Port Waratah Coal Services

The Registration Process

The Registration Process

The Port Waratah workforce compliance process is completed in two parts:

  1. Company Registration and Accreditation, and
  2. Worker Induction and Competency Management.

We suggest you read through the instructions and give yourself time to source the information needed to work for Port Waratah.

Your nominated administrators will complete this process for your business and each worker (employee).

User guides with screenshots can be found on the Help and Resources page.

Please note:

Your company’s current accreditation will be recognised in Company Registration and Accreditation until it expires.

If your workers are existing Port Waratah contractors, you only need to complete the Induction and Competency Management process when their inductions are due for renewal. New workers should be registered as below.


Stage 1: Company Registration and Accreditation +

Step 1 > Register a username and password

You should have received an Invitation to Register from Port Waratah. Please have this on hand when you begin this process.

The Company Registration & Accreditation portal of the Port Waratah Workforce Management System can be found by clicking REGISTER COMPANY at the top of the page.

Start by entering a username of your choosing, plus your email address and a password. You’ll be emailed confirmation.

Step 2 > Register business details and answer profile questions

Using your new details, login Company Registration & Accreditation system.

Follow the process to register your business by answering profile questions and selecting the insurances and licences you can supply to support your registration. Your answers will determine the category, and therefore the cost of your registration.

Step 3 > Pay for registration

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

Step 4 > Upload documents for verification

You will be prompted to upload your Port Waratah Invitation to Register, and copies of the licences and insurances you selected in step 2 for verification.

Documents may include but are not limited to:

– Public and Product Liability Insurance

– Workers Compensation Insurance

– Professional Indemnity Insurance

You may also be required to complete a desktop Safety Management System review of your policies and procedures. If this is required, you will be prompted to upload the required documents in the system for review by the Pegasus Safety Audit team.

You’ll be emailed when your documents are verified or if any corrections are required to finalise your company accreditation.

To complete your registration, you will next be invited to register your workers. Please click to expand Stage 2.

Stage 2: Worker Induction and Competency Management +

Step 1 > Login to the Induction and Competency Management System

Follow the link and login to the system using the details sent to you by Pegasus.

The next steps are to add your workers to ensure their compliance to work for Port Waratah Coal Services.

Step 2 > Add workers

Using your new details, you can login and add your workers in the system! You’ll start by selecting Manage Roles and then Add New Employee. From here you can enter and save their personal contact details, address, phone and email.

Step 3 > Pay for worker registration, inductions, and access ID card

Pay for your worker’s registration and induction, and order their access ID cards to work for Port Waratah Coal Services.

– Worker registration costs $100 + GST per person for the first year for the management of roles, verification of documents, and supply of card.

– Annual renewal costs $50 + GST per person

– Replacement cards are $30 + GST

A tax invoice will be supplied on payment.

Please note: 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.

Step 4 > Add roles, upload documents and book training

You will next select your worker’s name to Add New Role and choose the role/s they’ll perform for Port Waratah Coal Services.

Your selections will determine the competency documents (licences, cards and qualifications) you’ll upload in the system to prove your worker can perform the chosen role/s.

At this time, you will also book your worker’s online inductions. They will be emailed a link and login details.

Pegasus validates documents and applies roles

Pegasus will validate the documents you’ve uploaded during registration. You’ll be emailed if there are any issues and given a chance to update the information. Upon document approval and induction completion, the roles will be applied to your worker’s profile and their ID cards printed and sent. If the worker already has a Port Waratah access card, their details will be updated in the Port Waratah security system.

You may also wish to invite your registered employees to the Worker Portal, where they can manage their own compliance. Simply select the Invite Employee option from their profile. Visit the Worker Portal page for more information.

It’s important that you keep worker’s details up to date, and you’ll be emailed about expiring documents and information to stay compliant.

Pegasus Gateway

Once you have completed both stages to register, the system can be accessed by creating a Pegasus Gateway account, and adding the Port Waratah tile. This allows you to access both parts of the Port Waratah Workforce Management System from one place with one login. Click the Pegasus Gateway button at the top of the page once you’re all registered.

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