How to fill the Hub forms

A plain guide for project managers, site managers and anyone who signs a form. Each form below says why it matters, who fills it, and the clicks that finish it. Pictures are from the live Hub.

Back to Forms Video scripts

Before you open a form

From the site menu open Forms. The page is split into six tabs: Daily Operations, Weekly Operations, QA, SHEQ, Plant Inspection and General Forms. View opens the register of forms already started or signed. Fill opens the blank form for today.

Forms page on the Daily Operations tab, showing attendance, diary, photos, briefing, safe start, safe finish and material issue
Daily Operations. The other five tabs sit on the same row.
Set your signature once, before you try to sign anything. Press My Signature at the top of Forms. Draw your signature with a mouse, stylus or finger, check the name under it, and press Save signature. After that, every form you sign stamps that signature. If Sign stays grey or the page says no signature is set up, come back here first.
My Signature page with a name box, job title and a blank signature pad
Draw it once. The name on this screen is whoever is logged in.

Almost every form uses the same buttons:

  1. New starts a fresh form for the date.
  2. Fill every box marked with a star. Answer every check. Add the photo or drawing the form asks for.
  3. Save draft keeps what you have typed so you can come back. A draft is unfinished. It is not the record.
  4. Sign & issue (or Sign & lock, Authorise, Sign report) is the step that finishes it. The PDF is the copy you keep and send.
  5. Register is where you find it later. PDF opens the issued copy.

If a name or company is missing from a dropdown, add it to the company list, then press Refresh name lists on the Forms page. Free typing is switched off on induction and attendance so the same person is not entered three different ways.

Some tiles only appear on the project that uses them. EPDM and Promat & Y-Wall are Parliament Place. Corofil, Supports, IKO Mansafe and Nyrok Insulation are Gateway. Tyvek is Parliament Place, Gateway and Urban One. If the tile is missing, you are on a project that does not use that form.

Daily operations

These are the forms that should exist for every working day. A blank day is a gap in the site record.

Site Attendance

Who signs in and out, and who is still on site.

Why it matters. This is the headcount. Briefings, toolbox talks and emergency roll calls all depend on it. Hours on site come from time in and time out.
  1. Managers use View to read the register, open the map, or download the PDF or the weekly Excel of hours.
  2. People on site sign themselves in and out from the public QR (Forms → Fill, or the printed QR). They sign out before they can sign in again.
  3. On Gateway, a person can sign in only after they have a signed induction on this project, and the name they type must match the induction (first name and surname).
Attendance register showing days, sign-in and sign-out counts
The register. Fill is the QR the team scans.

When someone cannot sign in — how to fix it. Company missing, name missing, wrong name on the induction, or the operative file not matching the company list.

Site Daily Diary

One diary per project manager, per day.

Why it matters. The diary is the day’s record of weather, who was working, plant on site and what happened. Signed diaries are what the weekly return pulls in when you press Prefill from diaries.
  1. Open Fill, pick the date, and press the button to open or create your diary.
  2. Set the scope or area, for example Blocks A and B.
  3. Fill weather for the morning and the afternoon. Tick the subcontractors, staff and plant that were on site. Add anything the lists do not cover.
  4. Save draft as you go. Sign and lock at the end of the day. A locked diary is the one the weekly return can use.
Site daily diary with project details and weather fields
Each manager has their own diary. Pick from the lists, or type a one-off.

Site Photos

The photo library. This one is not a signed form.

Why it matters. Progress, handovers and quality forms all need pictures that can be found later by block, level and trade. Photos dropped only into a phone gallery cannot be searched with the job.
  1. Open the library. Upload the day’s photos.
  2. Tag block, level, mast and trade, and write a short description.
  3. Use the filters when someone asks for a level or a mast. Manage tags if a new tag is needed.
  4. A Description is a Directors request and a MUST FILL. Persons outside the project need to understand what you are trying to show on the photo
Site photo library with block, level and mast filters and uploaded photos
Tag the photo when you upload it. That is what makes it findable next month.

