As the contractor business administrator, you are responsible for ensuring that all necessary documentation is uploaded and kept up to date. This is so your employees can access client sites without any delays or issues during sign-ins.
How a Contractor Business Admin can upload Business required Documents.
Note: This feature is only available to SecurePass Clients that have purchased the full Contractor Management package not just Visitor Management. If you are interested in this feature, please reach out via this link.
Note: System Admins can also upload Documents on behalf of Businesses. These Documents will automatically be verified and added to the Business Profile.
As a reminder there are Two Different users that are working together regarding Contractor Management,
- Contractor Business Admin (commonly known as a ‘CBA’)
A designated person at a contractor business that manages their company's business profile within SecurePass. A Contractor Business Admin is UPLOADING DOCUMENTS
- System Admin (referred to as Admin)
System Admins have the highest level of permissions in SecurePass. They can have access to more than one site and have the ability to modify your kiosk appearance.
A System Admin can also invite Contractor Business Admins, add and edit Contractor Businesses as well as approve any new documents or changes to a Contractor Business or their employees. A System Admin is Verifying those Documents
Contractor Business admins can upload business documents by following these steps:
- Go to the contractor business profile, under the ‘Documents & Dates’ table, click the ‘Add Document’ button.
- In the pop-up form, input the document’s expiry date.
- Upload the file.
- Click the ‘Save’ button.
- Then Click " Review and Submit Changes for Approval"
Example of the process a Contractor Business Admin would follow. Note: No file has been uploaded on this recording. Please Ensure that a file is loaded.
- Wait for the page to automatically refresh.
- Check the uploaded document in the table, which will then be pending the site admin’s approval.
When the Revision Pending of approvement text is displayed. That means a System Admin will need to either approval or rejected those submitted documents.
- The HealthSafe Support cannot approve or decline Business Related documents. That can only be done by a System Admin.
- If you have any specific questions related to the documents that need to be uploaded. Please reach out to the Business you are doing work for.
How a Contractor Business Admin can upload MANDATORY Business required Documents.
As a Contractor Business Admin you may also be required to upload Mandatory required Documents. The process of uploading these documents is slightly different to the one from above.
If Mandatory Documents are not uploaded. Your Contractor Employees associated with your Business, will NOT be able to sign on to Site.
It is your responsibility as a Contractor Business Admin to upload these documents and keep them to date.
This is an example of Mandatory Documents that need to be uploaded
This is a step by step guide on how to upload Mandatory Documents. PLEASE Ensure that you are uploading them in the Mandatory Section, and not ADDING a document.
What Notifications you will receive about your Business Documents.
- When your uploaded document is approved by a site admin/system admin, you will receive the following email notification. NOTE : The FILE_NAME will change to your documents names.
- If your uploaded document is REJECTED by a Site Admin/System Admin, you will receive the following email notification. If you have any questions WHY your document were rejected please reach out
- Once your uploaded document is approved by a site admin, it would look like something like the below image.
- If there are no more red documents (Mandatory) , this means you have meant your required documents on a Business Level.
- Note: There may also be required documents on a Employee level that need to be added. Please see the below paragraph that go through the process on how to upload those documents.
How to Add documents onto a Contractor Employees Profile.
Contractor business admins can also upload required documents for their contractor Business Employees by following similar steps to uploading documents on the company profile level.
Please remember that documents may be required on both a business and employee level, similar to MANDATORY business documents if they aren't uploaded on a Employee level if required, your employees will not be able to sign on
- Go to a contractor business employee profile by clicking the ‘Employees’ tab from the Contractor Business Profile page, then click the ‘Profile’ button beside your preferred employee.
- Under the ‘Documents & Dates’ table, click the ‘Add Document’ button.
- In the pop-up form, input the document’s expiry date.
- Upload the file.
- Click the ‘Save’ button.
- Then "Send for Approval"
- Similar to Business Documents, make sure that you are adding them to the correct area and not adding an additional document.
How a Contractor Business Employee can be added into the System?
For a step by step guide on how to add a Contractor Employee into SecurePass please view this article.
How to Add Contractor Business Employees in SecurePass
What Notifications a Contractor Business Admin will receive regarding Employee documents.
- In regards to notifications, a Contractor Business Admin will receive similar notifications regarding their Employee documents as they would their business documents.
- Employee Documents can either be accepted or rejected by a system admin. To avoid delay, make sure you are submitting the correct Documents.
What to watch this article in a Video Format? Click the Video below!
Support
- By following this guide a Contractor Business Admin should have a solid understanding of the process they should follow to upload their business requirements.
- The HealthSafe Support cannot approve or decline Business Related documents. That can only be done by a System Admin.
- For further assistance or questions regarding SecurePass please contact our support team at support@healthsafe.co or visit our support page at Submit a support ticket (healthsafe.co.nz).