Frequently Asked Questions

Octfolio is a secure, cloud-based asbestos and hazardous materials management platform built for PCBUs, asset owners and compliance teams across Australia and New Zealand. It provides a single source of truth for all asbestos and HAZMAT information, centralising surveys, samples, risk assessments, registers, management plans, reporting and contractor access into one structured, auditable system. Rather than relying on spreadsheets, PDFs or legacy systems, Octfolio keeps data live, consistent and accessible across every asset in your portfolio. It supports Work Health and Safety and Health and Safety at Work Act compliance obligations and enabling risk-based decision making at scale.

Octfolio is built for both. Asset Owners and PCBUs use the platform to maintain full visibility, control and governance over their asbestos and HAZMAT data, from registers and risk scores through to management plans and compliance obligations. Surveyors and assessors use it to conduct surveys through the Inspector App, capture structured field data, update records and generate reports without the admin overhead. The two work together within the same platform. Asset Owners can invite external surveyors and assessors with tailored permissions, so field data flows directly into the register without manual handoff. Collaboration happens securely, within controlled workflows, and ownership of the data always remains with the Asset Owner or PCBU.

Many organisations manage asbestos this way, and it can work at a small scale. The challenge is that these systems weren't designed for asbestos management, and as portfolios grow, gaps start to appear. Spreadsheets, PDFs, and hard-copy registers often lead to: - Multiple versions of the same information across teams - Delays in accessing critical data when it's needed on site - Limited visibility across a portfolio, making risk harder to prioritise - No reliable way to confirm contractors are using the latest information before work begins Octfolio replaces these fragmented systems with a single, live source of truth. This means: - Everyone is working from the same up-to-date information - Registers, surveys, and reports are always current and accessible in seconds - Contractor access can be tracked and evidenced - Risk can be assessed consistently across every site, not just individually The result is not just improved efficiency, but stronger compliance, better decision-making, and reduced risk across your entire portfolio.

Under WHS legislation in Australia and the Health and Safety at Work Act in New Zealand, any Person Conducting a Business or Undertaking (PCBU) with asbestos present in their workplace has a legal duty to identify it, assess the risk, and maintain a current asbestos register and management plan. These obligations apply regardless of whether asbestos is being actively disturbed. Octfolio is built to help PCBUs meet these requirements, giving you a live register, documented risk assessments, and an audit trail that demonstrates due diligence across every asset in your portfolio.

Yes. Organisations can provide external consultants, surveyors or assessors with secure access into your workspace to complete surveys, upload photos, maintain records and generate reports without compromising data control. Their work feeds directly into your live system of record, but data ownership and governance always stays with the PCBU or Asset Owner. Templates and workflows streamline collaboration, ensuring faster turnaround, improved data quality and consistent reporting.

Octfolio is designed with simplicity in mind for both operational teams and technical users (consultants, hygienists, assessors). Most users get quickly up to speed with our intuitive platform that contains simple workflows and guided processes. Our team is always happy to answer any of your questions, if you are ever in doubt. We also manage end-to-end migration from spreadsheets, PDF reports, legacy systems or mixed formats. We ensure a smooth, accurate transition with minimal disruption, whether you are consolidating multiple systems or modernising old registers.

Yes. Octfolio supports customisable risk assessments and reporting. By default, customers can select pre-defined compliance checklists such as: - National Guide for Asbestos Surveys (Australia) - Asbestos: The Survey Guide - HSG264 (United Kingdom) You can adopt a pre-built checklist, configure your own, or combine questions to build your own checklist to reflect internal risk management frameworks and procedures.

Yes. Octfolio supports fully customisable and branded reports including but not limited to: - Asbestos registers - Survey reports - Reinspection reports - Clearance certificates Templates can reflect your branding, reporting standards, and communication guidelines. Assessors working within your portal are also able to manage their own templates to streamline reporting and maintain consistency. Reports are generated directly from live data, enabling both scheduled and on-demand reporting.

