Worker Compliance

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Worker Compliance

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How to create a worker Passport?

Compliance documents and information or others items of a worker are kept and tracked in an individual Passport.

To create a worker Passport, you must first create the worker as a user in the system.

Open the list of Users from the menu bar

Click the blue Add button at the top of the window.
- A user profile window will open.
Complete the identification information.
Slide the Passport toggle button to Active.
Select the language of use.
Complete the other relevant information.
Click Save to register your information and exit.
- The worker Passport has been created and added to your list of Passports.

You can give the worker a “view only” or “editing” access to his Passport.

In the Users list, check the box of the worker and click the blue Assign Roles, and select the relevant Role.

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

In the Users list, check the box of the worker and click the blue Assign Groups, and select the relevant Group.

How to create requirements or other tracked items?

Requirements are items added to a Passport that affect the worker’s compliance status. Items added to a Passports and tracked that do not impact the compliance status of a worker are called Other Items.

To be added to a Passport, all items must first be created in the All Items list.

Access the Worker Compliance sub-menu ⇒ Select All Items

Click the blue Add button at the top of the window.
- The item creation/updating window will open.
Add a title.
Select the type of item you want to create in the scroll down list.
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 All Items list.

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

Access the Worker Compliance sub-menu ⇒ Select Requirement Lists

To create requirement list:

Click the blue Add 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 to a list (or delete from):

In your list of Requirement Lists, click on the list you want to update.
- The list updating window will open.
Click the blue Add a requirement button.
Select the type in the left scroll down list.
Select the item in the right scroll down list (all items from your All Items list that correspond to the selected type).
Click the blue Save Item button to register your selection.
Repeat until your list is complete.
You can click the red Delete Item button to remove an item from the list.
Click the blue Save button under description windows 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.

How to assign requirements to workers?

Access the Worker Compliance sub-menu ⇒ Select All in the Passports section

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 list 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.
All requirements will have a red dot indicating that they are non-compliant until valid information and documents are added.

How to add compliance information and document?

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

To update from your Tracking list.

Access the Worker Compliance sub-menu ⇒ Select 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 the Worker Compliance sub-menu ⇒ Select All in the Passports section

In the Passports list, 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 the Worker Compliance sub-menu ⇒ Select All in the Passports section

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

Click the first icon to “View”.
Click the second icon to “Share”
- The Passport URL has been copied and can be paste in an e-mail.
- The paste URL will be a link in the e-mail that the recipient can click to view the Passport.
Click the last icon to download.

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

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

Access the Worker Compliance sub-menu ⇒ Select All in the Passports section

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 Add Item button in the header will become blue and be activated.
Click the blue Add Item button.
- The updating window will appear.

In the updating window:

Select the Type of item in the top scroll down list.
Select the Item in the second 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 Update 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 the Worker Compliance sub-menu ⇒ Select 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 Worker Compliance sub-menu ⇒ Select 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

Click the blue Add a Requirement button.
Select the type of document from the drop-down list on the left (the list of standard documents is selected by default).
Select the document according to the type chosen in the drop-down list on the right.
Click Save Item to save your selection and make the document a requirement.
Click the blue Save button under description windows 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 Delete Item button for the specific requirement item to delete, then confirm.
Click the blue Save button under description windows 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 by clicking the red Delete Item button for each requirement item.
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 the Worker Compliance sub-menu ⇒ Select All in the Passports section

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 or editing access to the data in the platform.
Workers: with associated Passports (with access or not to the platform).

Open the list of Users from the menu bar

To create a new User:

Click the blue Add 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 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.

Click Settings in the menu bar to open the sub-menu ⇒ Select Management Groups

To create first level groups:

Click the blue Add 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.