Using ProveCONSULT

01Getting started

ProveCONSULT is your consultation register for an environment plan: who you need to consult (relevant persons), every interaction with them (events), what they raised (feedback), what you committed to, and the Report on Consultations built from all of it.

Signing in

• Accounts are by invitation only. An owner or admin of your organisation invites you from Members, and the invite link lasts 14 days.
• Choose a password of at least 12 characters. Passwords known from data breaches are refused.
• Two-factor authentication is required for everyone: you set up an authenticator app the first time you sign in, then enter its 6-digit code each time.
• The first time (and whenever the Terms change) you are asked to agree to the Terms of Service and Privacy Policy.

Finding your way around

1. 1

   Top bar — Organisations takes you back to the list of organisations, Support sends a message to Klarite, and your email opens your account.

2. 2

   Side menu — everything in the project. ← All projects at the top goes back to the organisation. The arrow collapses the menu to icons, and the small arrow beside each heading (Consultation,Outputs, Project…) closes or opens that section; your browser remembers it. Appearance at the bottom switches light and dark.

3. 3

   Overview is the project’s home page: counts of relevant persons, events and feedback, the Feedback to action table (what is AI-generated, in draft or awaiting a response) and, on AI plans, this month’s AI spend.

4. 4

   Every count links through to the matching list.

Roles

Plans

Your organisation’s plan decides which features are switched on.

Public comment is an add-on on top of any plan: with it, your organisation gets the Public comment section, AI claims included. Ask Klarite to turn it on.

02Your organisation and members

An organisation is one titleholder (or consultant) with its own projects and members. Most people belong to one and go straight to it; if you belong to more, pick one from Organisations.

1. 1

   Active members: change a role from the drop-down. Reset 2FA lets someone who lost their authenticator set it up again (they get an email saying so); Remove takes away their access. Only an owner can make or manage an owner, and nobody can manage themselves.

2. 2

   Invite by email: enter the address, choose admin, officer or viewer, then Send invite. Pending invites can be Revoked; an invite to be an owner only by an owner. Each person can send up to 20 invites an hour, and an organisation up to 50 an hour; past that, wait a little and try again.

3. 3

   Recent security activity lists invites, role changes, removals and two-factor resets.

4. 4

   Klarite support access lists each time a Klarite platform administrator who is not a member of your organisation opened its pages or changed something in it: who, when, and which page or change (a page counts once per 15 minutes). Klarite staff you have added as members work as members and are not listed. The list cannot be edited or deleted, by you or by Klarite.

Members and Runs & jobs (the background jobs and AI runs, with tokens and cost) are shown to owners and admins only.

Organisation settings and lookups

• Organisation settings: the display name and the default signature block for replies. Only an owner can change them.
• Register lookups: the pick-lists behind the register — identification methods, subject-centred categories, regulatory categories and consultation directions. Owners and admins Add value or edit one (pencil). Values are retired, never deleted, so old records keep them.
• Theme library Themes and replies plan: a reference list of themes for your organisation, starting with NOPSEMA’s 15. Feedback is tagged with each project’s own themes, which you set up on that project’s Themes page.

03Projects and the project mailbox

A project is one environment plan consultation. Everything else — the register, events, feedback and reports — lives inside a project.

Creating a project

On Projects, choose New project, fill in the title, NOPSEMA reference and activity type, then Create project. Each project gets a PRJ number. Everything else (the EP submission date, the titleholder legal name, and the public comment period and liaison details when that add-on is on) is set later in Project settings.

Project settings

1. 1

   The Project settings card is in sections. Project: the project title, NOPSEMA reference, activity type, What the activity is (lets the AI warn you when an email seems to be about a different project) and the EP submission date (used by the Report on Consultations and the register exports). Report on Consultations: the Titleholder legal name. Replies: the Reply signature added to letters you send. AI: the monthly AI spend cap. With the public comment add-on on, a last section, Public comment (Titleholder Response to Public Comment), holds the Public comment period (Opened and Closed), Send the titleholder's response to every submitter, the titleholder signatory, contact, Report header (top-right), business address, telephone, email, ABN and website, and the Nominated liaison person: these fill in the Titleholder Response to Public Comment. Without the add-on that section is hidden and saving leaves its details as they were. Save at the bottom of the card saves it.

2. 2

   Monthly AI spend cap AI processing plan: only an owner or admin can set or change it; officers see it read-only. Background AI pauses at 90% so reply drafting keeps the rest; all AI pauses at 100%. Owners and admins are emailed at 80% and 100%.

