Hawaiian
With over 32 years of experience, Hawaiian is a privately held property company based in Western Australia, managing an impressive range of assets
About
Industry
Facilities management
Products
Induct
Contractor management
Access
About
With over 32 years of experience, Hawaiian is a privately held property company based in Western Australia, managing an impressive range of assets. Its portfolio includes ten suburban shopping centres, the high-end Claremont Quarter, several office buildings, and renowned hospitality venues such as Cable Beach Club Resort & Spa and Parmelia Hilton.
At its core, Hawaiian aims to build vibrant and connected communities — a mission reflected in its culture, values, and philanthropic work. This commitment drives the company’s focus on social impact and responsible operation across all properties.
The challenge
Before adopting Rapid, Hawaiian’s process for overseeing contractors and workplace sign-ins relied on a mix of paperwork and outdated tech.
“Earlier, we managed things through paper forms and legacy software,” explained Robert Gruin, Health & Safety Manager at Hawaiian. “This set-up was fragmented, heavily manual, and increasingly expensive to maintain.”
These inefficiencies were starting to take a toll on productivity and risk control.
“We noticed serious drawbacks in our old access and control systems, which affected both our efficiency and ability to manage risks,” he said. “Continuing this way wasn’t sustainable—financially or operationally.”
When searching for a new platform, Hawaiian had clear requirements.
“Our next system needed seamless integration with other platforms, mobile sign-in, and a fully digital Permit to Work process,” Gruin noted. “It also had to be more economical than our previous system, easily scalable, and adaptable for future needs.”
Security, compliance, and vendor dependability were essential.
We placed a high premium on robust security and compliance features to safeguard our assets and comply with regulations. A trusted vendor with proven support and effective risk management tools was just as important.
The solution
Hawaiian chose Rapid as an all-in-one solution for managing contractors, sign-ins, permits, and key access. Consolidating multiple systems into one made operations much simpler.
“Now, we have complete oversight of contractor management and confidence that our duty of care is upheld,” Gruin remarked.
Rapid provided Hawaiian with a definitive record of who is onsite and whether they meet compliance standards. Contractors’ familiarity with the platform also led to less confusion and smoother onboarding.
“Most of our contractors already use Rapid elsewhere or know how it works,” Gruin added.
One notable feature is RapidCheck, which uses AI to verify documents like Public Liability, Workers Compensation, and Professional Indemnity certificates.
It’s outstanding. The verification is fast and highly accurate.
Manual certificate checks once slowed down processes, but the AI tool now encourages quick and reliable verification.
“Our admins find the AI check easy and efficient, eliminating bottlenecks from manual review,” he said.
Hawaiian’s teams also benefit from Rapid’s mobile apps.
Our centre staff use Rapid Admin to monitor contractor attendance. They can identify individuals with sign-in photos and view induction records instantly.
Emergency response planning has been enhanced by Rapid’s alert features.
“The evacuation alert lets us notify contractors during emergencies and supports our response protocols,” he said.
For high-risk tasks and restricted areas, Hawaiian leverages Rapid’s integration capabilities, including linking Rapid Access, Permit To Work, and Traka (key management).
“This makes compliance and access management far easier, especially at unmanned sites or after-hours,” Gruin noted.
Integrating Rapid with Traka Key Safes has strengthened key security.
Automated tracking of building keys improves accountability, while granting us direct control over distribution and timeframes. These automated tools replaced manual admin duties, giving real-time data on key assignments, returns, and holders.
The results
Implementing Rapid has brought measurable improvements in safety, compliance, and efficiency.
“Our workflows are streamlined and much less complex, saving both time and money,” Gruin reported.
Contractor sign-in compliance consistently exceeds 90%. Financial and operational gains have been substantial.
“We’re seeing major savings compared to our former system,” Gruin said.
Issues that previously required prolonged exchanges now resolve swiftly.
Sign-in and registration problems get solved within 30 minutes. We’ve had no onboarding issues linked to the platform, showing its reliability.
Familiarity with Rapid continues to deliver benefits, particularly regarding risk management and governance.
The integrated access, permit, and key management significantly boost control over high-risk and restricted activities. This matters most at unattended sites or after-hours.
Emergency preparedness has notably improved.
“Evacuation alerts and mobile functionality give us confidence in reaching contractors quickly during emergencies,” Gruin said.
Summing up, Gruin highlighted Rapid’s transformative impact:
Consolidating our contractor management, sign-ins, permits, and key control into one platform has modernised our systems, reduced costs, cut complexity, and reinforced safety and compliance throughout our properties. Rapid is now central to our risk management and helps us create thriving, connected communities.
Join the many organisations already using Rapid
We invite you to request a demo today, so we can show you how Rapid’s workforce management software can help you streamline contractor management and improve site safety.
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