Port Waratah Coal Services

Help and Resources

Help and Resources

System documents and guides



Registration: Following the process to register in the Port Waratah Workforce Management System. In this process, contracting companies are categorised to determine the type of documents Port Waratah requires to onboard them. This categorisation also determines the requirements of the Health, Safety and Environment Review, which is completed when a company’s current Accreditation expires.

Health, Safety and Environment Review: A review of a company’s safety and environmental management systems. A current accreditation from Port Waratah or NCIG will be recognised against this requirement.  The Heath, Safety and Environment Review must be completed in the Workforce Management System when a company’s current Accreditation expires.

Helpful resources

This Knowledge Base includes steps to check company compliance, search for and edit employees, run reports on competencies or work hours, and create users, among other helpful tips. This process can be completed in Onsite, the Pegasus software that powers the Port Waratah Induction and Competency Management System.

The Business Rules specify the requirements of the documents you upload in the system. Ensuring your documents meet these requirements will save time and have your business and workers approved faster.

Complete and return this form if you have a new worker who is already registered to a different company in the system, and you need them added to your company. Workers can be removed from your company by an administrator directly in the system. Instructions on how to complete this process are available under the End Employment sub-heading of this page: https://kb.pegasus.net.au/display/OCCS/Person

Safety Management System Review links

Frequently asked questions

Please click to expand the FAQ below.

Where do I register in the system?

Start by registering your company – click REGISTER COMPANY button at the top of the page.

Refer to the information on this website to help you navigate and use the system, including the user guides at the top of the page and the instructions on the Registration Process page.

How much does registration in the system cost?

Company registration costs $150 + GST annually, in addition to the accreditation costs outlined below. Costs include the verification of your documents and information, audit of your Safety Management System, and the maintenance of your account. If you hold a current Port Waratah or NCIG accreditation, you will only pay the business registration cost fee of $150 + GST.

    • High Risk: $650 + GST every 3 years + $150 every year
      • Year 1 total cost: $800 + GST
    • Medium Risk: $450 + GST every 3 years + $150 every year
      • Year 1 total cost: $600 + GST
    • Low Risk: $250 + GST every 3 years + $150 every year
      • Year 1 total cost: $400 + GST

Worker Induction and Competency Management costs $100 + GST per person for the first year for the management of roles, verification of documents, online induction, and supply of card. Annual renewal costs $50 + GST per person, and replacement cards are $30 + GST. A tax invoice will be supplied on payment.

What documents do I need to upload to register?


The documents you upload will depend on the work your company does for Port Waratah. They may include but aren’t limited to:

  • Insurances such as Workers Compensation and Public Liability
  • Workers Compensation Insurance
  • Professional Indemnity Insurance
  • Company Trade Licences
  • Safety Management System (SMS) documentation or AS/NZS4801 compliance information


The documents you upload will depend on the worker’s role, and may include::

  • Passport-sized photograph
  • Generic induction cards
  • High risk licences
  • Trade or tertiary qualifications
  • Certificates or statements of attainment

What benefit does the system have for contractors?

Registration ensures workers are qualified to access Port Waratah Coal Services sites. It allows you to keep your company and worker’s safety information up to date in one place online, and to ensure insurances, qualifications, licences and online inductions are always correct and current to work safely on site.

Benefits include:

  • join an online database of trusted and qualified businesses and workers
  • have higher quality work opportunities because you can prove you’re fit to work
  • maintain an online, portable profile
  • receive electronic reminders to stay compliant and ready to work
  • have licences, competencies, inductions, and documents verified by qualified auditors and industry specialists
  • manage your own profile – roles, competencies, and training – in the Pegasus system at any time, 24/7
  • access a support centre of industry and software specialists if you need help reaching compliance or navigating the system.
  • enjoy a transparent cost model

Do my subcontractors need to register?

Yes, your subcontractors will need to register their workers. They will only be validated when a Port Waratah contract administrator has given the company approval to operate on site.

What site access cards will workers receive?

Workers without Port Waratah site access cards will receive two when registered for the first time or booked for induction/re-induction:

  • a Pegasus card, and
  • a blank card with a Port Waratah sticker to be used for site access

Workers with original Port Waratah site access cards will receive a Pegasus card when registered for the first time or booked for induction/re-induction. Their existing Port Waratah card will still give them site access.



What do I do with my site card that has a sticker with an expiry date on it?

Please contact your company administrator to have your re-induction booked through Pegasus.

Workers with original Port Waratah site access cards will receive a Pegasus card when booked for re-induction. Their existing Port Waratah card will still give them site access.

Who do I contact if I have questions about the system?

You can contact Pegasus, who manages the system on behalf of Port Waratah Coal Services. Visit Contact Us for details.


Can I fast track an application?

Yes, Pegasus offers an escalation procedure.

Pegasus understands that there are times when you’ll need your data application or access ID cards to be processed faster than our standard delivery time of two working days.

Click to review the Data Escalation Policy.