My Compliance Passport

How to update my Contractor profile information?

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Access Contractors ⇒ Our Passport

  • Your Profile is also a complete view of your Passport. It is important to complete all fields required or useful to your clients.
  • Add/modify all information directly in their respective field:
    • Legal Name (recommanded if it differs from the common company name) ;
    • Address ;
    • Registration information ;
    • Taxes ;
    • Boards.
  • Click the Save button in the right part of the header to save your changes.

How to accept an invitation from a client?

You must accept a client invitation to establish the collaboration and share your documents. 

Access Contractors ⇒ Clients

  • On the client row, flick on the toggle button in the Status column.
  • Good to know
  • Your Dashboard (Home) indicates if you have pending invitations in the bottom of the section. The information is also a dynamic link that you can click to directly access your client list.

How to add a document to my Passport?

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You can add all your compliance documents to your Passport, even if they are not yet required by a client. When one or more clients will require the documents, they will be shared automatically and you will have nothing to do. 

Access Contractors ⇒ Our Passport

  • Click on the blue + Documents button at the top of the window.
  • Select a document (or several) from the list and click the Save button.
  • The added document will be added in the right Other Documents list.
  • Click the newly added document to open the updating window.
  • In the updating window:
  • Attach your document by dragging and dropping the file in the dotted line zone or click in the zone to open a file selection window.
  • See the attached document by clicking the blue paper clip (the left one) to ensure that it is the right one or to consult the issue and expiry dates (you can delete the attached file by clicking the red paper clip (the right one mark with an X).
  • Add the Issue Date and the Expiry Date.
      • If the document has a pre-set validity period, the expiry date will be automatically calculated once you enter the issue date. 
      • If no expiry date applies, flicker on the Lifetime button.
  • Click Update to save your changes.
  • Good to know
  • Dates are importantes. Based on the Expiry Date of a document, the system will send a notification to inform you that the document is about to expire which helps you remain on top of thing by updating it in time and stay compliant.
  • A blue Paper clip icon is a link to to view the attached document (a grey paper clip means a missing attachment).

How to comply with a new requirement?

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If the document corresponding to the requirement is already in your Passport, you have nothing to do, as it will be automatically shared with the requiring client. 

Further more, if the document does not answer already a requirement from another client and is displayed in your Others Documents list (right window), it will automatically transfer in your Requirements list (left window).

Once shared, it will appear in your Pending Requirements list under the client’s name, marked with a yellow dot until it is approved by the client.

If you din’t already have the required document in your Passport, you will need to had it.

How to:

Access Contractors ⇒ Pending Requirements 

  • Click on the requirement corresponding to the client (compliance dot will be red) to open the updating window.
  • = non-compliant requirement needing updated documents
  • In the updating window:
  • Attach your document by dragging and dropping the file in the dotted line zone or click in the zone to open a file selection window.
  • See the attached document by clicking the blue paper clip (the left one) to ensure that it is the right one or to consult the issue and expiry dates (you can delete the attached file by clicking the red paper clip (the right one mark with an X).
  • Update the Issue Date and the Expiry Date.
  • Click Update to save your changes.
  • Back in the list, the dot of the document will now be yellow to indicate that the document has been submitted and is pending approval by the client who has required it.
  • = Document pending approval by a client
  • The client is automatically notified that you have submitted the document for approval. 
  • Once approved, the document will disappear from the Pending Requirements list and will be in your Documents – Requirements list with a green dot.
  • = Compliant document
  • Good to know
  • Dates are importantes. Based on the Expiry Date of a document, the system will send a notification to inform you that the document is about to expire which helps you remain on top of thing by updating it in time and stay compliant.
  • A blue Paper clip icon is a link to to view the attached document (a grey paper clip means a missing attachment).

How to update a non-compliant document?

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A document is non-compliant if it misses its mandatory attachment or if it has expired. Any non-compliant document will be marked with a red dot and needs to be updated.