3. 3

   This project’s mailbox: an owner or admin types the address the consultation runs through (usually a shared mailbox such as consultation@…), chooses Connect with Microsoft and signs in with a Microsoft account that owns that mailbox or has Full Access to it, and Send As on it to send campaigns and replies from it. Your IT adds those in Exchange; they can take up to an hour to work. The permissions screen asks to read and send mail, including in mailboxes you have access to; ProveCONSULT uses them only for the mailbox you typed. Right after sign-in ProveCONSULT checks it can open that mailbox; if Microsoft refuses, nothing is connected and the page says why. Once connected, Change mailbox or sign in again opens the same form: with the address unchanged the button says Sign in again(or Sign in and reconnect when the mailbox needs reconnecting); type a different address and it says Sign in and switch. When ProveCONSULT asks for permissions the earlier sign-in didn’t grant, Sign in and reconnect shows Microsoft’s permissions screen: accept it. If Microsoft says admin approval is needed, ask your IT administrator to grant consent for ProveCONSULT (Entra → Enterprise applications → ProveCONSULT → Permissions → Grant admin consent); a link for them is also shown. If Microsoft later stops accepting the connection (a password or sign-in policy change, Full Access removed, or the person who connected it leaving), the mailbox shows needs reconnect with the reason, the client’s owners and admins are emailed once, and a red banner shows on every page of the project until someone presses Reconnect. The same warning shows on the organisation’s pages (Projects, Members, Runs & jobs, settings), naming each project whose mailbox needs reconnecting with a link to its Project settings, and the project’s card on the Projects list shows Mailbox needs reconnecting. Everyone who can see the project sees it; members and viewers are asked to get an owner or admin to reconnect. Until then its email is not recorded and campaigns from it pause. If the mailbox is still connected but its checks keep failing because of a problem on Klarite’s side, the status shows sync failing and an amber banner on the project says mail isn’t syncing at the moment and Klarite is fixing it; there is nothing to reconnect, and nothing already recorded is lost.

Campaign email branding, the card below, takes your logo (PNG or JPEG, up to 512 KB) for branded campaign emails.

04Relevant persons

The register of everyone you are consulting, each with an RP number (RP0001…) and their contacts.

1. 1

   Import xlsx: Download template (xlsx), fill one row per person (with up to five contacts), then upload it (one file, up to 4 MB). People are matched by name and updated; new names are added. A name on several rows becomes one person: the first row’s details win and every row’s contacts are added. A name that matches only an archived person is not imported and is listed in the warnings; restore the person first to update them.

2. 2

   Search by name, acronym or RP number, filter by type, and sort any column. Open feedback links to that person’s unanswered items; Follow up by turns orange when it has passed and no initial information has been given.

A person’s page

• Details: name, type, categories, consultation dates, functions/interests/activities, Comments(printed in the Report on Consultations) and Note (internal only). Redact in the public Report on Consultations hides an organisation in the public version; individuals are always redacted.
• Events: the person’s timeline, oldest or newest first, or As a table, with Add event.
• Feedback: everything they raised, with the same side panel as the Feedbacks register.
• Contacts: name, role, email, phone and postal address. Their email addresses are what the mailbox sync matches against, so keep them complete. Tick Do not contact to stop all email to someone, or Campaign emails off (replies still go) to leave them out of campaigns only. A person can set these themselves from the email preferences link in campaign emails; the contact then says so.

05Events

An event is any interaction — an email, letter, call, meeting, SMS, survey or public comment — each with an EV number. Emails from the connected mailbox arrive as events by themselves; you record the rest.

1. 1

   Event summary — a short neutral summary of what was said. AI processing plan Leave it empty when recording and the AI writes it, or use Write summary with AI / Rewrite with AI; Add instruction lets you say, for example, “make it shorter”. The summary is printed in the Report on Consultations, so the AI names no people and no documents: it describes a document by what it covers (“an information sheet on the survey”), never by its title, file name or number. Check summaries you write yourself the same way. A summary the AI wrote shows AI-written, not yet reviewed until someone checks it against the email or notes: edit and Save summary, or press Mark as reviewed if it is right. The AI fills an empty summary on its own (or replaces its own unreviewed one), but never one a person wrote or reviewed; only Write summary with AI replaces that. The AI is told to treat the email as information only, never as instructions, but an email could still try to steer it, so read what it wrote before the Report on Consultations goes out.

