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Full System

FEATURES 

Collabor8Online gives you everything you need to manage documents, control site activity, and streamline communication—whether you’re in the office or on-site. With powerful features for file sharing, RAMS approval, and digital site diaries, our UK-hosted system keeps your teams connected, compliant, and in control.

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Features

Document Management

UK-Hosted Drawing & Document Control with Real-Time Workflows

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Core Features Overview

Everything you need to manage drawings and documents with structure, speed, and precision.

  • Upload files via drag-and-drop (supports PDF, DWG, DOCX, and more)

  • Unlimited folders and subfolders for project-based organisation

  • Built-in file preview for PDFs and drawings (no downloads needed)

  • Smart document tagging for easy search and categorisation

  • Powerful global search to locate documents across projects instantly

  • Full audit trail: track uploads, edits, comments, downloads, and views

Permission & Access Control

Control who sees what, with precise project- and folder-level settings.

  • Set read, write, edit, or admin rights on a per-folder or per-user basis

  • Apply permission templates to save time across similar projects

  • Hide folders or documents from specific companies or roles

  • Allow external consultants or subcontractors secure, limited access

  • Permissions cascade to subfolders but can be overridden where needed

  • Activity feed and logs show exactly who accessed each file and when

Drawing Distribution

  • Ensure everyone receives the right drawings at the right time, every time.
  • Instantly issue drawings to selected users, roles, or companies
  • Distribute single files or entire folders in one click
  • Email notifications with download links and document context
  • Drawing recipients can preview online or download full resolution files
  • Built-in download history for full traceability of issued documents
  • Drawings marked as “Superseded” automatically when newer versions are uploaded

Workflow & Approvals

Replace email chains with structured, automated document approval flows.

  • Custom workflows that trigger automatically on upload
  • Assign reviewers or approvers based on folder, file type, or user role
  • Approval chains with optional comments and digital sign-off
  • Visual indicators for status: Pending, Approved, Rejected
  • Real-time email notifications to keep reviews moving
  • Dashboard views showing outstanding actions and overdue items
  • Export approval status reports for audit or client submission

Secure, UK-Hosted & Backed by Real Support

Your data is protected at every stage – fully UK-based and GDPR-compliant.

  • Secure UK data hosting with redundancy across multiple locations

  • HTTPS encryption for all file uploads, downloads, and access

  • Files encrypted at rest for additional protection

  • Access logs and audit trail available for compliance reporting

  • All updates backed by self-healing infrastructure

  • No third-party data processors outside the UK

Free Demo

Request a free demo and start sharing your files securely and easily within your business.

Request a Demo

or Call 020 3369 6491

Site Manager

Take complete control of site activity from your mobile or tablet. The Collabor8Online Site Manager app (available on both iOS and Android) gives Site Managers the tools to manage daily tasks, enforce safety protocols, log issues, and track site progress in real time — all from the field.

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Core Site Tools

Keep everything logged, signed, and accounted for — without the paperwork.

  • Digital Site Diary: Automatically records site activity, weather, and who’s on-site

  • Checklists & Logs: Record toolbox talks, site inductions, material deliveries and inspections

  • Mobile-First Interface: Built for fast access and input on live sites

  • Offline Mode: Record data without signal; syncs automatically when reconnected

  • Photo Uploads: Capture and attach images directly to reports, snags or permits

  • Project Sync: Instant link between office and site data for better coordination

Permits to Work

Digitise permit workflows for improved speed, clarity, and control.

  • Custom Permit Types: Hot works, working at height, excavations and more

  • Linked Documents: Attach drawings, RAMS, and method statements directly to permits

  • Status Tracking: View permits as pending, approved, or closed — in real time

  • Expiry Reminders: Automatically flag permits due to expire

  • Approver Sign-Off: Approvals logged with user details and digital sign-off

RFIs (Requests for Information)

Centralise communication between site and design or commercial teams.

  • Raise RFIs Instantly: Create and submit questions directly from your mobile

  • Attach Photos or Drawings: Give full context for faster responses

  • Response Logging: Answers, attachments and updates stored in one clear thread

  • Notification Alerts: Assigned contacts are automatically notified

  • RFI Status Tracking: Filter by Open, Awaiting Response, or Closed

Health & Safety Checks

Proactive safety logging ensures nothing gets missed.

