Quick Facts
Platform: iOS & Android mobile apps, Admin Web Dashboard
Users: Field staff, office admin, external clients, site managers
Core Features: Document uploads, expiry tracking, digital forms, role-based access
Compliance: GDPR-compliant, secure cloud hosting, full audit trails
Payments: Integrated with Stripe (subscriptions, lifecycle management)
Overview
AM Site Solutions, a growing health and safety consultancy based in Ireland, needed a modern digital solution to streamline operations and support their expanding client base. With dozens of contractors operating heavy plant and machinery across the country relying on them for essential safety certification, the company faced increasing admin overhead, paper-based workflows, and rising compliance risks.
GBA Solutions developed a fully custom mobile app and web dashboard to centralise certification workflows, eliminate delays, and create new service offerings. The solution provides a branded, role-specific portal experience that saves time, reduces manual input, and ensures full visibility and compliance for all users.
This case study shows how the same approach can benefit national organisations, professional bodies, and Irish SMEs alike.
The Challenge
AM Site Solutions was supporting contractors across Leinster and beyond. But their internal systems hadn’t kept up with their growth. Core workflows — including certification records, form submissions and client communication — were being handled through email, WhatsApp, spreadsheets, and paper.
This resulted in:
- Missed document expiries and manual chasing of updates
- Delays in client access to up-to-date safety records
- Repeated admin work to generate GA1/GA2 reports
- Paper-based forms and postage costs adding up
- Inefficient tracking of machines, operatives, and site activity
The company needed a flexible, mobile-first system that would handle complex user roles, automate compliance reminders, and scale as their services expanded.
The Solution
Role-Based Access and Permissions
- Custom mobile apps for clients, field operatives, and internal staff
- Secure web-based admin dashboard
- Hidden features for in-house staff (e.g. GA1 cert processing)
- Flexible role setup for staff, clients, managers, and site leads
- Configurable permissions based on real-world workflows
Licensing and Certification Workflows
- Users can upload safety records, timesheets, training records, licences
- Admins can track the certs and documents as well as expiry dates
- Automated renewal notifications sent before expiry
- All document activity logged with a searchable audit trail
- Documents tied to machines, users, and roles — improving traceability
Digital Forms and Instant Reporting
- Digital GA1 and GA2 forms replace physical paperwork
- Mechanic reports, timesheets, and expense claims submitted via app
- Status indicators show progress and flag missing items
- Admins can act on behalf of users as needed
- GA2 forms are automatically sent as PDFs to the client’s designated email
- Full history of each machine is visible through the system
QR Code and Machine-Level Traceability
- QR codes attached to certified machines provide instant access to safety documents
- Scanning the code on-site delivers a PDF instantly to any phone
- Documents can be shared via email, WhatsApp, etc. without delay
- Operators, owners, and admin personnel now save an average of 6 hours per machine per year
- Instant GA2 completion saves an additional 14 hours per machine per year
Document Management and Admin Oversight
- Centralised document storage with secure, downloadable files
- Version control and document history for audit purposes
- Admin filters for user activity, cert type, expiry dates, payment and submission status
- Powerful dashboard tools provide real-time operational oversight
Automated Communication and Alerts
- Email reminders for pending certs, upcoming expiries, missing submissions
- Instant alerts for approvals, rejections, or status updates
- Drastically reduced need for manual follow-up or chasing paperwork
Payments and Monetisation
- Stripe integration supports monthly subscriptions
- Free trial support and lifecycle billing included
- Platform now generates recurring revenue from both clients and third-party users
Security and Integration Ready
- Hosted in a GDPR-compliant cloud environment
- Built using secure development best practices
- Scalable to thousands of users
The Results
Since launching the system, AM Site Solutions has reported:
- 80% reduction in admin time for cert renewal tracking
- Full elimination of paper forms for GA1/GA2 and other workflows
- Digitised GA2 forms are saving approx 14 hours per machine per year.
- Digitised GA1 forms with QR Code access are saving approx 500 hours per year.
- €4,500+ annual saving in postage costs (from €400/month to €300/year)
- Improved user experience for all stakeholders — clients, staff, and operatives
- New recurring revenue from subscription access to the app
- Easier use of timesheets and plant hire forms, saving time for foremen
- No more delays in client document access thanks to QR code scanning
- Increased professionalism and visibility across all areas of operation
“We now spend 80% less time chasing certs and renewals — and our clients appreciate the professionalism.”
— AM Site Solutions Client Feedback
Could This Work for Your Organisation?
Whether you’re managing memberships, certifications, licensing, or compliance, this solution model applies directly to:
- Training providers
- Professional associations
- Construction, health, education, or sporting sectors
- National governing bodies
- Any organisation that wants to reduce admin and raise standards
Core features include:
- Role-based mobile apps and branded portals
- Document upload, expiry tracking, and approval
- Admin tools, audit trails, and reminders
- Stripe payment options and subscription support
- GDPR-compliant, secure cloud hosting
GBA Solutions can tailor every aspect to suit your specific workflows and user types — without forcing you into an off-the-shelf box.
About GBA Solutions
GBA Solutions is an Irish-owned software development company. We work with organisations across Ireland to build smart, scalable systems that solve real problems. Our specialties include:
- Custom workflow automation for SMEs and professional bodies
- Web Application development (accessible on any browser)
- Mobile app development (iOS & Android)
- Digital forms, licensing, and document management systems
- Stripe and Firebase integrations
- Secure portals and compliance tools
We believe in building software that fits the way you work — not the other way around. Read more about our approach to find out what makes our projects successful.
Thinking About a Project Like This?
We work with organisations across Ireland to deliver custom digital systems that simplify operations, improve governance, and cut out unnecessary admin. No pressure. No jargon. No hard sell.
Let’s talk about what’s possible.