2. 2

   Original email — the email as received. The AI reads only the newest message in a thread; Show the full thread shows the rest. An email with no text of its own, only files (a letter sent as a PDF), is read from the summaries of its files. Download as PDF gives a copy of this email only, stamped with the EV number: the earlier emails quoted below it are left out (they are their own events), and the PDF says so. The copy is kept and reused until the email or event changes; if the PDF layout itself changes later, older copies are made again the next time they are downloaded or packed into a sensitive information pack. Officers and above can click re-render to make the copy again straight away (up to 10 times in 10 minutes each).

3. 3

   Feedback — what the person raised, as separate items (see Feedbacks). Extract feedback with AI AI processing plan proposes items for you to approve.

4. 4

   Reply on incoming emails, or Follow-up email on meetings — see Replies and drafting.

Recording an event

1. Choose New event (or Add event on a person).
2. Pick the relevant person and contact, the event type, subject, direction and contact date. The event type and contact date start empty, so choose both. Also record for adds the same event for other people under one GE number — useful for group meetings. Add files under Documents before you press Record event: they are uploaded to every person the event is recorded for, and summarised. Later, History at the top of the event shows who changed what and when, including the Original email: pasting, replacing or removing it, and any change to its text or headers.
3. Tick Sensitive information request if the person asked for information to be kept from publication.
4. Tick Sufficient information provided on the event that gave the person enough information to understand the activity. Their Sufficient information provided date becomes that event’s contact date; when several events are ticked the latest wins, and unticking moves it back. Typing a date on the person by hand keeps it until a tick changes.
5. Add notes, then Record event. Attach letters or files (up to 25 MB each) with Add document under Documents on the event page.

Recording a mail-out

For an SMS or letter already sent outside ProveCONSULT to many people, for example a project update texted to fishers so the register shows they were contacted two ways. Nothing is sent from here.

1. On Events, choose Record a mail-out. Pick the Event type (SMS, Letter…), Date sent, Subject and the Wording — the SMS text, or the general message of the letters. Leave This was the initial information ticked (it starts ticked for a letter) to set each person’s initial information date to the date sent, unless they already have one. Leave It included the confidentiality notice ticked when the letters or SMS told people they may ask for their information not to be published: it sets each person’s Informed of sensitive information request date, unless they already have one.
2. Choose who it went to: Pick from the list, or Upload a spreadsheet with one RP id per row (Download the template, or use the relevant persons export as it is). You see who matched, and any RP ids that are not in the project, before anything is saved.
3. Documents: No document (usual for an SMS), Same file for everyone (a flyer, linked to every event), or A letter for each person — choose all the letters at once, each named with the person’s RP number, e.g. “RP0006 Coral Bay letter.pdf”. Each letter goes on that person’s event only; the form lists anyone without a letter and any file it cannot match.
4. Record mail-out creates one event per person under one GE number. The AI writes one event summary from the wording and copies it to every event. If saving fails part way, nothing is kept. If the connection drops before you see the result, press Record mail-out again: the same mail-out is not recorded twice.

Mailbox, campaign and mail-out events keep their person, type, subject and date fixed. If one is on the wrong person, archive it and record it again.

Files you can upload, and attachments you receive

Wherever you upload a file (event documents, mail-outs, Project documents, campaign and reply attachments, pictures and the project logo), file types that can contain programs are refused: programs, scripts and installers (.exe, .bat, .js, .msi, .lnk…), macro-enabled Office files (.docm, .xlsm, .pptm…), disk images (.iso, .img, .vhd) and web pages or drawings (.html, .htm, .svg). A file is also refused when its contents are a program, whatever it is called; when it is a Word, Excel or old .doc/.xls file that contains macros; or when it is a .zip holding any of these or another archive (.zip, .7z, .rar…). You see This file type can contain programs, so it can't be uploaded. Save it as a PDF or a normal Word/Excel file (without macros) and try again; a saved email goes in as .msg or .eml. Unzip an archive and upload the files themselves.

Unmatched mail

Emails from the mailbox that matched no contact wait in Unmatched mail. For each, choose the relevant person and Assign. Tick Add … as their contact so future mail matches by itself, and Also assign … other unmatched emails from this sender to clear the rest in one go. Archive what doesn’t belong in the register. The newest 50 show first; Older and Newer at the bottom move between pages, and the count at the top is the whole list. The short preview under each email leaves out formatting code that some mail programs put in the text.

For an email marked Sender not verified, Microsoft 365 could not confirm it really came from the address it shows. Check it is genuine (for example, that it reads like them and fits the conversation) before you assign it. These emails are never included in Also assign … other unmatched emails from this sender; assign each one on its own.