Daily Briefing QFL-IMS-HSF-021

Why it matters. This is the morning brief: which method statement is being worked to, which permits are live, and what each company is doing. People sign on by scanning their digital ID.
  1. Pick the date, the manager running the brief, and the method statement. The method statement title and its risk assessments carry onto the briefing.
  2. Tick the prestart checks and the permits that apply today.
  3. Add the work tasks for each subcontractor.
  4. Scan each person’s digital ID for sign-on, then Sign & issue.
Daily briefing with project information and a method statement picker
The method statement has to be picked. A briefing with no method statement is incomplete.

Safe Start QFL-IMS-HSF-014a

Why it matters. Sixteen checks before work starts. They are already on the form. You answer them for today’s area and today’s companies.
  1. Pick the subcontractors working in the area. Add a one-off company if they are not on the list.
  2. Answer every question. Write a comment on every No.
  3. Remove a question that does not apply today, or add one that does.
  4. Sign & issue before work starts in that area.
Safe start checklist with project information and the start of the questions
The questions arrive already written. Your job is to answer them for this shift.

Safe Finish QFL-IMS-HSF-014b

Why it matters. Thirteen checks at the end of the shift: the area left safe, plant secured, and nothing left that becomes tomorrow’s accident.
  1. Run it at the end of the shift, for the same companies you started with.
  2. Answer every question. Comment on every No.
  3. Sign & issue before you leave the area.
Safe finish checklist header and project fields
Same pattern as Safe Start, done as you leave.

Material Issue QFL-IMS-QF-MAT-ISS

Why it matters. This is how material leaves a block store. Signing deducts the quantity from that block’s stock. If it is not issued here, the stock figure stays wrong and the next count will not match.
  1. Pick the block store (A, B, C or D).
  2. Add lines from the catalogue. The quantity shown is what that store holds. Use Ad-hoc only for something that is not on the catalogue yet.
  3. Each line needs who it was issued to, the description and the quantity.
  4. The person receiving signs, then you Sign & issue. That is the moment the stock comes off the pool.
Material issue form with block store and a materials table
Pick the block first. The catalogue lines are for that store only.

Weekly operations

Weekly Operations tab with Ops Weekly Return and Weekly Yard Stock Check
Two forms. Both are weekly, and both need a signature.

Ops Weekly Return

Why it matters. This is the week’s report to operations: progress, labour, materials, delays and health and safety. Sections marked OPS DIRECTOR feed the directors’ weekly report. A one-line “works ongoing” is rejected when you try to sign.
  1. Open the week. Press Prefill from diaries to pull progress, labour and issues from the signed diaries. Read what it brought in and correct it.
  2. Every progress line needs a block, an elevation or level, the activity, a measure, and a status.
  3. Attach the programme dropline PDF. You cannot sign without it.
  4. Answer programme, materials, delays and HSQE. Confirm delays, even if the answer is nil.
  5. Save draft through the week. Sign & lock when the week is complete.
Ops weekly return showing red and amber section status
Red and amber mean that section is still empty. Work down the list until you can sign.

Weekly Yard Stock Check QFL-IMS-QF-STOCK-CHECK

Why it matters. One count per block store, per week. Signing writes the counted quantities into that block’s stock. Material issue then deducts from a number someone has actually seen.
  1. Pick the block store and the week ending. Start a new form for that block.
  2. Walk the store. Enter a counted quantity on every line, including zero.
  3. Use the product tabs (consumables, fire barriers, fixings, membrane, metal, Nyrock, staples, Tyvek) so nothing is skipped. This count is the yard pool, not Rockpanel.
  4. Sign & issue. That updates this block only.
Weekly yard stock check asking for a block store before the count starts
The count does not start until the block store is chosen.

Quality forms

These are the records that an area was accepted, rejected, handed over, or installed to the checklist. A photo on its own is not the QA record. The form is.

