My Contractor Compliance

How to update a non-compliant item?

An item might be non-compliant because it has expired, there’s a missing document, its information is incorrect, or it is a newly added item that hasn’t been updated yet. In any case, you need to update the item’s information to remain compliant. 

Access the My Contractor File sub-menu Select My Tracked Items  

  • Find the line of the new item and go the right end of the line (after the dates columns):
  • In the updating window:
  • You can view the attached document directly from the My Pending and Rejected Items list by clicking the Eye icon on the line of the item.

How to update my Contractor profile information?

  • It is important to complete all fields required or useful to your clients.

A client requires a new item?

When a client requires a compliance item that is not already in your Passport, the new item is automatically added to the My pending or rejected items and will be preceded of a red dot. You will need to add the associated information and document to be compliant.

How to:

Access the My Contractor File sub-menu Select My Pending or Rejected Items 

  • Find the line of the new item and go the right end of the line (after the dates columns):
  • In the updating window:
  • In your My Pending or Rejected Items list, the dot of the item will now be yellow to indicate that the item has been submitted and is pending approval by the client.
  • A notification is automatically sent to the client to inform that you submitted the completed item and that they need to review and approve it. 
  • Once approved, the item will disappear from this list.
  • If the new item is required in the future by other clients, you will have nothing to do. The item information and document will automatically be shared to the client. The item will reappear in your  My Pending or Rejected Items list, with a line for each client request. The dot will be yellow and each line will remain until the respective client approve the item.

A required item has been rejected by a client?

Your client must approve the compliance of the information and document of a required item that you submit. If they find a discrepancy, they can reject the item (generally with an explanation note). You then need to update the information and submit it again for approval. 

How to:

Access the My Contractor File sub-menu Select My Pending or Rejected Items 

  • Find the line of the new item and go the right end of the line (after the dates columns):
  • In the updating window:
  • In your My Pending or Rejected Items list, the dot of the item will now be yellow to indicate that the item has been submitted and is pending approval by the client.
  • A notification is automatically sent to the client to inform that you submitted the completed item and that they need to review and approve it. 
  • Once approved, the item will disappear from this list.
  • If this item is required by many clients, you need to update your information for only one client. Your changes will automatically applied to all the other clients. Once modified, the item will appear with a yellow dot in your My Pending or Rejected Items for each client who has required it.

A required item has been rejected but your information is valid?

A client has rejected an item that you have submitted, but your information and document are valid. He could be a simple mistake. and you can easily submit the item again this way (if the item has been required and approved by other clients, they will not be affected by this procedure).

Access the My Contractor File sub-menu Select My Pending or Rejected Items 

  • Find the line of the new item and go the right end of the line (after the dates columns):
  • The dot of the item will then change to yellow.

You have a new invitation to collaborate on NeXafe ?

Once on NeXafe, your company name is added to the central contractor list. It’s from this that Main contractors can find you and invite you to collaborate in managing a compliant business relation.

When a Main contractor selects you in the central list, an invitation notification is automatically sent to the email in your Passport profile to inform you and the client will automatically be added to the My clients list with a pending status.

There is 2 ways to access and accept the invitation:

1. Through the Dashboard

  • At the top of the left menu bar, click the Dashboard icon or the « X » of the logo.
  • You will see the number of pending invitations in the bottom right quadrant.
  • Click on Invitations to access My clients list.
2. Access directly My clients list

Access the My Contractor File sub-menu Select My clients  

  • For all clients which invitation is pending, the sliding button in the Status column will be yellow.
  • Slide the button to the right and a message window will popup.
  • Click the Continue to accept the invitation (you also have a refusal option).
  • The sliding button will now be green and the client will be notify that you have accepted.
  • You can cancel a collaboration by sliding the status button to the left (in green when the collaboration is active).
  • A confirmation window will popup and the will be removed from the list once cancelation is confirmed.

How to find the actions you need to do?

A notification is automatically sent to the email in your Passport profile when an action is requested from you: 

  1. To answer a new collaboration invitation, 
  2. To provide information for a new required item,
  3. To correct the information of an item rejected by a client. 

But you can also see and access the actions to be done directly in the app, in two ways :

1. Through the Dashboard

  • At the top of the left menu bar, click the Dashboard icon or the « X » of the logo.
  • You will see the number of pending items in the top part of the right quadrant.
    • Click on Items to access My Pending or Rejected Items list.
  • You will see the number of pending invitations in the bottom part of the right quadrant.
    • Click on Invitations to access My clients list.
2. By going directly to the respective lists.

Access the My Contractor File sub-menu Select My clients  

  • For all clients which invitation is pending, the sliding button in the Status column will be yellow.
  • Slide the button to the right and a message window will popup.
  • Click the Continue to accept the invitation (you also have a refusal option).
  • The sliding button will now be green and the client will be notify that you have accepted.

Access the My Contractor File sub-menu Select My Pending or rejected Items  

How to add an item to my Contractor Passport?

You can add proactively an item to your Passport and complete the compliant information and document even if the item is not yet required by a client. This is a way to front load the work while managing and keeping all your information compliant information in one place. When one or more clients will require the item, you have nothing to do has the item information and document will be automatically shared to them. 

Access the My Contractor File sub-menu Select My Tracked Items  

  • Click on the blue Add button at the top of the window.
  • Select an item (or several) from the list and click the Save button.
  • Back in the My Tracked Items list, validate that the item has been added.
  • On the line of the added item, go the right end of the line (after the dates columns):
  • In the updating window:
  • Dates are importantes. The Expiry date allows to automatically send a notification to inform you that an item is about to expire which helps you remain on top of thing by updating it and stay compliant.
  • You can view the attached document directly from the My Pending and Rejected Items list by clicking the Eye icon on the line of the item.

How to add a file to an item?

Access the My Contractor File sub-menu Select My Tracked Items  

  • Find the line of the new item and go the right end of the line (after the dates columns):
  • In the updating window:

Good to know :

  • You cannot modify the required items from this section. Please refer to the related question to see how.

How to see or share my public Passeport?

Access the My Contractor File sub-menu Select My Contractor Passport  

  • Click the blue Public Passport button at the top right of the window.
  • Once the Passport window opened, you see the information and can share them by copying the URL in the address box of your search engine than pasting it in an email or a text (the URL will become a link to the your Passeport public window).
  • The Passport is the term used to represent your contractor compliance file with all its information.

    • The Public Passport is a limited view of the information contained in your Passport, made to be able to share information while protecting some confidential information. 

How to invite a client to collaborate on NeXafe?

  • Ask your client if they already are on NeXafe.
  • If so, ask them to invite you from the Contractor Master list (your company is already listed).
  • If not, copy the following link nexafe.com/registration-main-contractor to an email to lead them to the Main Contractor information and registration page. Once registered, they will be able to invite you and start your collaboration.

How to cancel my collaboration with a client?

Access the My Contractor File sub-menu Select My clients  

  • On the line of the client, slide the status button to the left (in green when the collaboration is active).
  • A confirmation window will popup and the will be removed from the list once cancelation is confirmed.
  • If you delete a client by mistake, you will have to ask him to invite you again.

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