06Campaigns

A campaign sends one email to many relevant persons from the project mailbox — for example the first-contact email with the initial information pack. Each person’s contacts get their own copy, and each send is recorded as a Campaign email event on that person.

1. 1

   Look: Branded campaign adds your logo, a card and a footer; Plain email looks like an email typed in Outlook — good for first-contact emails. Both end with the reg 25(4) confidentiality notice, like reply letters, and the first one sent sets each person’s Informed of sensitive information request date if it is empty.

2. 2

   Merge fields fill in each recipient’s details. Click a field to insert it where your cursor is, in the subject or the body.

3. 3

   Attachments: pick from Project documents, upload a file or add a link. Pictures and files share 3 MB per email; anything larger goes as a link. Programs, macro-enabled Office files, disk images and web pages are refused (see Files you can upload). Attaching the initial information pack documents records those emails as sending the pack.

4. 4

   Preview as any recipient and Send a test to me before sending (up to 10 test emails in 10 minutes each, counting tests of the response to submitters).

5. 5

   Recipients: filter by type and category, tick people, or load a saved Mail-out group. People with no emailable contact are greyed out; contacts marked Do not contact or Campaign emails off are never sent a campaign.

Email preferences link

Every campaign email ends with Update your email preferences or unsubscribe, a link personal to that recipient. It opens a short page, with no sign-in, that asks What would you like us to do? rather than simply unsubscribing them, so you know whether they are leaving the consultation:

Each answer, with anything they wrote, is recorded as an incoming Online contact box event on the relevant person. A withdrawal request shows as a banner on the person with Confirm withdrawal and Clear withdrawal: review their answer (follow up if needed), then confirm it, or clear it if they change their mind. The register shows withdrawal requested or withdrawn next to the name. The link keeps working, so a person can change their answer later; each change is a new event. If a later answer takes back a withdrawal or turns emails back on, that happens straight away, owners and admins are emailed, and the person shows changed their mind in the register with a banner on their page until someone presses Mark as seen, so nobody misses that they want to be consulted again. The choice applies to this project only. The preview and Send a test to me link to a sample page that saves nothing; the copy of each email kept in ProveCONSULT shows the wording without the personal link.

07Feedbacks

Feedback items are the separate things a person raised in an event, each with its own number, type and status. They are what the Report on Consultations lists and what your responses answer. The report prints only items a person entered or approved: an item the AI proposed counts once you press Approve (or set it to Reviewed).

Numbers combine the type and the event: IQ0442.2 is the second item from EV0442.

1. 1

   Three views: every item, a row per relevant person (counts by type and how many are open), and a row per theme Themes and replies plan.

2. 2

   Filter to open only (needs a response and has none yet), possible commitments, a status, a type or a theme.

3. 3

   Click a row to open the side panel: edit the summary, response and type fields, set the status, then Save or Save and next to work down the list.

Statuses

On a relevant person’s Feedback tab Themes and replies plan, the theme sheet exports their items by theme as a Word report or spreadsheet, with a resubmission email you can copy.

08Commitments

Commitments record what the titleholder has agreed to do in response to consultation, each with a PC number. Add them with New commitment, or from a feedback item with Add as commitment.

• Record what will be done, when it applies, the phase (before, during, emergency, after or throughout), the owner, the due date and the EP reference.
• Status moves from Open to In place or Done, or Not adopted.
• Asked for by links the commitment to the relevant person who raised it. Export xlsx gives the full list.
• Commitments can be archived and restored but not deleted, so the record of what was agreed stays complete.

09Themes Themes and replies plan

Themes group similar feedback (for example “Fishing access” or “Survey timing”) so you can answer a topic once and consistently, and so the Report on Consultations Outcomes section can list them. Themes apply to OB, AS, IR and IQ items.

Setting up themes

1. On Themes, choose Propose themes. The AI reads all the feedback and suggests a set.
2. Edit the names and descriptions, remove any you don’t want, add your own.
3. Choose Approve & start tagging. Every item is tagged with a theme, and new feedback is tagged as it arrives.

1. 1

   Check these tags lists items the AI was unsure about, with its reason. Keep the tag or Change theme….

2. 2

   When you add a theme, the AI suggests existing items that fit it better. Nothing moves until you tick them and choose Move selected.

3. 3

   When several items don’t fit any theme well, the AI may suggest a new one. Add theme or Dismiss.

