Your Guide to the
Contractor Portal

The MGN Civil Contractor Portal is the system you use to manage all companies and contractors working on your projects. Think of it as your digital site access control centre.

As a Project Manager, you use it to:

• Check that subcontractor companies have current insurance before they start work
• Review contractor induction forms and decide who gets site access
• Issue digital site access passes that contractors carry on their phone
• View copies of licences, White Cards and insurance certificates
• Keep records of who has been inducted, on which projects, and when
• Set up projects and the induction materials contractors must read

Open your web browser and go to portal.mgncivil.com.au/admin.html. Enter your email address and password, then click Sign In to Admin.

After signing in you'll land on the Dashboard. This is your home screen — it shows all the companies and contractors registered in the portal. It takes a few seconds to load everything.

What the badges mean

Companies register themselves — you don't add them manually. Here's how it works:

Before a company can invite contractors to site, you must approve them. This confirms their insurance is current and their details are correct. Here's how:

Click ✏️ Edit on any company to open their edit form. You can update any of their details directly from here:

• Company name, ABN, business address
• Contact person name, phone, email
• Finance contact name, phone, email
• All insurance expiry dates
• Vehicle and plant records

Click 💾 Save Company when done. Your changes are saved straight away.

You need to assign a company to a project before their contractors can be invited to work on it. Click 🏗️ Projects on a company card.

A list of all your projects appears. Tick the ones this company is working on, untick any they've finished, then click 💾 Save Projects.

Any uploaded document — insurance certificates, driver's licences, White Cards — opens in a secure viewer inside the portal. You never leave the portal page to view a document.

Images (licence photos, White Card scans) display directly in the viewer. PDFs (insurance certificates) open as a readable, scrollable document. Files that can't be previewed (like Word documents) show a Download button instead.

To close: click ✕ Close, click the dark area around the document, or press Escape on your keyboard.

To save a copy: click ⬇️ Download and the file saves to your Downloads folder.

Click 🗑️ on a company card. A confirmation box appears with the company name shown in bold. Click confirm to remove them.

Contractors don't sign up themselves — they must be invited by their company. Here's the full journey from invite to site access:

The contractor's experience

What you see in the dashboard

Before you approve a contractor, you should review what they submitted. Click 👁️ View on any completed contractor to open their induction details.

You'll see everything they entered: their name, address, date of birth, driver's licence details, White Card number, emergency contact, and a copy of their uploaded licence and White Card photos. You can also see exactly when they submitted and what they acknowledged.

Once you're satisfied with the induction, click ✅ Approve on the contractor's row (or from the review screen).

What happens automatically when you approve:

• The contractor's status changes to ✅ Approved
• A digital site access pass is created for their phone — they can add it to Apple Wallet or Google Wallet
• An email is sent to the contractor with their wallet pass link
• An email notification is sent to the company contact and to MGN Civil

If a contractor's details are incorrect, their licence is expired, or their White Card doesn't check out, click ❌ Reject.

A rejection email is sent to the contractor, their company, and MGN Civil. The contractor's record shows ❌ Rejected.

Click ✏️ Edit on any contractor row — whether they've completed their induction or are still pending. You can update:

• Name, date of birth, phone number and email
• Home address (with address suggestions as you type)
• Driver's licence details — number, state and expiry date
• White Card number and state
• Any other tickets or licences they hold
• Emergency contact details
• Uploaded photos — replace a licence or White Card image with a new one
• Which projects they're assigned to

Click 💾 Save Contractor to save your changes.

If a contractor has lost their invite email or their link has expired (links last 90 days), click 🔄 Resend. A fresh invite email is sent to them immediately with a new 90-day link.

Click 🗑️ on a contractor's row. Confirm the removal in the dialog that appears.

When you have many companies in the system, the two filter dropdowns help you find what you're looking for quickly.

A red warning section automatically appears at the top of the dashboard whenever any company's insurance is expiring within 30 days or has already expired. You don't need to go looking — it comes to you.

When you see this warning, contact the company and let them know which certificate needs renewing. Once they've uploaded the new certificate:

1. Click ✏️ Edit on the company to check the new expiry date looks correct
2. Click 🔄 Re-approve to restore their approved status

Click 📊 Export to Spreadsheet at the top of the dashboard to download all your data as a file you can open in Excel or Google Sheets.

The download includes: all companies (name, ABN, contacts, insurance expiry dates, approval status) and all contractors (name, email, phone, project, induction status, approval status).

The file is named mgncivil-contractors-[today's date].csv and goes straight to your Downloads folder.

The dashboard stays up to date on its own. If you haven't touched the page for 5 minutes, it automatically checks for new data in the background — without you having to do anything.

The countdown pill next to the Refresh button shows how long until the next automatic refresh. The dot turns amber in the last 60 seconds as a heads-up. Any time you move your mouse, click something, or type, the countdown resets to 5 minutes.

The auto-refresh won't interrupt you if you have something open — it waits until you've closed any edit forms or pop-ups before refreshing.

Click ⚙️ Configure in the tab bar at the top. This is where you set up the structure of the portal — projects, induction materials, and who gets notified. You'll mainly use this when setting up a new project or updating induction materials.

Projects

Add and manage your projects here. Each project has three fields:

Click + Add Project to add a new row. Click 💾 Save Projects when done.

Permanent Induction Materials

These are materials that every contractor sees on their induction form, regardless of which project they're on — for example, the MGN Civil Site Safety Rules. You can add a document by uploading a PDF or by providing a link to a web page.

Project Induction Materials

Select a project from the dropdown to add materials specific to that site — site plans, emergency procedures, project-specific rules. Contractors being inducted for that project will see both the permanent materials and the project ones.

Admin Notifications

This is the list of email addresses that receive notification copies when key things happen — approvals, rejections, new inductions submitted. Add or remove addresses here as your team changes.

Export Config

Click ⬇️ Export Config to download a backup copy of all your project settings, materials and admin list. Good to do this before making major changes.

Click 🗑️ Records in the tab bar. This tool helps you stay compliant with privacy law by identifying old records that should be permanently deleted.

Under Queensland workplace health and safety law, induction records must be kept for 7 years. After that, they need to be securely deleted. This tool handles that process.

How long records are kept

Running a cleanup

Here's the complete journey from a company signing up to a contractor working on site: