or a crew supervisor's ⋮ → Contractor access….

   Do this in a quiet hour with your employee list open. It takes about a minute per person.

6. Put people in crews

   In Team, open a person's ⋮ menu → Edit → Crew → pick the crew → Save.

   • Each worker is in one crew. The crew shows on their My work screen.
   • Workers not in a crew yet are seen by every supervisor at their home site, so nothing is missed while you set up.
   • To check a crew, open Team → Crews: each crew lists its supervisors and how many workers it has.
   • Once crews have supervisors, they can look after their own crew: Team → Add worker adds someone straight into their crew, and a worker's ⋮ menu has Add to my crew, Remove from my crew and Switch off (left site). They can't change other crews, supervisors or admins.

7. Hazard observation target

   In the phone app: My work → Hazard obs → Weekly target. Choose 0 to 5 per worker per week (default 1). Weeks run Monday to Sunday; admins don't have to do them.

   When a worker's is due, the app asks them to do it first. Timesheets wait until it's done, but Take 5, PSI and stop-work alerts always stay open.

8. Post the first PSI

   Supervisors: PSI → Post PSI on the website or in the app. Choose the site, shift date and shift, write the pre-start information and attach photos or PDFs. Workers who missed the meeting can read it, even with no signal.

1. Get workers signed in

   At a pre-start or toolbox talk:

   • Each worker installs the MineBase app on their iPhone or Android phone. Your MineBase contact sends the download link.
   • They open My work and sign in with the company code, their employee ID and their one-time PIN, then choose their own PIN.
   • Show them the Speak up tab and explain that reports there carry no name, email or phone number, and are kept apart from My work.
   • Remind them: if someone is hurt or in danger, call 000 or the site emergency number first.

2. Day to day for supervisors

   • Stop-work alerts: a red banner when a crew member's Take 5 says "not safe to proceed" or a hazard observation is high or extreme. For now it arrives while the MineBase app is open, so keep it open on shift.
   • Timesheets: Timesheets → Team timesheets, one day at a time. Approve, Approve all, or Send back with a comment.
   • Hazard observations: Hazard obs → Review the team's. Mark each one Fixed or Action needed, with a note. Overdue this week shows who still needs to do theirs.

3. When people leave site

   Contractors with a last day lose access by themselves the day after. For anyone else: Team → ⋮ → Edit, switch off Can sign in, and Save. Their records stay; they can no longer sign in, and switched-off workers are not billed. For managers who leave, remove them in Company setup → People.

4. If something goes wrong

   • A worker forgot their PIN: a supervisor or admin uses Team → ⋮ → Reset PIN and gives them the new one-time PIN.
   • A phone is lost: switch that person off straight away (Team → ⋮ → Edit → Can sign in off, or a crew supervisor's Switch off). That blocks the account at once. Then reset their PIN and switch them back on when they have their new phone.
   • A report kind is refused: check every kind has a department in Company setup → Departments.
   • A supervisor can't see someone's timesheet: check the worker is in one of that supervisor's crews, or in no crew at the same home site.
   • Getting data into your own systems: on the website, My work → Export downloads timesheets, Take 5s, hazard observations or the team list as a CSV file (opens in Excel), for any dates up to a year. Managers export Speak up cases from Speak up cases → Export (the download button). Every export is recorded.
   • Paying: admins open My work → Billing on the website to fill in the billing contact, ABN and purchase order number, and press Get my invoice when the pilot is ending.
   • Anything else: contact your MineBase contact.