Getting Started with Contractor Management System – Altora

Altora can be used as an induction and compliance system, as well as a contractor management system. In this article, you will learn how to set up the contractor management system side of Altora so you can manage company tasks such as insurances and keep track of compliance for every individual company.

Task roadmap

Here's an overview of the tasks we'll cover in this article.

Step 1: Determine Company Tasks
Step 2: Add Insurances
Step 3: Add Licences & Permits
Step 4: Add WHS Documents
Step 5: Pre-qualification Settings
Step 6: Adding New Companies
Step 7: Assigning Individual Company Task

Step 1: Determine Company Tasks

There are many different types of tasks that you can request a company to complete. If you have not already done so, determine which company tasks you require from companies, including insurances, licences, and a variety of safety documents. Please refer to this article for more information on these task types.

Step 2: Add Insurances

To add insurances go to the Setup section under the Companies tab. Once in the Insurances section click the "New Insurance" button on the top left of the screen to create a new insurance. From there follow the prompts to enter the required details of the insurance.

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Step 3: Add Licence & Permits

To add licences and permits go to Settings > Company > Tasks and click Manage next Licences & Permits. Once in the Insurances section click the button to create a new licence or permit. From there follow the prompts to enter the required details of the licence or permit.

Step 4: Add WHS Documents

To add WHS Documents go to Settings > Company > Tasks and click Manage under the different types of WHS documents (e.g SWMS, JSA, etc.) you would like to create*. Once in the specific WHS section click the "+ New" button to create a new WHS Document. From there follow the prompts to enter the required details of the WHS Document.

*Please note that all the different WHS documents have the same document properties and attributes as each other, therefore the above instructions to create and manage these documents are the same across the board

Step 5: Pre-Qualification Settings

Pre-qualification Questionnaire

Navigate to Setup> Pre-Qualfication> Questionnaires within the Companies tab and click the "+ New Questionnaire" button. From there, you can enter the title of the pre-qualification and build your questionnaire through the desired elements. Ensure that you click save so that all changes are carried across.

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Heading	A heading is a read-only piece of text that can help divide a questionnaire into logical sections.
Text	Text is a read-only part of the form, useful for instructions and explanations within the questionnaire.
Text Field	A text field is a field type that a user will provide input for, for example entering a name or a contact phone number
Link	A link allows you to add a hyperlink to other URLs.
Drop Down	A drop-down is a field type where the company admin makes a selection from predefined values
Multiselect	A multi-select is a field type that a company admin may choose one or more options for.

Pre-qualification Tasks

Navigate to Setup> Pre-Qualfication> Pre-Qualification flow within the Companies tab and click the "+ New Pre-Qualification" button on the top right-hand side.

Name the title of your Pre-Qualification and determine whether a questionnaire is required and if so, pick between your digital questionnaire that was created in the previous step or upload a pre-existing file.

Build your list of tasks for the pre-qualification, by using the drop-down to find a task and click the 'Add' button to add another. Then sort your tasks by simply dragging them into the order you want.

To remove a task select the red circular button.

Step 6: Adding New Companies

From the menu bar, select the Companies tab. This will display a list of all companies you can manage. Select the View button to manage each company's records.

To add a new company, select the +New Company button and follow the prompts on the screen. You can select a company to go through the pre-qualification requirements* or skip ahead to add them into the system.

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*If you select a company to go through the pre-qualification process, they will not be assigned an account until the pre-qualification requirements have been completed and approved.

Step 7: Assigning Individual Company Tasks

If there are certain company tasks you would like assigned to a company that they were not initially assigned to or it wasn't a requirement in the pre-qualification this can be done so by two ways.

The first is to assign it to the company through their company profile. To do this navigate to the Companies tab in the menu bar and select the desired company. From there click 'EditAssignments' to view and/or update existing company tasks assignments.

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The other method is to do this through the settings section, this is useful if you want to assign multiple companies to the same task at one time. To do this navigate to Setup select the task and click the Assign button. Once in this section, select the companies you would like to bulk assign, click "Assign" and then save the changes.

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Congratulations, you have now fully set up your Contractor Management System! If you would like to read more on managing your contractor management system, please click here.