  • Pre-start Checklists: Ensure operatives complete daily safety tasks before work begins
  • Risk Assessment Confirmations: Log that RAMS have been reviewed and understood
  • Daily Brief Logs: Record sign-offs and team briefings digitally
  • Safety Observations: Site managers can record unsafe acts or hazards with photo evidence
  • Automatic Timestamping: Each entry logged with date, time, and user identity

Material & Plant Requisitions

Simplify the supply chain — right from the site

  • Request Forms: Site teams can raise plant or material requests directly from mobile
  • Itemised Lists: Include quantities, required dates, suppliers, and notes
  • Approval Flow: Notify office-based managers automatically for faster turnaround
  • Delivery Tracking: Log received items, delivery issues, and match against requests
  • Cost Allocation: Tie requests back to specific projects or cost centres

Project Snagging & Issue Logging

Log, track and resolve defects — quickly and with full visibility

  • Snag Templates: Capture issue location, description, photos and assign responsibility

  • Status Workflow: Move items from Open → In Progress → Resolved → Verified

  • Photo Annotations: Mark up images to clarify the exact issue

  • Completion Tracking: Set deadlines, assign to trades, and view resolution history

  • Project-Wide Visibility: View all snags across a site or filter by area, trade or date

    Subcontractor Management

    With Collabor8Online, managing subcontractors on-site is no longer a manual process. From onboarding and RAMS approvals to access control and performance tracking, the Site Manager app ensures every operative is cleared, informed, and logged — with full traceability from start to finish.

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    Subcontractor Onboarding & Induction

    Ensure every operative is prepared before setting foot on site.

    • Custom Site Inductions: Upload induction videos, documents, or forms for operatives to complete

    • Digital Sign-Off: Capture signatures on RAMS, policies, and safety briefings

    • Pre-Arrival Compliance: Operatives must complete induction before QR code sign-in becomes active

    • Time-Stamped Records: Every submission is recorded with date, time, and user details

    • Company Grouping: View which operatives belong to which subcontractor at a glance

    RAMS Management (Risk Assessments & Method Statements)

    Make RAMS approvals easier for both managers and subcontractors.

    • RAMS Submission Portal: Subcontractors upload documents directly into the system

    • Approval Workflow: Site Managers receive notifications, review RAMS, and approve or reject

    • Version Control: New submissions supersede old ones but retain full history

    • Mandatory Before Access: Operatives cannot sign in until relevant RAMS are approved

    • Linked to Site Diary: Automatically logs who worked under which approved RAMS each day

    Time & Attendance Tracking

    Automatically build your subcontractor records as they work.

    • Daily Logs: Auto-populated site diary with all subcontractor entries

    • Clock-In/Out Data: Capture total hours by individual or company

    • Reportable Attendance: Exportable logs for client review or payment processing

    • Historic Data Lookup: See who was on-site, under which RAMS, on any given day

    • Absence or Early Exit Reasons: Add notes directly against individual logs

     

    Site Access Control

    Only inducted, approved workers can access site — and everything is logged.

    • QR Code Check-In/Out: Operatives scan to log attendance — no app required

    • Real-Time Visibility: See who is currently on-site, when they arrived, and what company they represent

    • Auto-Checklists: Trigger forms or questions on sign-in (e.g. PPE check, toolbox talk confirmation)

    • Block Access: Instantly revoke access for expired inductions, failed compliance, or safety violations

    • Location Logging: Optional geo-tagging for added traceability (e.g. remote work areas)

    Compliance & Performance Visibility

    Track who’s doing what, and how well they’re following the rules.

    • Audit Trail: All submissions, approvals, and site entries are logged by user, company, and timestamp

    • Non-Compliance Flags: Highlight subcontractors who haven’t completed inductions, submitted RAMS, or overstay permits

    • Performance History: Track issues, delays, snags, or missed deliveries by subcontractor

    • Reporting: Generate summary reports for meetings, claims, or reviews

    • Multi-Project Visibility: View subcontractor status across different sites if required