Not by default. Most PCBUs and Asset Owners use Octfolio as their primary system for asbestos and HAZMAT management without needing additional integrations. If you have specific integration requirements (asset management, GIS, WHS tools), we can explore feasibility and provide development estimates.

Jobs are assigned in Octfolio and downloaded to your device before you arrive on site. Structured checklists guide you through each assessment, with observations, photos and sample data linking to the correct records as you go. Every action is logged to your named user profile with a timestamp, creating a full auditable history of who captured what and when. The app is built for field conditions and works in areas with low or no connectivity. You can complete assessments in areas with limited or no coverage and everything syncs back automatically when you're in range. No paper, no double-handling.

Yes. You can work across as many client portals as you're engaged by. Each client's data stays separate and your work is attributed to your named user profile across every job you complete. You also don't need to be employed by the Asset Owner to access their portal. Asset Owners and PCBUs can invite external surveyors, assessors and contractors with role-based permissions, giving you access to the jobs assigned to you without access to settings, client configuration or other sensitive areas of the platform.

Yes. There are a few ways this can work. The most common model is that the PCBU holds the Octfolio contract and your consultancy transacts within their portal at no additional cost, with you nominated as lead administrator, managing subcontractor activity and reviewing and issuing reports. If the client isn't ready to take on Octfolio directly, we can set up a dedicated portal for your consultancy to deliver work through, with subcontractors invited in where needed. We can also provide a standalone portal branded for your consultancy for managing and issuing reports across different clients.

Yes. Reports can be co-branded to include your consultancy's logo, branding, scope of works, limitations, methodology and disclaimers, so what your client receives reflects your business, not a generic system output. Where the Asset Owner or PCBU is also involved, we can work through the right balance of consultant and client branding to reflect the delivery model.

It reduces workload rather than adding to it. There's no separate data entry when you return to the office, as observations, photos and samples are already linked to the correct records. The time that typically goes into compiling and formatting reports is handed back to you to put toward completing or quoting for more work. Surveyors and assessors using the Inspector App report up to 80% less reporting time per job.

Yes. A drag-and-drop form builder lets you construct checklists from a library of field types including text inputs, dropdowns, camera capture, date pickers and checkbox groups. You arrive on site with a form that reflects your methodology, not a generic template you have to work around, and every job returns consistently structured regardless of who completed it.

Yes. The structured checklists, risk fields and scoring logic within the platform are built around the National Guide's risk assessment framework, so you're assessing directly against it without manual interpretation on each job.

Yes. Octfolio supports internal teams and external contractors using modern iOS or Android smartphones and tablets. No proprietary hardware is needed.

Yes. Both the web portal and the Inspector App are compatible with Apple (iOS) and Google (Android) devices. - iOS App Store - Google Play Store

Yes. Octfolio is accessible via any modern desktop, laptop, tablet, or smartphone, Mac or PC.

All data is hosted securely in Australia on Microsoft Azure infrastructure, meeting government-grade security, privacy and data sovereignty standards.

Yes. Our PCBUs and Asset Owner customers retain full ownership of all data within Octfolio. You can export to Excel, generate tailored reporting views, or download complete asset records and samples at any time. Permission controls allow workspace admins to manage access for internal teams, contractors and external assessors.

Pricing is based on the number of reportable assets. The larger your asset portfolio, the lower the per-asset cost. The average cost of an asset in a typical medium to large portfolio is around $0.84 p/m + GST. Typical benchmarks: - Smaller portfolios: often <$1k per month - Larger portfolios: approximately $8k per month Onboarding and customer support are tailored to each customer, with unlimited support included at no extra charge.

Yes. Our team delivers dedicated onboarding support and training aligned with your workflows. All customers have access to our searchable knowledge base, video walkthroughs, live chat support with our team, email support and phone support.

No. We offer free, no-obligation discovery calls or demos to help PCBUs, Asset Owners and consultants understand how Octfolio can simplify your asbestos and HAZMAT management.

No. Template updates and changes are included as part of your Octfolio subscription, with no additional fees or invoices. You can make the changes yourself, and our team is on hand to support you if needed.