Each theme has a theme pack — the relevant EP sections, a brief, key facts and confirmed responses — that the AI drafts from. Packs rebuild themselves when documents, responses or the theme change.

10Responses and replies

Responses to feedback items

• Type a response in the item’s side panel or with Write response on the event.
• Themes and replies plan Draft responses with AI drafts the merit, response and EP section reference for the event’s items from your project documents. Each appears as an AI draft: Use draft to take it (then edit), or Discard. AI only means no supporting passage was found in the documents — check those carefully. from the meeting notes means the answer was already given at the meeting or on the call: the draft is written from the titleholder’s words in the event notes, quoted beneath it and checked word for word. Saving it sets the item’s Replied in to this event.

Reply letters

1. 1

   Draft reply letter Themes and replies plan writes a letter answering the email from your responses and documents; or choose Write reply to write it yourself. Edit the recipient, subject and text, add attachments, and Save letter.

2. 2

   Read it through, then Approve. Withdraw approval if you need to change it.

3. 3

   Send sends it from the project mailbox and records it as an outgoing event. Your signature and the sensitive-information notice are added when it is sent. Open items are listed as a reminder but don’t stop you sending. A letter only ever goes once: if someone else is already sending it, or a send was tried in the last two minutes, you are asked to refresh and check before trying again.

On meetings, Start follow-up email opens a thank-you email with the meeting notes attached as a PDF. If items from the meeting already have a response, and your plan includes reply drafting, the AI drafts those answers into the email, checked against the EP like a reply letter, and says the items still open will be answered separately. Otherwise you write the rest yourself.

Once sent, each answered item on the event shows Replied in with the new event’s EV number; the first email that answers an item is kept. Use change beside it to point to another event, for example the meeting where the answer was given. The Report on Consultations and the feedback register print it after the response, e.g. “(EV0482)”.

11Project documents

The library of documents your responses draw on — the environment plan, studies, legislation and consultation material — each with a PD number.

1. Add document: choose a PDF or Word file (up to 50 MB), give it a title, kind and version. Macro-enabled Office files, Word or Excel files that contain macros, and other types that can contain programs are refused (see Files you can upload). Add a Public link if it is too big to attach to an email (over 3 MB).
2. Tick Part of the initial information pack for documents you send at first contact; emailing them fills in each person’s initial information date.
3. Add to library. The document is split into numbered sections and, on AI plans, indexed so drafting can quote it. The status moves from queued to ready.

When a new version arrives, add it and set Replaces, so drafting uses the version in force. Documents a person sends you belong on their event (under Documents), not in the library.

12Reporting and the Report on Consultations

Registers

Reporting downloads the registers as spreadsheets: relevant persons and contacts, events, feedback and document summaries. Most lists also have their own Export xlsx.

Nothing in a spreadsheet is cut off. Excel holds at most 32,767 characters in a cell, so a longer text (a long email summary or note, say) keeps its first part in the cell, ending “… [continued on sheet ‘Full text’, ref FT1]”, and the whole text is on a Full text sheet at the end of the workbook, split over numbered parts if it is very long. The other sheets keep their usual columns, and the sheet is only there when a text needed it.

Report on Consultations

The Report on Consultations is the titleholder’s report on consultation for NOPSEMA, built from the register, events and approved feedback. It is the last card on Reporting, under the registers and the sensitive information pack: Build Report on Consultations opens its page, and Back to reportingreturns you.

1. 1

   Warnings count AI feedback items not yet approved (they are left out of the report until a person approves them; Show them opens the Feedbacks list filtered to them) and feedback with no theme yet. Neither stops you generating, but deal with them first if you can.

2. 2

   Internal version is the full report for NOPSEMA. Public (redacted) version anonymises individuals and organisations marked for redaction and leaves out sensitive information requests.

3. 3

   Check the titleholder, project, EP reference and consultation methods. Your browser remembers them for next time. There are no consultation dates to fill in: each person’s period runs from their First contact date to the project’s EP submission date (set in Settings), and the days before submission for sufficient information count from that person’s sufficient information date. If a person’s first contact is on or after the submission date, the report gives no number of days allowed for them; and when there is nothing to say under Reasonable Period, it leaves out the “…because:” lead-in rather than print it with nothing after it.

4. 4

   Generate downloads a Word document built straight from the register. No AI writes any of it. Only feedback a person entered or approved is printed: AI items waiting for approval, rejected and archived feedback are left out, from the feedback table, the Events “Feedbacks” column and the Outcomes theme lists. It prints each event’s summary as it stands, so if any were written by the AI and not yet reviewed, a warning under the button lists their EV numbers: open each, check it, edit it or press Mark as reviewed, then generate again.

Sensitive information pack Themes and replies plan

Build sensitive information pack collects every email (as a PDF) and every attachment, stamped with its EV number and grouped by person, with the registers as the index — ready for submission. Large packs are built in steps in the background and download in parts of up to about 100 MB. If a build stops before it finishes, the pack shows failed with the reason: Try again carries on from the last finished part, or Delete pack. Delete pack removes only the downloaded files, not the records.

13How AI is used

• AI writes event and document summaries, proposes feedback items and themes, tags feedback, and drafts responses and letters — depending on your plan.
• Everything it produces is a suggestion until a person approves, uses or sends it.
• Before text goes to the AI, names, email addresses and phone numbers are replaced with placeholders, and summaries refer to “the relevant person” rather than naming anyone. Scans and pictures are read on our server and only their text is sent; one with no readable text (a photo, a map, handwriting), or a picture too large to read (over about 64 megapixels), shows not summarised with the reason, so add its summary by hand. Scanned PDFs are read up to their first 15 pages. See the Privacy Policy for what is and isn’t removed.
• Each project and organisation has a monthly AI spend cap. A banner appears on project pages from 80%; background work pauses at 90% and all AI at 100%, while everything else — including writing replies by hand — keeps working. Paused work waits rather than fails: a file shows summary pending with the reason, and picks up by itself once the cap is raised or the new month starts. Each person can also start at most 300 AI runs an hour; past that the AI buttons ask you to try again in a few minutes and queued work waits.

14Archive, restore and delete

Nothing in the register disappears in one click.

15Your account and support

• Click your email in the top bar for Your account: change your name or password, see your two-factor status and organisations (click one to open it; its owners and admins manage who belongs), and Sign out everywhere (you confirm first) if you’ve used a shared computer. Other devices are signed out the next time they open a page. Lost a device or think someone knows your password? Use Change password instead, with Sign out other browsers and devices ticked.
• You are signed out after 24 hours without using ProveCONSULT, and after 7 days however often you use it. Sign in again with your password and the code from your authenticator app.
• Change password asks for your current password first, then the new one twice. Leave Sign out other browsers and devices ticked if you think someone else knows your password. Forgotten it? Sign out and use Forgot your password? on the sign-in page.
• Add another authenticator puts ProveCONSULT on a second phone (a backup, or a new phone before the old one goes); a code from either app works when you sign in. With two or more you can Remove one; the last one can’t be removed, because two-factor is required for everyone.
• Lost your only authenticator? If you belong to one organisation and it has another owner or admin, they can Reset 2FA on Members; otherwise contact support. You set it up again at your next sign-in.
• You get an email whenever your password is changed, an authenticator is added or removed, or your two-factor is reset. If it wasn’t you, contact Klarite straight away.
• Support in the top bar sends a message to the Klarite team, who reply by email. You can also write to services@klarite.com.au.

16Record numbers

Quote a record number when you contact support — it is all we need to find it.

17Public comment (add-on)

Public comment is an add-on that Klarite turns on for your organisation, on any plan, with AI claims included (your AI cap still applies). With it, Public comment appears in your side menu after Consultation. Without it the section is hidden; if the add-on is turned off later, nothing is deleted, but uploads are not read and no claims or emails are sent.

Intake takes the Outlook .pst files NOPSEMA sends (or a single .msg message). Upload file sends the file straight to secure storage in small pieces, so a large transfer survives a brief dropped connection, and then each message is read into a submission with its own PS number. Exact copies of a message already uploaded are counted as duplicates and skipped. If a file cannot be read after repeated attempts, or sending the response to submitters stops after repeated errors, the client’s owners and admins are emailed. For now, file import (.pst and .msg) and petition matching are paused while they move to our Sydney hosting: the upload box shows a notice instead, and files and submissions already imported are not affected.

Submissions lists every public comment. People who make public comments are not added to your relevant persons register; when a submitter's email belongs to a contact already in the project's register, the submission is marked already a relevant person, so you know you are already consulting them; they get their own letter (see Reply on their record below).

The section works in order, top to bottom. Petitions comes first: it holds the petitions campaign groups send round. Paste each one's text with Add petition; every submission is then compared with it, including ones already uploaded. Exact copies count as signatories and need nothing more. Match submissions again repeats the comparison, for example after editing a petition.