QA tab showing works area forms, product QA, Corofil, supports, Tyvek, material receiving, IKO and Nyrok
Gateway’s QA tab. Parliament Place also shows EPDM and Promat & Y-Wall.

Works Area Acceptance QFL-IMS-QF-001

Why it matters. You are telling the main contractor the area they handed over is fit to start. The signed PDF is the acceptance.
  1. Press New WAA. Name the block and the areas or masts.
  2. Complete the acceptance details.
  3. Sign & issue. If you set Communicated by to Email, the PDF is emailed as part of issuing.
Works area acceptance list of recent signed forms
Recent acceptances sit at the top. New WAA starts the next one.

Works Area Rejection QFL-IMS-QF-002

Why it matters. Use this when the area is not ready. It is the written reason work has not started, instead of a verbal “we’ll come back”.
  1. Press New WAR. Name the block and the areas.
  2. Write why the area is rejected, clearly enough that the main contractor can act on it.
  3. Sign & issue. Email works the same way as acceptance.
Works area rejection page with a New WAR button
If the list is empty, that only means none have been issued yet. New WAR is the start.

Works Area Handover QFL-IMS-QF-003

Why it matters. This is Quantum handing a finished area back. It needs a markup drawing and photos of the area. The main contractor counter-signs on a secure link.
  1. Press New WAH. Set the block and the areas.
  2. Attach the markup and the area photos. The form will not stand as a handover without them.
  3. Sign & issue to MC. They receive a link to counter-sign.
  4. Watch the register until their signature is back. A handover with no counter-sign is still open.
Works area handover list with a draft row
A draft on this list is not a handover. Issue it to the main contractor.

Product QA QFL-QA-TEMPLATE

Why it matters. One company checklist used on every project. Each requirement is Yes, No or N/A, with a photo where the check asks for evidence.
  1. Pick the date and the location chips: block, mast, level and subcontractor. Pre-install still needs both A and B ticked.
  2. Answer every line. Add the evidence photo on the lines that require one.
  3. Sign & issue. The template itself is edited once, from the Template button, and then used everywhere.
Product QA form with location chips for block, mast and level
Location first, then the checks. A form with no block and no level cannot be traced to the work.

Fire barrier and insulation (Corofil) QFL-IMS-QF-007

Why it matters. Gateway record for Corofil COSB25, CCFS and Nyrock. Installer and manager both tick. Photos stay on this form.
  1. Tick block, area, level, mast and subcontractor. A and B both have to be ticked before sign-off.
  2. Work through the checks. A is the installer, B is the manager. Comment where a line needs it, and add the photo the line asks for.
  3. Sign & issue.
Fire barrier and insulation QA with location chips
Gateway only. The tile is Corofil QA.

Supports QA QFL-IMS-QF-009

Why it matters. Gateway record for horizontal and vertical aluminium supports, with a photo per requirement.
  1. Pick block, scope (horizontal, vertical, or both), level, mast and subcontractor.
  2. Answer Yes, No or N/A on every line and add the evidence photos.
  3. Pre-install still needs A and B. Then Sign & issue.
Supports QA location section
Say whether the sheet is horizontal rails, vertical rails, or both.

EPDM QA QFL-096-EPDM

Why it matters. Parliament Place record for OBEX EPDM and the window perimeter. Same evidence-photo rule.
  1. Open it on Parliament Place. Pick block, elevation, level and subcontractor.
  2. Complete pre-installation (A installer, B manager) and the rest of the checks, with photos.
  3. Sign & issue.
Parliament Place EPDM QA with elevation and level chips
This tile is on Parliament Place, not on Gateway.

Promat & Y-Wall QA QFL-096-PROMAT-YWALL

Why it matters. Parliament Place record for Rockwool / Supalux and RCM Y-Wall.
  1. Same steps as EPDM: location, both sign-off columns, photos on the lines that need them, then Sign & issue.
Parliament Place Promat and Y-Wall QA form
Parliament Place only.

