Custom

A custom reporting and management system where every record drafts itself

Your workflows are unique. With Sitemate's no code capability, you can build processes and workflows the way your team works, with front line and mobile AI capability baked in from the start.

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Powered by Storm

Voice notes, photos, and site context become completed custom records, automatically.

Built in Dashpivot

One platform for any workflow: safety, quality, field reporting, HR, and more.

Works offline

Capture custom records on-site with the mobile app, even without internet.

No-code template builder

Build any form, workflow, or report with drag-and-drop. No IT support, no code.

Trusted by companies, projects and teams of all sizes

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KiwiRail
NHS
Kao
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ABB
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CSV
Redland City Council
Marchcato
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Avondale
Atwell
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KiwiRail
NHS
Kao
Logo 6
Logo 7
Logo 8
Logo 9
Logo 10
Logo 11
ABB
Logo 13
CSV
Redland City Council
Marchcato
Logo 17
Avondale
Atwell
Logo 20
Logo 21

What is a Custom Management System?

A custom management system is a digital platform that adapts to your unique workflows instead of forcing your team to adapt to it. Site-specific permits, client-mandated checklists, industry compliance forms, bespoke handover documentation.

Whatever your operation needs gets built exactly how it should work, then documented automatically as the work happens.

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Why use a Custom Management System

Match the way your business works

A custom management system adapts to your processes, not the other way around. Build permits, checklists, and forms exactly how you need them.

No-code, no IT bottleneck

Drag-and-drop builders let operations teams build and update workflows without waiting on developers or vendor tickets.

Consolidate bespoke processes

Workflows that used to live in spreadsheets, paper, or one-off apps come into a single connected system.

Audit trails for any process

Every record is timestamped, signed, and traceable, whether it's a bespoke handover form or industry compliance check.

Connect any workflow to your data flows

Push records to payroll, ERP, BI, or wherever the data needs to land. No silos.

Scale your unique processes

Start with one critical workflow. Expand across teams, sites, and regions as your operation grows.

Every workflow, powered by AI, controlled by your team

Whatever your team needs to document, Dashpivot handles it. Here are some of the workflow types teams build with the Custom Management System."ions, no more disputed claims.

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Commercial and contractual workflows

Progress claims, contract variations, and EOT notices draft themselves from your job records and supervisor notes. No more late submissions, no more disputed claims.

Captured during the work

Voice notes, photos, and progress notes captured at the source feed into the right commercial form automatically.

Transcribed from supervisor notes

Voice notes describing variations, delays, or scope changes are mapped to the correct fields.

Approved before submission

The commercial manager reviews every line, adjusts as needed, and signs off before the claim or notice is submitted.

Environmental and sustainability

Waste registers, sustainability reports, and environmental audits compile themselves from site activity and observations. No more spreadsheets, no more end-of-quarter scrambles.

Captured at the source

Photos of waste streams, materials, and environmental observations are tagged to the correct register entries.

Transcribed from voice notes

Voice descriptions of quantities, classifications, and disposal methods are mapped to the right fields.

Reviewed before reporting

The environmental manager validates entries and signs off before reports flow to regulators or stakeholders.

HR and training

Leave requests, onboarding records, and VOC assessments draft themselves from the conversations and check-ins your team is already having. No more chasing forms, no more lost paperwork.

Captured during the activity

Photos, voice notes, and observations are recorded as the assessment, induction, or review happens.

Mapped to the right fields

Worker details, competencies, and outcomes are mapped from voice notes, photos, and the captured inputs.

Approved by the right person

Supervisors, trainers, or HR managers review and sign off based on the approval chain you've configured.

Industry-specific compliance

Geotechnical logs, marine permits, mining compliance forms, heritage assessments, whatever your industry requires. The records draft themselves from voice notes and photos. No more starting from scratch every time.

Built to your specifications

Describe the form you need or upload an existing document. The template is built with the right field types, logic, and approval chain.

Filled from real site work

Voice notes and photos feed into the bespoke form automatically.

Signed off to your standard

The right reviewer validates the record and signs off based on your approval chain.

Enterprise custom workflows. Governed, auditable, controlled from day one.

Custom doesn't mean uncontrolled. Sitemate gives enterprise teams the governance they need: workspace, template, field, and cell level AI control, full auditability, and deep integration into existing systems.

