Stand up ParallaxOS in 30 minutes.
This guide walks a new admin from invite email to first Avetta Monthly Pack. By the end, your team is rostered, your EBA is loaded, and you've generated a real, sealed compliance pack.
1 · Accept your invite and set up the company
Click the link in your invite email. ParallaxOS asks for the company ABN, the trading name, and the primary networks you operate on. We use this to scope your compliance ruleset — Aurizon vs ARTC have different safeworking competency requirements, and TfNSW overrides the national Cat 3 medical interval to every five years regardless of age.
# What ParallaxOS captures during signup company: abn: "00 000 000 000" trading_name: "Northline Rail Services Pty Ltd" networks: ["ARTC", "Aurizon", "TfNSW"] primary_corridor: "Hunter Valley" worker_capacity: 15 # Professional tier
2 · Import your workforce
Upload a CSV of your workers with their RIW card numbers, role, and current network competencies. ParallaxOS validates each RIW number against the RIW system on Professional and Enterprise tiers. Workers receive an SMS invite to install the Worker Portal app and complete onboarding.
The minimum CSV columns:
- first_name, last_name, email, mobile
- role — e.g. Safeworking Officer, Track Maintainer, Lookout
- riw_card_number — for compliance verification
- medical_category — Cat 1, Cat 2, or Cat 3
- medical_expiry — ISO date
3 · Load your Enterprise Agreement
Upload your EBA as a PDF. ParallaxOS AI's Awards agent indexes every clause. From this point onwards, when you ask "What's the Sunday penalty rate for a Safeworking Officer?" the platform returns the exact rate with the clause citation.
The EBA also drives the invoicing engine — base rates, overtime triggers (>10h ordinary, >38h weekly), night shift penalties, weekend penalties, callout allowances, travel and meal allowances are all read from your agreement and applied automatically when you generate an invoice.
4 · Configure compliance gates
Compliance gates determine when a worker is automatically blocked from being rostered. The defaults are sensible, but on Enterprise you can tune the thresholds.
| Gate | Default | Behaviour when triggered |
|---|---|---|
| RIW card | Must be current | Worker shows as BLOCKED in scheduler |
| Medical clearance | Within validity period | Cat-aware blocking; cannot accept shifts |
| FAID score | ≤ 75/100 | Above threshold triggers Fatigue Agent + supervisor alert |
| D&A result | Negative | Positive result → immediate block + supervisor push notification |
| Pre-start | Completed before clock-on | Timesheet flagged; supervisor required to investigate before approval |
5 · Add your first job and roster a shift
Create a Job (e.g. "J001 — Aurizon Muswellbrook · Overnight Maintenance"), specify the network, the corridor, and the contract value. Then open the Scheduler.
Double-click any cell in the Schedule view to create a shift pre-filled with that worker and day. The compliance engine validates the assignment in real time — if the shift would breach the worker's FAID limit or their RIW has lapsed, the assignment is rejected with a specific reason ("FAID will reach 76/100 after this shift").
6 · Run a pre-start, clock on, and submit a timesheet
Open the Worker Portal on a phone (or in browser preview from the Admin Portal). The worker sees their upcoming shift with job, location, supervisor contact, required documents, and weather. They tap Pre-Start to complete the five-section digital checklist (PPE, site safety, fitness, equipment, environmental). On submission, the pre-start is GPS-stamped and SHA-256 sealed.
At the start of the shift the worker taps Clock On, which captures GPS coordinates and starts the FAID timer. At the end, Clock Off captures the close-out GPS and seals the timesheet.
7 · Approve the timesheet and generate your first Avetta pack
Back in the Admin Portal, the timesheet appears in Timesheets → Pending. The supervisor verifies on site via QR handshake. Bulk-approve all pending timesheets in one tap.
Now navigate to Reports → Avetta Monthly Pack, select the period, and click Generate. The pack assembles in three seconds: verified hours, TRIFR, LTIFR, incident summary, D&A records, insurance status. Click Push to Avetta to send it directly to the Avetta API.
What to read next
- Three portals — when to use Admin, Supervisor, and Worker views.
- AI agents — how to ask the right question of the right specialist.
- Edge Mode — what works offline, and how sync works when signal returns.
- Avetta integration — what's actually inside the pack and how the API push works.