Tyvek QA QFL-096-TYVEK

Why it matters. Membrane QA for Parliament Place, Gateway and Urban One.
  1. Pick block, mast and level, and the subcontractor.
  2. Answer every line and attach the evidence photos. Pre-install still needs A and B.
  3. Sign & issue.
Tyvek QA location chips
If the tile is missing, the project is not one of the three that use it.

IKO Mansafe retrofit QFL-062-IKO-MANSAFE

Why it matters. Gateway QA for the IKO cold-applied liquid waterproofing and the Mansafe anchor posts, after the retrofit cut-in. The reference drawing sits beside the checks.
  1. Pick block, roof or level, and subcontractor. Add the post location or ID.
  2. Keep the reference detail open while you answer the checks. Add photos where a line asks for them.
  3. The QR on the form opens the same pack on a phone. Staff still log in. Sign & issue when the checks are done.
IKO Mansafe QA with a QR code and the reference detail panel
Gateway only. The drawing reference stays on the right while you fill the checks.

Nyrok Insulation QFL-QA-NYROK-001

Why it matters. Gateway insulation QA pack. Same Yes / No / N/A and photo rule as the other product packs.
  1. Pick block, mast, level and subcontractor.
  2. Complete the checks, including A and B on pre-install, and the photos.
  3. Sign & issue. The QR opens this pack on a phone after login.
Nyrok insulation QA with block, mast and level chips
The tile on Gateway is labelled Nyrok Insualtion. It is this form.

Material Receiving QFL-IMS-QF-MAT-RCV

Why it matters. Goods-in. What arrived, whether it matches the Quantum order, and what was accepted or rejected. The delivery note and photos live on the form.
  1. Enter the Quantum order number and the supplier. Record where it was received.
  2. Answer Yes, No or N/A for each check: order number on the delivery, markings, quantity, damage, and whether the order tracker has been updated.
  3. Add the line items, photos and the delivery note.
  4. Sign & issue. Your signature is applied as the person who inspected it.
Material receiving inspection with order number and the first checks
No receiving form means the delivery is not in the job record, even if the materials are on site.

SHEQ forms

SHEQ tab listing toolbox talks, method statements, risk assessments, incidents, harness, tooling, hot works, induction, training and HAVS
SHEQ. These are the health, safety and training records.

Toolbox talks

Why it matters. A talk only counts when it is issued from here and the people in the room are scanned on. They must already be signed in on Site Attendance for that date.
  1. Pick the talk from the company list, the date and the location. Press Start talk.
  2. Deliver it on screen.
  3. Scan each person’s live digital ID. If the scan refuses them, they are not on today’s attendance. Sign them in first, then scan again.
  4. Sign and issue the PDF.
Toolbox talk start screen with a talk dropdown and date
Pick the talk, then start it. Attendance for that date has to exist first.

Method statements

Why it matters. This is the method the briefing points at. Scope, sequence, people, risk assessments, COSHH, PPE, hospital map and elevations are all on the one form. Signing stamps the risk assessments you attached.
  1. Fill the starred project fields, then the scope of works. Add a section per location.
  2. Upload elevation images, or click the paste box and paste a screenshot.
  3. Tick the people, the risk assessments, COSHH and PPE that apply.
  4. Sign & issue. Then pick this method statement on the daily briefing.
Method statement form with project fields and scope
Starred fields have to be filled before Sign & issue.

Risk assessments

Why it matters. The company risk assessments are attached to a method statement. The cover (contract, client, address) is set once for the project, then stamped onto each assessment when the method statement is signed.
  1. Open Library. Fill the project cover fields and save them.
  2. Stamp pulls the company master, fills the cover, and stores the PDF on the project. Upload a finished file only when this project needs a different version.
  3. On the method statement, tick the assessments that apply. They travel with that method statement.
Risk assessment library with project cover fields and a list of assessments
Set the cover once. Attach the assessments on the method statement, not as loose files.