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Workspace-level AI control

Control where AI drafts, where humans review, and where sign-off is required. Set guardrails at the workspace, template, field, and cell level.

Full audit trail

Every record shows what was auto-populated, what was manually entered, and who approved it. Complete traceability across every workflow.

Central oversight, local execution

Align workflows across regions while allowing local teams to adapt to project conditions. Regional dashboards roll up to enterprise-wide visibility.

Integration into existing systems

Connect to SharePoint, Power BI, ERP, accounting, and any system via Flowsite or open API. Custom data flows wherever you need it.

Access controls and permissions

Role-based permissions at every level. Control who can build templates, edit, approve, and export records.

Scalable rollout

Deploy to one team or one thousand. Mobile-first design means adoption on day one.

Build any workflow your way

Tell AI what you need, upload an existing form, or build it yourself. Whatever path you choose, AI handles the documentation once the template exists.

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Generate with AI

Describe the form you need or upload an existing Word, Excel, or PDF. AI builds the template with the right field types, logic, and approval chain in seconds.

Build it yourself

Drag-and-drop builder with multiple field types, smart fields, and custom approval chains. Full control for teams that want to design every detail themselves.

Capture and complete records

Once the template exists, AI populates records from voice notes and photos. Your team reviews and approves before anything is submitted.

“The flexibility of the platform means we've been able to tailor it exactly to our needs, and the ongoing support from the Sitemate team has been excellent”

– Simon Fletcher, Operations and Technical Director at AJC Trailers

Streamline any workflow

Whether it's a one-off process or a system you'll run for years, Dashpivot gives you the tools to capture data, route approvals, and report on outcomes. Without paperwork, without IT projects, without compromise.

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Template builder

Build any type of form using various field types, from text and date to photos, signatures, and tables.

Custom workflows

Add approvals, notifications, and automated actions to match your processes.

Smart fields

Use logic, prefilled data, and formulas to streamline entry and reduce errors.

Instant access with a scan

QR code posters let workers open the right form in the Sitemate mobile app, whether it's HR, finance, training, or something else.

Photos and file attachments

Attach documents, drawings, or photos directly into your custom forms.

Central records

Store all submissions in one place, with filters and version control.

Digital signatures and IDs

Secure sign-offs for any process using smart signature fields or QR code ID, with built-in date and timestamp.

FLOWSITE

Connect your custom workflows to the rest of your business

Custom records shouldn't live in a silo. Flowsite allows you to connect any workflow to the tools your business already runs on, from plug-and-play integrations to full programmatic access.

Flowsite Integrations

Push custom data from Dashpivot into Xero, QuickBooks, Power BI, SharePoint, Power Platform, and more with no-code integrations. Connect in minutes with drag-and-drop configuration.

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Open API

Build custom integrations and pull data directly into your own systems. Full programmatic access for teams that want complete control over how data moves.

Sitemate MCP (Model Context Protocol)

Connect your custom workflows to AI tools like ChatGPT, Claude, and Copilot. MCP gives external systems structured, read-access to your Dashpivot data with proper authentication and permissions.

See how Sitemate has helped companies like yours improve their Management systems

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Energy & Resources

Snowy Hydro

“Our process now is so much quicker, easier, and more efficient. It’s improved tenfold”

Infrastructure

JVS Industrial

“We have one overall integrated process that allows for us to grow and be the best that we can be.”

Construction

Stonebond

“People can access the system remotely, there's no need to sign a form in person.”

Construction

Stonebond

“You can connect, share information, and sign off different stages within a project. People can access the system remotely, there's no need to sign a form in person.”

How to set up a Custom System using Dashpivot

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Start with Dashpivot

Choose Dashpivot as your platform. The Custom Management System sits inside Dashpivot alongside Safety, Quality, Field Reporting, and Time and Materials, so any bespoke workflow shares approvals, data, and governance with your standard systems.

  • Workspace setup
  • User invites
  • Project structure
  • Role-based access

Generate templates with AI Templates

Describe the workflow you need, whether a site-specific permit, a client-mandated checklist, an industry compliance form, or a bespoke handover document, and AI Templates builds the structured digital template in seconds.

  • Prompt examples
  • Required fields
  • Field types
  • Approval chain

Import existing documents

Already have your own forms? Upload your Word, Excel, or PDF and AI Templates converts them into smart digital templates, keeping your fields, sections, and approval flow intact.