Review lists the submissions the comparison could not settle: Needs review (close to a petition but with text added or changed) and Likely not a petition. Open one to see the petition beside it, with what it adds in green. Pass a signatory with nothing new, choose Further review if it raises its own points, or Not a petition if it is an individual submission. Undo appears for 30 seconds after each decision, and Reopen takes a decision back later. Passed also lists the exact copies, marked Exact copy, passed automatically; reopen one if it should be looked at after all. Export xlsx lists every submission with its match and decision.

Uploading only sorts the submissions; no AI runs yet. Intake and Claims then say how many submissions are waiting for AI claims and roughly what that will cost; petition copies and near-identical copies need no AI. Click Find claims in … submissions and confirm with Yes, start to send them to the AI; a file uploaded later waits for its own click. The AI finds each submission's claims: the separate points it makes, each with a quote copied word for word and one of the 15 NOPSEMA themes. A petition is read once and its signatories share its claims; Further review reads only the text a person added to the petition; Not a petition reads the whole submission straight away. Add the petitions you know about before uploading the .pst, so their copies are recognised and need no AI. While a petition is being added or submissions matched to it, claims wait a couple of minutes. A large batch is worked through several submissions at a time without stopping. Names and email addresses are hidden from the AI, and claim summaries call the writer "the submitter". Claim numbers follow the record, for example PS0012.3 or PET2.1. A claim about a particular subject (whales, birds, fisheries, First Nations, communities) takes that subject's theme, even when it criticises the assessment or the mitigation.

A petition's page shows Petition text and claims, and a submission's page shows its text, with each claim's quote highlighted in colour: hover a highlight to see the claim number, summary and theme. Claims that could not be placed are listed under the text. In Review, the petition and the submission run down the page side by side, so one scroll moves through both.

Under the text, Claims lists each claim with its status: To review, Reviewed or Rejected. Reviewed accepts a claim; Reject sets it aside (it stops being highlighted, and Restore brings it back); Edit changes the summary, the theme and the note, but never the quote. Add claim records a point the AI missed: paste the quote word for word from the text, and it is refused if it is not there. Only claims added by hand can be deleted. Extract again has the AI read the text afresh, replacing its earlier claims and keeping the ones added by hand; a petition copy shares the petition's claims, so extract those on the petition's page instead.

Claims in the side menu lists every claim in the project. Pick a theme to see only its claims (the count beside each theme leaves out rejected ones), or narrow by status, petitions or submissions, or words. Tick claims and choose Mark reviewed, Reject or Back to To review to change many at once; the box in the heading ticks the whole page. Click a claim number to open its petition or submission. Export xlsx downloads every claim with where it came from, the petition's number of signatories, its themes, summary, quote, status, note and matter.

Matters builds the Titleholder Response to Public Comment. A matter is one row of it: a point the public comments raise, under one NOPSEMA theme, with your response. The page has three parts: the themes on the left (each showing matters/unassigned claims), the chosen theme's matters in the middle, and its Unassigned claims on the right. Type a title and click Create matter; matters are numbered MAT1, MAT2 and so on. Tick claims on the right (or Select all), then click a matter's ← Assign button, or one of the matter numbers shown above the list. Click a matter to open it: edit its title, status (Draft, Response drafted, Reviewed, Approved), description (internal notes, not exported) and titleholder response, then Save. Select words that reflect a change to the EP and click Underline EP change; lines starting with a dash become bullets, and the Preview shows the result. Under Assigned claims, Remove sends a claim back to Unassigned. The arrows beside Save set the order of matters within the theme; Delete matter removes it and its claims go back to Unassigned. A petition's claim counts once for all its signatories; a claim given another main theme leaves its matter.

Export Titleholder Response to Public Comment (.docx), at the top of Matters, downloads the Titleholder Response to Public Comment for NOPSEMA. The first page holds the titleholder and liaison details from Project settings, then a contents page; each theme with an Approved matter follows on landscape pages, numbered I01, I02 and so on, with every claim's quote beside your response (a quote repeated by copies is listed once). Only Approved matters go in: if some are not approved yet, the button says how many will be left out and asks first. Word offers to update the contents page numbers when the file opens.

Responses prepares the response to submitters, for clients who want every submitter answered (turn on Send the titleholder's response to every submitter in Project settings; it is off by default). Each address gets one email from "the titleholder via ProveCONSULT", with replies going to the project mailbox: your covering message, then the titles of the matters their submission raised with your approved response to each (a petition signatory gets the petition's matters), then your closing. The page shows how many are ready, how many wait for a matter to be Approved (nobody is sent a response while any matter of theirs is not), who is already in the relevant persons register (they get their own letter instead), and who has no email address. Edit the Subject, Covering message, Closing and the paragraph for a submitter with no matters, then Save wording; {name}, {project} and {titleholder} are filled in for each person. Choose someone in Preview as and click Preview, or Send a test to me to receive their email yourself, marked [TEST].