Near miss / accident QFL-IMS-HSF-NEAR

Why it matters. Near misses, accidents, incidents and hazard spots are logged here. Open and closed status is what the weekly health and safety follow-up reads. A conversation on site does not close an event.
  1. You need a signature set up before this form will sign.
  2. Pick the type, the block and level, and write what happened, the root cause, and the action taken. Add photos if you have them.
  3. Sign report. That locks the event. Close-out stays editable.
  4. When the action is finished, complete close-out and sign that too. Until then it stays open on the weekly return.
Near miss and accident form with event type and description fields
Sign the report the day it happens. Close it out when the action is actually done.

Harness and lanyard QFL-IMS-HSF-HARNESS

Why it matters. A failed harness or lanyard comes off site. The checklist is the record of that decision.
  1. Read the inspection guide on the form, then inspect the harness and the lanyard separately.
  2. Record manufacturer, serial number and dates. Answer Pass or Fail on every check. A Fail needs a note.
  3. Any Fail means remove from site. Sign & issue.
Harness and lanyard checklist with manufacturer and the first hardware checks
Pass or Fail on each line. Notes are required on Fail.

Weekly tooling QFL-IMS-HSF-006

Why it matters. The weekly look at tools on site: tested, watching, or taken out of use.
  1. Pick the subcontractor and the tooling owner.
  2. Add the tools on site this week. Rate each one: PT (PAT tested), OBS (watch it), N/C (action required), N/A, or 0–2 (remove or replace immediately). 3 and above can stay, with the note the scale asks for.
  3. Add a photo if a tool is damaged. Sign & issue as the manager.
Weekly tooling checklist with the condition rating key
0–2 means that tool is removed or replaced the same day.

Hot works permit QFL-IMS-HSF-HWP

Why it matters. Hot works need a permit for that day. Yesterday’s permit does not cover today.
  1. Start a permit for today. Location, duration, the work, and the equipment are all required.
  2. Tick Yes, No or N/A for each hazard and precaution. Add any extra hazard in the box at the bottom.
  3. Collect the worker confirmations, then Authorise & accept.
  4. When the work finishes, close the permit. If it stops early, cancel it. An open permit at the end of the day is unfinished.
Hot works permit header stating permits are completed daily
One permit per day. Authorise it before the work, and close it when the work stops.

Site induction QFL-IMS-HSF-001

Why it matters. Nobody should be working to Quantum’s rules until this is signed by them and by the manager. On Gateway it is also what unlocks attendance.
  1. Write the person’s full name and surname, the same way they will sign the attendance sheet. A first name on its own will not match later.
  2. Pick the company from the list. Typing a company in by hand is switched off.
  3. Brief the topics. Record competencies, PPE and site rules. Cards that are held need a photo of the front and the back.
  4. Both parties sign, then Sign & issue. Use Share remote if the person is completing their part on their own phone.
Site induction form with full name and company list
Full name and surname, and a company picked from the list.

Training matrix

Why it matters. CSCS, IPAF, PASMA, manual handling, face fit and the rest follow the person from project to project. Green, amber and red show who is covered and who still has a gap.
  1. Open View matrix. Filter by company, or show training gaps only.
  2. Open the person and add the missing card. The copy stays with them on the next project.
  3. Amber is a gap. Red is no induction. Plant forms will refuse an operative who is not marked competent for that machine.
Training matrix with operative counts and RAG columns
Use the gaps filter when you are chasing cards. The matrix is the place those cards live.

HAVS trigger time QFL-IMS-HSF-HAVS

Why it matters. Daily hand-arm vibration time. The form adds up exposure against the exposure action value and the exposure limit value. Operatives fill it from the QR.
  1. Print or show the QR from View / QR.
  2. Each operative records the tools they used and the trigger time. Tools with no vibration magnitude cannot be picked.
  3. Managers read the register: points, band, and whether symptoms were reported. Chase anyone missing for the day they used a vibrating tool.
HAVS register listing the day’s trigger time records
The register is the manager view. The operative fills the public form.

Plant inspections

Every machine below is a daily Yes / No / N/A check, signed on the pad on the form. The checklist stays locked until a competent person is selected. Competence comes from the operative’s record: the training has to be on the matrix before the form will open the questions.

Plant Inspection tab with MCWP, MEWP, telehandler, scaffold and gas torch
Five daily plant forms. QR labels can be printed for the machine or the cabin.

MCWP (mastclimber) QFL-IMS-HSF-029

Why it matters. The mastclimber is checked before it is used that day, by someone marked MCWP trained.
  1. Press New. Enter the serial number and the mast position.
  2. Pick the subcontractor and the operative. The checks stay locked until that person is MCWP trained.
  3. Answer every line. A No needs a comment. Sign & issue on the pad.
MCWP daily checklist with serial number, operative picker and the first inspection lines
The red banner is there because this is a usage check, not a tick-box exercise.

MEWP QFL-IMS-HSF-020

Why it matters. Same daily check for a MEWP. The operative’s IPAF number has to start with OP.
  1. New form, machine details, then the operative.
  2. If they cannot be selected, their IPAF number is missing or does not start with OP. Fix the training record, then come back.
  3. Complete Yes / No / N/A and sign on the pad. There is a public QR as well.
MEWP daily inspection header and operative section
IPAF number starting with OP, then the checklist unlocks.

Telehandler QFL-IMS-HSF-028

Why it matters. Daily inspection before the telehandler is used. The operative needs NPORS or CPCS on their record.
  1. Same pattern as the MEWP: New, machine, competent operative, every line answered, sign on the pad.
Telehandler inspection form
NPORS or CPCS on the operative’s record, or the checklist stays locked.

Scaffold inspection (PASMA) QFL-IMS-HSF-007

Why it matters. Tower and scaffold inspection by someone marked PASMA.
  1. New inspection. Pick a PASMA-trained operative.
  2. Answer Yes / No / N/A. Comment on every No. Sign on the pad.
Scaffold inspection register form
PASMA has to be Yes on the operative before the checks open.

Gas torch and cylinder QFL-IMS-HSF-032

Why it matters. Daily check of the torch and the cylinder. Jubilee clips are not used on any site.
  1. Record location, make and model, and cylinder size.
  2. Answer the Yes / No checks, including the hose fittings. A Jubilee clip is a fail.
  3. Sign on the pad.
Gas torch and cylinder inspection form
Daily, and signed on the pad on the form.

Early warning and fabrication

General Forms tab with Early Warning Notice and the flashing fabrication sheet
General forms. The fabrication sheet is for design review.

Early Warning Notice QFL-IMS-GEN-EWN

Why it matters. This is how a delay is put in writing early enough for both sides to act. It records the matter, the effect, and later the close-out.
  1. Opening Fill on a day that already has a notice reopens that day’s notice. Press New when it is a different matter.
  2. Who it is issued by, who it is issued to, and their company.
  3. Add at least one delaying matter, with the detail and the effect. Attach anything that supports it.
  4. Sign issue to lock those fields. Complete close-out when it is resolved, and sign the close-out.
Early warning notice with issue fields and the first matter
One matter with real detail is the minimum. Then sign the issue.

Flashing fabrication sheet QFL-DES-FAB-001

Why it matters. This is the workshop drawing for ridge, barge, eaves, apron, drip, corner and Z flashings. The PDF is what fabrication works to.
  1. Work the five steps in order: material, profile, dimensions, length, review.
  2. Set block, level, sheet reference, material, gauge and colour.
  3. PPC can be selected only when the material is aluminium. Aluminium with PPC is 2 mm or 3 mm, and the crushed hem is switched off.
  4. Check the profile picture, then Issue fab sheet. Save draft if you are still reviewing it.
Flashing fabrication sheet on the material step
Five steps across the top. Issue the sheet when the review step is clean.

What “finished” looks like

If you are unsure which form to use: something that happens today sits in Daily; the week’s story sits in Weekly; an area or a product being accepted sits in QA; a person, a permit or an incident sits in SHEQ; a machine sits in Plant.

Quantum Facades · Hub forms guide · October 2026