Worker Compliance

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How to create a worker Passport?

All workers must first exist as Users in NeXafe to be able to have a Passport.

Access Users / or access Workers⇒ Passports and click the Users dark blue button in the header

If the worker is already in NeXafe as a user:

Find the worker in the user list.
Flick the grey button in the Passport Status column to the right.
- The status button will turn blue to indicate that the Passport is now active.

If the worker is NOT already in NeXafe as a user:

Click the blue + User button at the top of the window.
- A user profile window will open.
Complete the identification information.
Slide the Passport Status toggle button to Active.
Select the language of use.
Complete the optional work information.
In the Management Groups section, click the Assign/Remove button to add the worker Passport to one or several management groups (if you have created such a structure. Go to Organization / Groups to manage your group structure).
In the Roles section, click the Assign/Remove button to select if:
1. the worker can have access right to its Passport and
2. the right is “view only” or “view and edit” (go to Organization / Roles & Permissions to manage your roles).
Click Save to register your information and exit.
- The worker Passport has been created and added to your list of Passports

If you create multiple users at the sametime, you can attribute roles and groups in batch at a latter time. Once all users are created, go to your User List, select the ones with a common role and/or group, and then click the Assign roles or Assign Groups button.

How to create requirements or other tracked items?

To be added to a Passport, all items must first be created in the Items list. Requirements are items added to a Passport that affect the worker’s compliance status. Items added to a Passports that do not impact the compliance status of a worker are called Other Items.

Access Workers ⇒ Items

Click the blue + Item button at the top of the window.
- The item creation/updating window will open.

Select the type of item you want to create in the scroll down list.
Add a title.
Add a description (optional).
Select if the item will have a public access (all) or a private (Admin only).
Select if the obligation level of the attachement:
- Mandatory: the item will be non-compliant if attachment is missing.
- Required: the attachment is mandatory, but the item will not be non-compliant if the attachment is missing..
- Optional: the item will not be non-compliant if the attachment is missing.
Select if the attachement can be shown publicly or not (private = Admin only).
You can select a pre-set duration that will calculate automatically the expiry date of the item once an issue date is added.
Click Save to register your information and exit.
- The item has been created and added to your Items list.

To become a requirement, an item must be added to a requirement list. A requirement list can contain one or several requirements and is used to assign the requirements it contains in batch to one or several Passports to facilitate and speed-up the process.

Access Workers ⇒ Requirement Lists

To create a requirement list:

Click the blue + List button at the top of the window.
- The list creation window will open.
Add a title and click Save.
- The list updating window will open.
Add a description if you want.
Click Save to register your information and exit.
- The list has been created and added to your list of Requirement Lists.

To add requirements (or delete from):

In your list of Requirement Lists, click on the list you want to update to open the updating window.
Select the item in the scroll down list (shows all items from your Items list not already selected in the current Requirement list).
Click the blue + button to register your selection.
Repeat until your list is complete.
You can click the red Trash Can icon to remove an item from the list.

Changes to the item selection in a list (add or delete) are automatically saved.
In your list of Requirement Lists, the blue rounded square of the Requirements column of the list you just updated will indicate the adjusted number of requirements in your list.
You need to click the blue Save button to register changes made to the title or description.

How to assign requirements to workers?

Access Workers ⇒ Passports

From the Passport table:

Check the selection box of the selected worker (select multiples workers to batch assign the requirements).
Click the blue Assign Requirements button in the header section.
- Your list of Requirement Lists will be displayed in a pop-up window.
Select the list(s) you want to assign and click Save.
All the requirements in the selected list(s) are now added to (1) the Requirements section of each selected Passport and (2) to your Tracking List (repeated for each worker).
They are ready to be updated with the required compliance information and documents.

From a Passport:

Click open the selected Passport.
Click the blue Manage Requirements button in the header section.
- Your list of Requirement Lists will be displayed in a pop-up window.
Add (or Remove) the desired item.
Repeat if needed.
All the requirements in the selected list(s) are now added to (1) the Requirements section of each selected Passport and (2) to your Tracking List (repeated for each worker).
They are ready to be updated with the required compliance information and documents.

The new Requirements will have a red dot indicating that they are non-compliant until valid information and documents are added.

