Insurance
The insurance task works in the same way as the document task for users, except it includes the policy coverage amount and an optional PDS file upload.
To Create and Assign:
- Go to Settings > Company > Tasks and select Manage under Insurances
- Select + Add New
- Enter the name, with any description and instructions
- If you require the submitted document to be approved, be sure to choose Yes in the last question
- Select Save to move to the next step
- You will be taken to assign the insurances to the companies as required
- Select Save to finish or cancel to skip the task assignment step
For Company to Complete:
You must enter the insurer, policy number, policy coverage mount, expiry date, certificate of currency, and an optional schedule of cover (PDS).
Please ensure you enter the details exactly as they appear on your documentation.
Licence & Permits
The licence & permits task works in the same way as the document task for users.
To Create and Assign:
- Go to Settings > Company > Tasks and select Manage under Licence & Permits
- Select + Add New
- Enter the name, with any description and instructions
- Underneath instructions, answer the following questions:
Does it require approval when submitted? Yes or No.
Does the license require a file upload, or reference number, or both?
Does the license require an issue date? Yes or No
Does the license require an expiry date? Yes or No
Does the license require an issuer name? Yes or No - Select Save to move to the next step
- You will be taken to assign the licence/permit to the companies as required
- Select Save to finish or cancel to skip the task assignment step
For Company to Complete:
Upload the document as required and add any other fields that are mandatory that were configured by the administrator (reference number, issue date, expiry date, issuer name).
WHS Documents
This section comprises the following WHS documentation:
- Management Plans
- SWMS
- JSA
- Risk Assessments
Each document type can be reported on separately. Once setup and assigned correctly, submission of these documents can be requested from companies and recorded as documentary evidence.
Please note that the above-mentioned WHS documents have the same document properties and attributes as each other, therefore the instructions below, to create and manage these documents are the same across the board.
To Create and Assign:
- Go to Settings > Company > Tasks and choose a WHS document to manage - select Manage
- Select + Add New
- Enter the name, with any description and instructions
- Underneath instructions, answer the following questions:
Does it require approval when submitted? Yes or No.
Does it require a review date? Yes or No
If Yes is selected, you will be presented with two choices of review periods:
(1) by validity period added to the date of issue; or
(2) exact date chosen by the admin. - Select Save to move to the next step
- You will be taken to assign the document to the companies as required
- Select Save to finish or cancel to skip the task assignment step
For Company to Complete:
Upload the document file.
There are also some post-submission options:
- The admin can invalidate an existing WHS document and request for a new version to be uploaded. Invalidating will prompt a notification to Company Admin for action.
- Renewal can be submitted by an admin.