  • File formats (Word, Excel, PDF)
  • Field mapping review
  • Signature points
  • Conditional logic

Configure your custom workflows

Add smart fields, conditional logic, multi-stage approvals, formulas, and role-based permissions. Build the workflow exactly the way your business runs, no compromises.

  • Field types
  • Conditional logic
  • Multi-stage approvals
  • Role-based access

Storm fills records as work happens

Teams record voice notes, take photos, and capture observations as the work happens. Storm transcribes, maps content to the right fields in your bespoke form, and drafts the record. Your manager reviews and approves before anything is signed off.

  • Voice notes
  • Photo prompts
  • Review workflow
  • Approval roles

AI controls and governance

Set guardrails at the workspace, template, field, and cell level. Control where Storm operates and where humans must approve. Every AI-drafted record is clearly marked and fully traceable, even on bespoke processes.

  • Workspace-level controls
  • Template permissions
  • Field-level rules
  • Audit trail

Comparison: Digital system vs Legacy Systems

Most safety teams already know paper and spreadsheets aren't cutting it. Here's what changes when you move to a digital safety management system.

Building a workflow

Capturing data

Approvals

Reporting

Updating the workflow

Integration

Drag-and-drop builder, deployable in minutes

Voice notes, photos, and live data, captured on-site

Digital signatures with configurable approval chains

Live dashboards, instant exports

Update once, every team gets the latest template

Direct integration via Flowsite, API, or MCP

Legacy

Manually built & maintained, copied between teams

Manual entry, often after the fact

Email chains, wet signatures, lost forms

Manual compilation, days to produce

Re-issue files, hope they use the latest version

Manual re-entry into other systems

Frequently asked questions

What does the Custom System cover?

The Custom System covers any workflow that doesn't fit a standard category: site-specific permits, client-mandated processes, industry-unique compliance forms, tailored handover documentation, bespoke quality procedures, custom environmental monitoring, or tailored safety protocols. If you can describe the workflow, you can build it.

Is the Custom System standalone, or does it work alongside other Sitemate components?

The Custom System sits inside Dashpivot. It works alongside the Sitemate App for front line worker access, Flowsite for integrating custom data into back-office systems, and standard systems (Safety, Quality, Field Reporting, Time and Materials) on the same platform.

What kinds of workflows fit the Custom System?

Common Custom System workflows include site-specific permits required by local councils, handover checklists mandated by individual clients, industry-specific compliance documentation, environmental monitoring forms, asset commissioning records, custom HR and finance forms, and any process that doesn't quite fit a standard category but needs to run on the same platform.

Can we run the Custom System for one workflow only, or does it need to span multiple processes?

Either works. You can use the Custom System for a single critical workflow that's unique to your operation, or run it across multiple bespoke processes alongside your standard systems. There's no minimum or maximum scope.

What does Storm do in the Custom System?

Storm generates custom template structures from a description or by importing existing documents to match your specific workflows. It fills custom forms by reading voice notes, photos, and field observations, mapping inputs to your fields, approval chains, and compliance requirements.

Where does the human stay in control?

You design exactly what gets captured and how. All AI-generated templates and form fills are drafts until a qualified person reviews and approves. Managers approve according to your custom approval chains. Admins control which workspaces, templates, and fields Storm is allowed to write to.

Does the Custom System support our specific compliance requirements?

Yes. The Custom System adapts to whatever compliance framework you need. You build the structure, fields, and sign-off requirements to match your standard. Records are timestamped, signed off, and exportable as audit-ready PDFs or CSVs.

How does the system handle audit trails for processes?

Every custom record is linked to the project, asset, or workspace it belongs to. Each change has a traceable owner. Records can be filtered, searched, and exported for internal or external audit review, just like standard system records.

How long does it take to set up a custom workflow?

Most custom workflows can be built and deployed within days. Drag-and-drop template building and AI Templates generation speed up setup. Complex workflows with multi-stage approvals or conditional logic can also be included.

How configurable is the Custom System?

Fully. Build any template using text, date, photo, signature, table fields, multi-stage approvals, conditional logic, and actions. To streamline data entry, you can use prefilled data and formulas. You can also connect your custom workflows to payroll, analytics, or project tools via Flowsite.

A custom management system where every record drafts itself

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