When everything is ready, an owner or admin clicks Send to N submitters and confirms with Yes, send N. The send uses the saved wording, so save any changes first. The emails go out in the background; the page shows how many have been sent and you can Cancel the send at any time (the rest wait for the next send). It stops by itself if sending is turned off in Project settings, and anyone whose matter is taken back from Approved is held back. Sends lists each send with its numbers; open Failed and bounced addresses to see why an email did not go or came back. An address that bounces because it does not exist, or whose owner marks the email as spam, is never sent the response again; a temporary bounce (a full mailbox, say) is offered again in the next send. Failed addresses, and anyone who sends a new submission after their response, are included in the next Send to N submitters. On the dev and preview sites a safety lock means only @klarite.com.au and @resend.dev addresses are emailed; any other address is marked failed instead, and the page says so.

Submitters already in the relevant persons register are left out of the response to all submitters. Responses lists them under Submitters in the register, each with their PS numbers, how many matters they raised and where their letter is: Not started, Waiting for matters to be approved, Draft, Approved, not sent or Sent. Click a name (or Reply on their record on their submission) to open their letter. Once every matter of theirs is Approved, Write reply starts it: your covering message, then each of their matters with your response, then a line inviting questions. Edit the To, Name, Subject and Letter and Save letter, then Approve; saving an edit to an approved letter withdraws the approval. Send (confirmed with Yes, send; any owner, admin or officer, like other reply letters, while the response to all submitters needs an owner or admin) sends it from the project mailbox with the reply signature and the confidentiality notice, like any reply letter. The sent email is recorded as an outgoing event on their record, so it appears in their section of the Report on Consultations; the submission itself is not added to their record. Discard throws a letter away so you can start again.

18Admin console (Klarite only)

The admin console is for Klarite's platform administrators only. Nobody else sees it, including owners and admins of an organisation. Platform administrators open it with Admin console on the Organisations page, and must have signed in with two-factor. It shows counts and settings for each client, not the client's records: to work inside a client's projects, a platform administrator must be a member of that client, like anyone else.

Clients

• Clients lists every client with its plan, status (active, suspended or archived), people, projects and AI spend this month. New client creates one: Organisation name, an optional URL slug, the plan and the First owner’s email, who gets an invite valid for 14 days. Then click Create client.
• Click a client to open its page: Save plan, Turn on public comment or Turn off public comment, set a Monthly cap (USD) for AI and Save cap, and Invite an owner with Send invite if the client has none. Activity lists the last 20 changes made to the client.
• Each platform administrator can send up to 20 owner invites an hour (new clients and Send invite together). Past that, the console says so and nothing is sent or created; wait a few minutes and try again.
• Support access lists the last 50 times a platform administrator who is not a member of the client opened its pages (this page included) or changed something in it, including the changes above. The client's owners and admins see the same list as Klarite support access on their Members page. Nobody can edit or delete it. Database access outside the app is not in it: record that in the security log.
• Suspend client (with a reason) stops the client's members signing in and pauses background work. Nothing is deleted. Restore access gives everything back.

Delete client

Delete client is for when a client leaves and their data has been returned to them. It can only be used once the client is suspended. Type the client's short name (shown on the page) to confirm, then click Delete client permanently. It removes every project, relevant person, event, feedback item, theme, email, mailbox connection, AI record and stored file, and every membership and invite. Members' sign-in accounts are kept; an account that then belongs to no organisation is closed after 12 months without use.

Emergency stop

Emergency stop, under the clients list, stops every email to people outside Klarite for every client at once: campaigns, replies, register letters, follow-ups, test sends and responses to submitters. It also stops all background work (mailbox sync, AI, packs). Use it in an incident, for example when email may be going to the wrong people. Fill in Why, type PAUSE to confirm and click Pause all sending. While it is on, a red strip across the top of every page tells platform administrators, and anyone who tries to send sees “Sending is paused by Klarite”. Nothing is lost: campaigns and jobs wait in the queue. Type RESUME and click Resume sending to start them again. The last five changes, with who made them, are listed under it. Sign-in emails and admin alerts still go while it is on.

Checks at the bottom of the page