Gatehouse & Reporting Procedure Manuals
Following the installation of new transactional software at the Forbes Recycling and Waste Depot, Resource Hub developed a suite of tailored procedure manuals and quick reference guides to ensure staff had clear, practical documentation to support their day-to-day operations — adapted specifically for a non-weighbridge site in a non-levy zone.
Challenge
Forbes Shire Council had recently installed Mandalay — a waste management transactional software platform — at the Forbes Recycling and Waste Depot. With new software comes the need for clear, documented processes that staff can use. Without them, even the best system can fall short of its potential.
Council engaged Resource Hub to develop custom procedure manuals that reflected their specific site context and operations — completed post-commissioning of Mandalay to ensure the documentation accurately captured how the system was set up and running on the ground.
The result was a complete, site-specific documentation suite — built from the ground up to reflect how Forbes operates, not how a generic waste facility does.
What we did
Resource Hub developed a full documentation suite tailored to Forbes Shire Council’s site and operations, including:
- A Forbes Gatehouse Operations Procedure Manual covering day-to-day gatehouse processes within the Mandalay system
- A Forbes Waste Data Reporting Procedure Manual to support accurate and consistent data reporting from the depot
- Three Quick Reference Guides for gatehouse staff, covering load size estimates, a gatehouse script adapted for a non-weighbridge site, and the NSW Annual Compliance Check
Forbes operates without a weighbridge and sits within a non-levy zone in NSW — two factors that required a fully custom approach. Rather than adapting an off-the-shelf template, Resource Hub built the gatehouse script and all associated procedures specifically to reflect how Forbes receives and processes loads, ensuring every step accurately matched the site’s actual operations.
The same care was applied to the Mandalay configuration at Forbes. Because the site does not capture weights, the system interface differs from weighbridge-enabled sites — so every process note, screenshot, and reference was built to reflect Forbes’ specific setup. Nothing was assumed; everything was verified against the actual system.
Thanks so much for your work on these. Was a great project and these manuals and quick reference guides will be extremely useful. Was great to work with both you and Chloe.
— Olivia Robinson, Forbes Shire Council
Conclusion
Good documentation doesn’t just explain how a system works — it reflects how your specific site works. Off-the-shelf manuals rarely account for the operational realities of individual facilities, and for a non-weighbridge site like Forbes, that gap can be significant.
By developing procedure manuals and quick reference guides built specifically around Forbes’ site context, Mandalay configuration, and NSW compliance requirements, Resource Hub gave the Forbes Recycling and Waste Depot team the practical tools they need to operate confidently and consistently from day one.