  • = non-compliant requirement needing updated documents

Access Contractors ⇒ Our Passport

  • Click on the non-compliant document to open the updating window.
  • In the updating window:
  • Attach your new document by dragging and dropping the file in the dotted line zone or click in the zone to open a file selection window.
  • View the attached document by clicking the blue paper clip (the left one) to ensure that it is the right one or to consult the issue and expiry dates (you can delete the attached file by clicking the red paper clip (the right one mark with an X).
  • Update the Issue Date and the Expiry Date.
  • Click Update to save your changes.
  • Back in the list, the dot of the document will now be yellow to indicate that the document has been submitted and is pending approval by all the clients who have required it.
  • = Document pending approval by a client
  • Clients are automatically notified that you have updated the document and that they need to approve it. 
  • Once approved by a client, the document disappear from the Pending Requirements list for this client.
  • Once the document approved by all clients who have required it, the document will be in your Documents – Requirements list with a green dot.
  • = Compliant document

How to update a document rejected by a client?

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Your client must approve the compliance of the document that you submit. If they find a error with the attachment or the dates, they will reject the document (generally adding an explanation note) which will then be display in your Pending Requirements list with a red dot (from yellow). You then need to update the document and submit it again for approval. 

  • = non-compliant requirement needing updated documents

Access Contractors ⇒ Pending Requirements 

  • Find the rejected document (red dot + date of rejection).
  • Click this icon in the Reason column to see the explanation note of the client (there is no note if the icon is grey).
  • Click this icon for a quick view of the attachment.
  • Click the name of the requirement to open the updating window.
  • In the updating window:
  • Make the necessary updates.
  • Click Update to save your changes.
  • Back in the list, click Resubmit at the end of the document’s row.
  • The dot of the document will now be yellow to indicate that the document has been submitted and is pending approval.
  • The client is automatically notified that you have submitted the document for approval. 
  • Once approved, the document will disappear from the Pending Requirements list and will be in your Documents – Requirements list with a green dot.
  • Good to know
  • If the client rejected by mistake a valid document, just click Resubmit. You can also add an explanation note by click the icon in the Reason column.
  • If a rejected document is required by multiple clients, your changes will automatically applied to all. Once modified, the document will appear with a yellow dot in your Pending Requirements for each client who has required it.

How to see or share my public Passeport?

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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. 

To access it: 

Access Contractors ⇒ Our Passport

  • Click the dark blue Public Passport button at the top right of the window.
  • Once the Passport 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 public Passeport window).

How to invite a client to collaborate on NeXafe?

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You can maximise your NeXafe account by inviting other clients to access your compliance information and documents via NeXafe at no cost to them.

How to do it:

Access Contractors ⇒ Clients  

To send the invitation:

  • Click the blue + Client button in the header to open the master list of Main contractors.
  • Find the company to invite by scrolling through the list or using the search bar.
  • Click the blue button on the row of the company:
    • If the button says Collaborate, it indicates that your client is already on NeXafe and you only have to confirm you invitation.
    • If the button says Join NeXafe, a window will open filled with preset contact information that you can modify if you have a different contact person. Make sure that you invite the person responsible for the account management.

Once the invitation has been sent:

  • The main admin or contact person at the invited company will receive a notification for your invitation.
  • In the master list of Main contractors, the button of the invited client is now dark grey and indicates Resend to facilitate a new invitation, if needed.
  • The invited company is also added to your list of Clients with an Invited status (button in pale grey).
  • Once the invitation accepted, you will be notified and the status of the company will be switched to Active (button in blue).

If your client is not in the general list, you can send an invitation to join NeXafe.

  • If you can’t find a contractor in the general list, click the blue + Client button again at the top of the window.
  • Enter the client’s email (make sure you invite the person that will be managing account).
  • An invitation to create their NeXafe account will be automatically sent to them.
    • The invited client is added to your external invitation list that you can access by clicking the blue External Invitation button in the header of your Clients window.
    • Once the new account is activated, your client will be transferred to your Clients list.
    • Its status will indicate Invited until the collaboration is accepted. Once done, the status will indicate Active.

How to cancel my collaboration with a client?

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Access Contractors ⇒ Clients  

  • On the line of the client, slide the Status button to the left (in blue when the collaboration is active).
  • A confirmation window will popup and the client will be removed from the list once cancelation is confirmed.
  • Good to know
  • If you delete a client by mistake, you will have to invite him to re-establish the collaboration.

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