Support
Everything you need to get a crew running, on one page. If what you need is not here, email and a person will answer.
Getting help
A real person reads and answers every message, in Australian business hours, usually within one working day. There is no live chat and no phone queue - for a safety tool, a clear written answer beats being queued behind a chat widget.
Two things that make an answer faster:
- Say what you saw, not what you concluded. "The upload spinner stayed on for ten minutes" is more useful than "sync is broken".
- Include the record reference if it is about one record. It is at the bottom of the record's page in the dashboard.
Never send us a password or a key. We will never ask for one. If something needs a credential to diagnose, we will tell you how to rotate it afterwards. Security reports go to security@take5live.com.au.
Getting started
Start on your own phone before involving anyone else. The free tier is the whole app, so nothing you learn is wasted.
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Install it
Android is in testing ahead of the public release: ask for early access and we will send you the link that installs it from the Play Store. iPhone is not open yet.
There is no account to create and nothing to configure. It works the moment it opens.
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Do one inspection
Open a template, answer the items, sign it, and complete it. A PDF is saved to the phone straight away. Do this once with the aeroplane mode switched on, because seeing it work with no signal is the fastest way to trust it.
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Decide what your checklist should say
The built-in templates are a starting point, not a standard. Read writing your own checklist below, and get your site's actual requirements into a template before the crew starts using it.
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Create the team
Sign in on this website with your email address, name the team, and choose a plan. The free trial starts immediately and needs no card.
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Invite the crew
Generate an invite in the team page. You get a link and a QR code. Print the QR code and put it on the noticeboard, or send the link. See below.
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Watch it arrive
As the crew completes inspections, records appear in the dashboard. Anything that failed is counted at the top.
Inviting your crew
This is the part that is normally painful, so it is worth being clear about how it works.
An invite is a link. Opening it joins that person to your team on this website. Their phone is set up separately: a supervisor shows a set-up code from the Devices panel on the team page and the worker scans it in the app. Nobody types an address or a key into a phone in a workshop.
- One invite can be used many times. Set how many when you create it, and print the QR code once for a whole crew.
- Invites expire. Default is 14 days. A code left on a noticeboard for a year is a way into your records.
- Invites can be locked to one email address if you want to be certain who used it.
- You cannot issue more invites than you have seats. The system refuses rather than letting somebody scan a code on site and be told the team is full.
- Revoke one at any time from the team page. Anybody who already joined stays, only the unused invite dies.
Choosing a role
| Role | Can do | Cannot do |
|---|---|---|
| Owner | Everything, including billing, plan changes and removing members | There is one owner, and it is whoever created the team |
| Supervisor | See the dashboard and every record, export, archive, delete, create invites | Billing, plan changes, changing anyone's role |
| Worker | Complete and submit forms, see their own records on their own phone | See anybody else's records, or open the dashboard |
Every member takes one seat whatever their role, because a supervisor who also inspects vehicles is one person either way.
Writing your own checklist
You do not need any technical help to put your site's checklist into the app. If you can use Excel, you can write a template.
The short version
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Open the starter sheet
In the app: menu, Manage templates, Import, then Get a starter spreadsheet. It saves a
.csvfile. -
Edit it in Excel
Replace the example rows with your checks and save. Keep it as
.csv, not.xlsx. -
Import it back
Import, From file, pick your file. Done.
What the spreadsheet looks like
Three columns is all it takes.
| Section | Item | Critical |
|---|---|---|
| Walk-around | Tyres - condition, tread, no obvious damage | |
| Walk-around | Lights and indicators all working | YES |
| In cab | Seatbelts - condition and operation | YES |
| Documents | Previous defects actioned or signed off |
- Section groups the checks. Repeat the same section name for every item in it and the app groups them for you.
- Item is the question the operator answers Yes, No or N/A.
- Critical marks a check that fails the whole inspection when the
answer is No. Put
YESin the column or leave it blank.yes,xandTRUEall work too.