If the item added as a Requirement is already in a Passport as an Other Item, it will be automatically transferred to the Requirements windows with its document, information, and compliance status.

How to add compliance information and documents?

You can add compliance information and documents to comply with a requirement directly in your Tracking list or from a worker Passport.

To update from your Tracking list:

Access Workers ⇒ Tracking

In your Requirements table (left selection in left section of the header), find the worker’s requirement you want to update.
- If needed, use “sort” or “filter” in the column header.
Click on the requirement.
- The updating window will appear.

To update from a Passport:

Access Workers ⇒ Passports

Click on the selected the worker.
- The worker’s Passport will open.
In the Requirements list, find the worker’s requirement you want to update.
Click on the requirement.
- The updating window will appear.

In the updating window:

Upload the document file by dragging and dropping the it 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 Expiry dates.
- If the requirement has a pre-set duration, the Expiry Date will be automatically calculated and added.
- If the uploaded document has no Expiry Date, slide the Lifetime button to the right.
Click the “check” icon on the right to directly approve the information (if you’re the person responsible for approval).
- If not checked, the requirement will go through the approval process before being declared compliant.
Click the blue Update button to save your information.

If you approved your updating at this stage, the requirement will now have a green dot to indicate its compliance in both the your Tracking list and the list of Requirements in the worker’s Passport.

If not, the dot will be yellow to indicate in both the your Tracking list and the list of Requirements in the worker’s Passport to indicate that it’s pending approval, and the requirement will be added to your list of Approvals until it is approved.

How to see, share, or download a public Passport?

The public Passport is a limited view of a full Passport that allows show and share selected information.

Access Workers ⇒ Passports

On the row of the selected worker, go to the Public Passport column.

- Click the eye icon to “View”.
Click the second icon to “Share”
- Once clicked, the Passport URL is copied and ready to be pasted in an email. The email recipient will be able to click the link to view the Passport.
Click the PDF icon to open a view where you can:
- Use the print function of your browser to print or save as PDF the public Passport (without the attachments).
- Click the download PDF attachments (one PDF for the requirements and one PDF for the additional Documents).
Click the last icon to “Share” the link to the PDF window.
- Once clicked, the URL is copied and ready to be pasted in an email. The email recipient will be able to click the link to access the Passport‘s download window.

How to add a non-required item to a Passport?

All items in your Items list can be added to any Passport, even if they are not Requirements. Once added to a Passport, you can complete and upload the corresponding information and document, and track their validity status.

Access Workers ⇒ Passports

In the Passports list, click on the selected the worker.
- The worker’s Passport will open.
Click the blue Edit button in right section of the header.
- The grey + Item button in the header will become blue and be activated.
Click the blue + Item button.
- The updating window will appear.

In the New Item window:

Select the item in the top scroll down list.
Upload the document file (if needed) by dragging and dropping the it 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 Expiry dates.
- If the item duration is pre-set, Expiry Date will be automatically calculated.
- If the item has no Expiry Date, slide the Lifetime button right instead
Click the “check” icon on the right to directly approve the information (if you’re the person responsible for approval).
- If not checked, the requirement will go through the approval process before being declared compliant.
Click the blue Add button to save your information.
- The item with its information and document are now added to the Passport in the list of Other Items

You can track the validity status of all non-required items in the Other Items section of the Tracking list.
When a non-required item included in Passport becomes a requirement and is assigned to the Passport, the item and its information and document will automatically transfer to the list of Requirements in both the Passport and Tracking.
The coloured dots (green, yellow, red) are used with non-required item to indicate if the information and document comply with the item specification.

How to attached a file document to an item?

The simplest way to access and update a requirement or a non-required item is in Tracking, all actions can also be done in a Passport.

Access Workers ⇒ Tracking

Find the item in the Requirements or Other Items tab.
Click on the requirement/item.
- The updating window will appear.

In the updating window:

Upload the document file by dragging and dropping the it 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 (you can delete the attached file by clicking the red Paper clip – the right one mark with an X).

When you update and replace an existing attachment, you can either keep the previous version or delete it.
To keep it (best practice): proceed directly with the upload of the new file. The existing file and dates will be automatically saved and be accessible by clicking the icon of the Versions column on the requirement/item row.
To delete it: click the red Paper clip – the right one mark with an X before uploading the new file, or click the icon of the Versions column on the requirement/item row after having completed your update to delete the selected version.

