About Contractor Management

Contractors working at Muswellbrook Coal must first register in the Idemitsu Contractor Management System.

The online system underscores the Idemitsu commitment to the health, safety and wellbeing of everyone on our sites.

It allows contracting companies to manage the compliance of their business and workers by registering their details, uploading documents, choosing work roles, and booking  inductions to safely access site.

The system allows Idemitsu and its contractors to manage a shared duty of care on site.

Who needs to register?

Currently, Muswellbrook Coal contractors need to register in the Idemitsu Contractor Management System.

Idemitsu Boggabri Coal contractors will still manage workers in the Pegasus Safety Inductions Booking Portal.


Pegasus connects a competent workforce. They manage the Contractor Management System on behalf of Idemitsu.Pegasus_Logo_RGB_Web copy

The complete Pegasus workforce management solution:

  • provides immediate access to data on the workforce
  • manages all training and inductions
  • administers compliance and pre-qualification documents
  • manages the qualifications and competency, including licences and medicals, of all workers on a project
  • awards accreditation upon successful completion of inductions and assessments
  • provides tools for audit, investigation and inspection of businesses and workers
  • offers online and call centre support
  • manages contractor performance over term of their contract

Visit pegasus.net.au

The Registration Process

The Idemitsu Contractor Management process for Muswellbrook Coal is completed in two parts: business registration, and worker registration and induction bookings.

Please allow yourself time to source and upload the documents and information required. We suggest you read through this process before getting started.

A nominated administrator from your business will be required to complete the steps below.

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

Please note that Idemitsu Boggabri Coal contractors will still manage workers in the Pegasus Safety Inductions Booking Portal.

New to Pegasus and Contractor Management with Idemitsu at Muswellbrook Coal? Follow the instructions below to register:


Step 1 > Register a user name and password

The Idemitsu Contractor Management System to register your business can be found by clicking the REGISTER button below:

Start by entering a user name, 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 Idemitsu Contractor Management System.

Follow the process to register your business by answering profile questions and selecting the insurances and licences you can supply to support your registration.

Step 3 > Pay for registration

Business registration is $125 + GST annually for the verification of your documents and information, and the maintenance of your account.

Step 4 > Upload documents for verification

You will be prompted to upload copies of the licences and insurances you selected earlier in the process for verification.

You’ll be emailed when your documents are verified or if any corrections are required to finalise company registration. Documents may include but are not limited to:

– Public and Product Liability Insurance

– Workers Compensation Insurance

– Professional Indemnity Insurance

– Trade Licences

Please review this company registration video guide.

On successful business registration, you will be invited to login to register and manage your workers. Pegasus will send you details to login and follow the process in stage 2, below.


Step 1 > Login to the system with your new details

Using the details Pegasus has emailed you, click the button below to login to the system:

Step 2 > Add workers

With your business registered, you can login and add your workers in the system! You’ll start by selecting Manage Employees and then Add New Employee. From here, you can enter and save their personal contact details, address, phone and email.

Step 3 > Select sites and roles

You will next select the worker’s name to Add New Role and choose their Muswellbrook Coal work role.

Step 4 > Upload documents and book training

Your role selections determine the competency documents (medicals, statements of competency) you’ll upload to prove your worker’s qualifications to perform the chosen role from a document library. Some competencies will require the worker to complete site inductions.

Step 5 > Pay for worker registration, training and access ID card

Pay for worker registration, training, and ID cards to work at Muswellbrook Coal:

– Worker registration: $65 + GST per worker annually for profile validation and maintenance

– Replacement card: $30 + GST per card

Pegasus validates documents and applies roles

Pegasus will validate the documents you’ve uploaded for your workers during registration to ensure they meet Idemitsu business rules. You’ll be emailed if more information is needed. Upon document approval, the roles will be applied to your workers. They must complete their required induction to have their access ID card issued. This card must be carried with them at all times at site.

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. Visit the Worker Portal page for more information.

You’ll be emailed if any documents are expiring so you can update them in the system and maintain compliance at Muswellbrook Coal.

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 a Pegasus account in the Idemitsu 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 Idemitsu 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 Idemitsu Contractor Management System to manage your compliance, you only need to login to Pegasus Gateway and click the Idemitsu tile.

We suggest you save Pegasus Gateway to your bookmarks for easy access > login.poweredbyonsite.com

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

Help and Resources

System Documents


This plan must be completed and approved by Muswellbrook Coal Company’s HST Superintendent or a delegated representative if a restriction is determined on an Order 43 (Amber Result) medical.

Helpful Resources

The Business Rules specify the requirements of the documents you upload in the system. Ensuring your documents meet these requirements will save time and have you approved faster.

This Knowledge Base includes steps to check company compliance, search for and edit employees, run reports on competencies or work hours, and create users, among other helpful tips. This process can be completed in Onsite, the Pegasus software that powers the Idemitsu Contractor Management System.

Complete and return this form if you have a new worker who is already registered to a different company in the system, and you need them added to your company. Workers can be removed from your company by an administrator directly in the system. Instructions on how to complete this process are available under the End Employment sub-heading of this page: https://kb.pegasus.net.au/display/OCCS/Person

Frequently Asked Questions

Please click to expand the FAQ below.

How do I know if I need to register in the Idemitsu Contractor Management System?

Currently, contractors working at Muswellbrook Coal must register in the Idemitsu Contractor Management System. Click LOGIN at the top of the page to find the system.

Idemitsu Boggabri Coal contractors will still manage workers in the Pegasus Safety Inductions Booking Portal.

How much does it cost to register?

Business registration costs $125 + GST annually.

Worker registration costs $65 + GST per worker annually for profile validation and maintenance.

What documents and information do I need to supply to register?

To have a business account created (Part 1), Muswellbrook Coal contractors must first provide information to Pegasus:

  1. Complete the Contracting Company Registration Form
  2. Source company documents:
    • Workers Compensation
    • Public and/or Product Liability
    • Motor Vehicle Insurance
    • Professional Indemnity
    • ISR – Plant and Equipment Insurance
    • OHS Management Plan Policy Statement
  3. Email all documents and completed form to inductions@pegasus.net.au.

On approval, Pegasus will email you a user name and password to login to the Contractor Management System.

For each worker (Part 2) you will be prompted to upload in the system:

  • A passport-style photograph
  • Medical
  • Proof of ID
  • Statements of Competency (depending on their work role)


Who do I contact if I need help in the system?

You can contact the Pegasus team if you need help navigating the Idemitsu Contractor Management System. Visit the Contact Us page for details.

Can I fast track an application?

Yes, Pegasus offers an escalation procedure.

Pegasus understands that there are times when you’ll need your data application or access ID cards to be processed faster than our standard delivery time of two working days.

Click to review the Data Escalation Policy.