That is the whole format. Send somebody a sheet with only those three columns and it will import.
Optional extras at the top
Above the checklist you can name the template and control the fields the operator fills in before starting.
| Line | What it does |
|---|---|
Template,Water Cart Daily |
The name shown in the app. Left out, the filename is used. |
Category,Truck |
Groups templates in the picker. LV, Truck, LHD, IT, or anything that suits your site. |
Field,Odometer (km),number, |
Adds a box the operator fills in first. The columns are label, type,
whether it is required, and the choices for a dropdown. Types are
text, number, datetime-local and
select. Separate dropdown choices with the
| character. |
If you add no Field lines, the app adds a required "Fleet / unit no."
box, because a record has to say which machine it was.
Sharing a template with your crew
On a paid plan, publish a template from the team's Team page on the website and every enrolled phone picks it up on its own - no QR code, no visiting each phone. You can also share one directly: in Manage templates, tap Share.
- Spreadsheet (.csv) if the other person needs to read or change it. It opens in Excel.
- Exact copy (.json) for a precise backup, or to move a template between phones with no chance of a detail being lost.
Things worth knowing
- Item text can contain commas. Excel handles the quoting.
- A built-in template cannot be edited directly. Tap Duplicate first, then edit the copy, so an app update cannot overwrite your work.
- Changing an item's wording later is fine. Records already completed keep the wording they were signed with.
- The built-in templates are common industry practice, not a compliance standard. Check every item against your own site's requirements before anyone uses them.
If an import fails
The app says what was wrong in plain words. The usual causes:
- The header row
Section,Item,Criticalis missing or misspelled. - The file was saved as
.xlsx. In Excel choose Save As and pick CSV (Comma delimited). - The sheet is empty below the header.
Common problems
Records are not appearing in the dashboard
Work through these in order:
- Was the phone enrolled? A phone that never scanned an invite saves records locally and sends nothing. Check the member list.
- Has it had a signal since? Records queue on the device. The app's menu shows how many are waiting.
- Is the subscription active? Phones keep uploading when a trial or subscription lapses, but the dashboard closes until it is put right, so nothing new shows here until then.
- Was it recorded before the team existed? Those records are on the phone and can be shared from there, but they were never uploaded.
Somebody has left the company
Remove them from the team page. That frees the seat and revokes any phone that was set up in their name. A phone set up without a name is revoked from the Devices list on the same page.
The records they submitted stay. They are the company's safety records, not the individual's, and they usually have to be retained.
A phone was lost
Revoke that phone in the Devices list on the team page so it stops uploading straight away, then issue a new set-up code for the replacement.
Records already on the lost phone are on the lost phone. If it is locked with a PIN or biometrics, so are they.
Why did the dashboard sign me out?
After 12 hours with no activity you get a five minute warning and are then signed out. A session also ends after seven days however busy you have been.
Twelve hours means you stay signed in across a shift, and a dashboard left running on a shared site office computer has closed itself by the next morning.
Activity in any tab counts, so working in one tab will not be interrupted by another sitting idle. Nothing is lost either way, because everything saves as you do it.
If that timing does not suit your site, tell us. It is a setting, not a rebuild.
The sign-in link did not arrive
Check the junk folder first. Corporate mail filters treat any link-based sign-in with suspicion.
The link expires after 15 minutes and can only be used once. If you requested several, any that has not expired still works, but the newest is the safe one to open.
We need our records out
Export a spreadsheet from the dashboard at any time, filtered however you like. For a complete export including every PDF and photograph, email us and we will arrange it. There is no fee and no notice period, including after an account has lapsed.
A record was deleted by mistake
Deletion is permanent and takes the PDF and photographs with it. That is why it asks you to type the record's reference to confirm.
If the record was uploaded from a phone, a copy may still be on that phone. Check there before assuming it is gone. Use archive rather than delete for anything you are not certain about.
Anything else
Ask. Use the contact form or email support@take5live.com.au.