How to modify or delete a requirement list.

You can modify the name of an existing Requirement list, add/modify the description, add/delete requirements, or delete a list.

How to do it:

Access the Workers ⇒ Requirement Lists

Click the name of the list to open the update window.

Name or description

Modify the content directly in the respective fields.
Click the blue Save button (The window will close. If you also want to modify the requirements, proceed with your modifications first, and afterwards click the blue Save button to exit the window and go back to the Requirement Lists).

Add a requirement

Select the item in the Item drop-down list on the right.
Click + to add and save your selection.
Click the Exit icon or the blue Save button to exit and go back to your list of Requirement Lists.
In your list of Requirement Lists, the blue rounded square of the Requirements column of the list you just updated will indicate the adjusted number of requirements in your list.

Delete a requirement

Click the red Trash Can icon to remove on the line of the requirement.
Click the Exit icon or the blue Save button to exit and go back to your list of Requirement Lists.
In your list of Requirement Lists, the blue rounded square of the Requirements column of the list you just updated will indicate the adjusted number of requirements in your list.

Delete a requirement list

Delete all requirements from the list.
Once the list is empty, click the red Delete button under the description zone, then confirm.

If you modify or delete a requirement list, the changes will automatically affect all the worker Passports the list was assign to.

How to print Passport Cards?

Access Workers ⇒ Passports

Click the blue icon of the Card column on the row of the selected worker or check the selection box of multiple the workers and click the blue Passport Cards button in the header section.
- The cards of the selected Passport(s) will be display in a new tab.
In the new tab, use the print function of your browser to print the cards.

User Management

Any employee that needs to be part of the platform (with access or not), needs to have a User profile.

Users can either be:

Admin: access to the management function of the platform.
Supervisors or management: view only or and view/edit access (can be limited) to the data in the platform.
Workers: with associated Passports (with access – view or view/edit, or not to the platform).

Access Users

To create a new User:

Click the blue + User button at the top of the window.
- A user profile window will open.
Complete the identification information.
Slide the Passport toggle button to Active if you want to create a Passport for this user (monthly fee will apply).
Select the language of use.
Complete the other relevant information.
Click Save to register your information and exit.

To modify the profile information of a user:

Click the name of the user.
- The user profile window will open.
In the profile window, click the blue Edit button in the right section of the header.
- The top border of editable windows will change from blue to yellow.
Update the relevant information.
Click Save to register your information and exit.

To delete a user:

Click the the name of the user.
- The user profile window will open.
In the profile window, click the red Delete button in the right section of the header.
Confirm.

You can give a user a “view only” and/or “editing” access to the platform.

In the Users list, check the box of one or several users.
Click the blue Assign Roles.
Select the relevant Role.

You can assign a user to a specific management group (if you have created such a structure).

In the Users list, check the box of one or several users.
Click the blue Assign Groups.
Select the relevant Group(s).

Management Groups

To provide a more accurate management across the company workforce, you can reproduce your company structure, either be sub-companies, business units, divisions, plants, department, teams, etc. To do so, you create hierarchical structure of groups that can go down 8 levels.

Access Organization ⇒ Groups

To create first level groups:

Click the blue + Group button at the top of the window.
Name the group and Save.

To create sub-level groups:

Click the 3 dots icon at the top right of the group window to which you want to add a sub-group, and select Create.
Name the group and Save.

To delete a group:

Delete all users from the group by click the Garbage Can icon on each row or by checking the selection box of all users and clicking the red Remove Users at the bottom right of the group window.
Click the red Delete Group at the bottom right of the group window to remove the empty group.

To add users to a group:

Click the 3 dots icon at the top right of the group window to which you want to add users, and select Edit.
Click the blue Users not in Group button in the right section of the header.
Select the user(s) you want to add by checking their selection box.
Click the blue Add Users button in the right section of the header.
In your Management Groups window, the selected users are now part of the group.

To move users to another group:

Select the user(s) you want to move by checking their selection box.
Click the blue Move Users at the bottom left of the group window.
In the pop-up window, select the new group and Save.