Register your business

and workers

The Registration Process

The Yancoal Contractor Management process is completed in two parts: company registration and worker registration.

We suggest you read through the steps before you get started, and allow yourself time to source and upload the information needed to register. A nominated administrator from your business will be required to complete the steps below.

User guides with screenshots can be found on the Help and Resources page.

New to Contractor Management with Yancoal? Follow the instructions below to register:


Step 1 > Register a user name and password

The Yancoal Contractor Management System to register your business can be found by selecting the button below.

Start by entering a user name of your choosing, plus your email address and a password. You’ll be emailed confirmation.

Step 2 > Register business details and answer profile questions

Using your new details, login to the Yancoal Contractor Management System.

Follow the process to register your business by answering profile questions. You will need to know your Yancoal contact and have a good understanding on the type of work your company will be performing on site. More information about the required documents can be found on the Help and Resources page.

Step 3 > Pay for registration

Business registration costs $100 + GST annually. This cost is for the verification of your company information and documents, the management of your profile, and includes access to local support teams if you need help in the system.

Depending on your site and activities, you may also be required to complete a desktop Health, Safety and Environmental Management System (HSEMS) review of your policies and procedures every three years. 

  • Category 1 (Office-based/non operational activities) – HSEMS review not required  
  • Category 2 (conducting routine operational activities)- HSEMS review – $500 + GST 
  • Category 3 (conducting higher risk activities)– HSEMS review-$800 +GST 

Step 4 > Upload insurances and licences

You will be prompted to upload copies of the licences and insurances you selected in step 2 for verification. Depending on the work your business does, you’ll be prompted to upload the following:

– Workers Compensation Insurance policy
– Public & Product Liability Insurance policy
– Professional Indemnity Insurance policy
– Motor Vehicle Insurance policy
– Plant & Equipment Insurance policy
– Company Trade Licences (for example electrical contracting license)
– Safety Management Plan or SWMS documents

On successful review, you will be emailed that your business registration is complete.

To reach compliance to work for Yancoal, you must next register your workers, purchase their site access cards, and book their inductions. Expand the steps below. 

Step 5 > Complete Health, Safety and Environmental Management System (HSEMS) review (if required)

The final step for company registration is to complete the HSEMS review if required, an independent desktop audit of your documents by a WHS specialist. More information about HSEMS reviews can be found on the Help and Resources page. The documents you’ll be asked to upload for your HSEMS review depend on your category (outlined in step 3) and may include, but are not limited to:

  • WHS / OHS Policy
  • Environmental Policy
  • Risk Management Procedures
  • Systems of Work process including incident management
  • Drug and Alcohol management
  • Emergency management
  • Training procedures including induction management
  • Sub-Contractor Management (if applicable)
  • Continual improvement processes

On successful review, you will be emailed that your company registration is complete. To finalise your registration, you will be sent login details to register your workers, purchase their site access cards, and book their inductions.

To reach compliance to work for Yancoal, you must next register your workers, purchase their site access cards, and book their inductions. Expand the steps below.




The site you are working on may have an induction approval form that must be completed prior to registration. Visit Help and Resources to see if there is a form for the site where you will be working.

Step 1 > Login to manage workers

On successful business registration, you will be invited to login to the system to manage your workers. Please click the link and login to this system using the details in the email sent by Onsite Track Easy.

Step 2 > Add workers

Once logged in, start by selecting Manage Roles and then Add New Employee. From here, enter and save their personal contact details, address, phone and email.

Step 3 > Select sites and choose roles

Select Add Site > choose the Yancoal site/s your worker will access. This selection will filter the roles you can choose for that worker, based on sites.
View All Roles > Add New Role to choose the role/s your worker performs on each specific site.

Step 4 > Upload documents and book training

Your site and role selections determine the competency documents (medicals, induction documents, trade licenses, letters of competency) you’ll upload to prove your worker’s qualifications to perform the chosen role.

You will also book inductions. The online Yancoal Generic Induction (no cost) must be completed by all workers. Other inductions are booked based on the worker’s site and role:

    • Ashton Surface Induction $280 + GST
    • Ashton Underground Induction $810 +GST
    • Moolarben Site Induction NO COST
    • Moolarben Underground Induction $665 + GST
    • Austar Surface NO COST
    • Austar Underground NO COST
    • Abel Surface Contractor Induction NO COST
    • Abel Underground Contractor Induction $25 + GST
    • Premier Surface Induction NO COST
    • Cameby Downs Surface Induction NO COST
    • Yarrabee Surface Induction NO COST
    • Stratford Surface Induction NO COST
    • MTW Full Induction $395 +GST

Step 5 > Pay for registration and training

Pay for your worker’s registration and training and order their access ID cards to work for Yancoal.

Worker registration costs $80+ GST per person annually for the management of roles, verification of documents, access to online training, and supply of card. Training costs are outlined in Step 4.


The information you’ve supplied during worker registration. Upon approval and the completion of training, roles will be applied to your worker’s profile and their access ID cards distributed to work for Yancoal.

You may also wish to invite your registered employees to the Worker Portal, where they can manage their own compliance. Simply select the Invite Employee option from their profile once you’ve registered the worker. Visit the Worker Portal page for more information.

It’s important that you keep your company and worker’s details up to date. You’ll be emailed if any documents are expiring so you can update them in the system.

Already have an account in the Yancoal Contractor Management System? Follow the instructions below to manage your compliance:

You can access the system from Pegasus Gateway.

Simply use your Pegasus details to login. You will see the Yancoal tile to select and access the system, where your company and worker information will be available – select Manage Companies or Manage Employees.

Now, when you need to access the Yancoal Contractor Management System to manage your compliance, you only need to login to Pegasus Gateway and click the Yancoal tile.

We suggest you save Pegasus Gateway to your bookmarks for easy access >

Click for resources to help you set up a Gateway account.

(If you don’t see the Yancoal tile on your Pegasus Gateway dashboard, click ADD, select the Yancoal tile and login to add it to your dashboard.)