Contact person:Registering persons of your organisation

Registering persons of your organization

Step 1: Log in

Enter in the addressbar at the top of the screen: https://zeelandrefinery.iqsoft.nl

Figure 1. Enter address

Log in at the Contractor Portal with your username and password. They were send to you after finishing the application procedure.

Figure 2. Login screen

Step 2: Add a person

You will now see the menu below. Press PERSONS, on the left side in the menu bar.

Figure 3. Main screen

Now you see the menu PERSON OVERVIEW, press ADD PERSON, on the right side of the screen.

Figure 4. Person overview

In the screen below, all fields PERSON INFORMATION are required. When complete, press ADD.

Figure 5. Person information

Additional information

E-mail address:

Fill in the persons private e-mail address or use a self-made business e-mail address.

To make a self-made business e-mail address: initials/[email protected]

This e-mail address is very important!

The person must use this e-mail address to:

* To see or adjust his person information.

* To log in for the Helix Safety Instruction Contractors

It is not allowed to make/use:

info@...

sales@...

inkoop@...

Use other addresses such as:

initials/[email protected]

private e-mail address

Examples for a business e-mail address:

A.M.P. van der Velden	[email protected]
A.de Vries	[email protected]
G. Pieterse	[email protected]

Organisation:

This is your employer and the subcontractors.

Roles:

Figure 6. Roles

Here, you must make a choice.

Be careful by making this choice because on this depends the required qualifications necessary at ZR.

When finished press ADD and you see a pop up:

Figure 7. Person created popup

Look for the name in the PERSON OVERVIEW.

Figure 9. Person overview

You can scroll through all the names in the list, but also search BY NAME. When you have found the name/person, press ACCEPT.

You go the next screen where you must accept the terms of agreement After this press NEXT

Figure 10. Accept agreement terms

You must draw your signature in the box and SUBMIT

Figure 11. Place signature

Step 3: Edit the person

Now you must EDIT the PERSON

Figure 12. Edit person

On the left side of the screen you see the PROFILE: this profile show the status of the person: GREEN means: all the data are entered RED means: data incomplete

In each tab you must enter the required information.

Figure 13. Enter required information

Tab Person information

The home address is not the same as the residence address (stay in a hotel) shift the button: it changes to green.

Person information, organisation and roles are taken over from an earlier screen.

Tab Identification

Do not use the personal number.

It is clear that a driver's licence is not allowed at ZR.

Figure 14. Identification tab

Tab Access control

You can skip this tab.

Tab Qualifications

Depending on the persons nationality the Portal shows the required QUALIFICATIONS, such as VCA/SCC, A1, employer’s statement, Helix safety instructions contractors.

At the top of the screen you see the required qualifications.

Figure 15. Qualifications tab

A1 declaration

Press ADD and the next screen appears:

Figure 16. A1 declaration 1/1

Answer YES or No to the question: Are you on the payroll within Netherlands.

When YES you don’t have to add this qualification; press OK

When NO, press NEXT and note the valid date of the declaration and upload the document.

Figure 17. A1 declaration 2/2

Press SUBMIT. The pop up SUBMIT SUCCEEDED appears, and press OK. The next screen appears.

Figure 18. Submit succeeded

Note:

When you have submitted the qualification, the guard(s) at Zeeland Refinery receive an e-mail to approve the qualification.

When they have approved the qualification, you receive an e-mail to confirm.

VCA / VCA vol / SCC

If the person has a Dutch nationality, the VCA document can be searched and found in the national database.

Figure 19. VCA 1/2

Press ADD VCA/SOG DIPLOMAS AUTOMATICALLY.

If the person is known in the database, the information is automatically placed.

If not, this has to be done manually.

Figure 20. VCA 2/2

You must follow the procedure. When all the information needed is filled in, press SUBMIT

Figure 21. Sumit succeeded

Note:

When you have submitted the qualification, the guard(s) at Zeeland Refinery receive an e-mail to approve the qualification.

When they have approved the qualification, you receive an e-mail to confirm.

Helix Safety instruction contractors

Figure 22. Helix site safety exam

Follow the same procedure and press SUBMIT when you have completed all information.

Any person who does not have an valid Helix Safety Instruction Contractors, must have followed this before starting to work at Zeeland Refinery.

Press here to see the manual handleiding Helix Veiligheidsinstructie Contractors

Note:

The person must log in tot the Helix Safety Instruction Contractor, with the e-mail address that is know in the Contractor Portal

If the Instruction is made with a positive result, the data are automatically processed in the Contractor Portal.

Employer’s statement

Figure 23. Employers statement

In this field, the document must be added. After this, press SUBMIT and this screen appears.

Figure 24. Submit succeeded

Note:

When you have submitted the qualification, the guard(s) at Zeeland Refinery receive an e-mail to approve the qualification.

When they have approved the qualification, you receive an e-mail to confirm.

Work permit

Fill in the required information and press SUBMIT

Figure 25. Work permit

On your screen appears INDIENEN GELUKT. Press OK and the following screen appears.

Figure 26. Approve permit

Note:

When you have submitted the qualification, the guard(s) at Zeeland Refinery receive an e-mail to approve the qualification.

When they have approved the qualification, you receive an e-mail to confirm.

NOTES

Here you can add any additional information.

Figure 27. Notes

If ALL the documents and additional information is processed, press SAVE.

Figure 28. Confirm changes

CANCEL means that you add missing information in the menu’s
CONFIRM means that all data stored.

Repeat this procedure of each new person.

Search for an organisation

If you are looking for an organization, press on the left side in the menu on ORGANISATIONS and search by name

Figure 29. Organisation search

For any problem concerning the Contractor Portal , contact the IQ-Soft Helpdesk