How to manage contractor safety inductions at the factory gate

Published 29 September 2026 · Avantix Innovation

What a contractor induction should cover

• Site rules, restricted areas and permit requirements.
• Hazards in the zones they will work in.
• Required PPE.
• Emergency procedures and the assembly point.
• Who their host or supervisor is, and how to report an incident.

Malaysia's Occupational Safety and Health Act 1994 places general duties on employers towards people who are not their employees but may be affected by their work. Check with your safety adviser what applies to your site.

Keep versions

When the rules change, publish a new version instead of editing the old one. Keep earlier versions archived, so you can show which version each person signed.

Set a validity period

Decide how long a signed induction stays valid, for example six or twelve months, and require it again after that. Regular contractors then stay current without re-doing it every visit.

Check it at the gate, every time

An induction only helps if an expired one stops entry. The check should happen at the same moment as the approval and blocklist checks, so the guard gets one answer: allowed or refused.

Keep the record with the entry

For each entry keep who signed, which version, when, the signature, the PPE and the zones. That's the record a safety or customer audit asks for.

How SitePass handles it

• Induction versions as draft, active or archived, with video, PDF and a validity period.
• E-signature on every registration; check-in is refused once it has expired.
• Acknowledgement logs you can view, print or export to CSV.

See SitePass for factories.

Written by the SitePass team at Avantix Innovation Sdn. Bhd., Penang. SitePass is our product, so we mention it where it fits; the advice applies whatever system you use.