Difference between revisions of "Contact person:Registering persons of your organisation"
Dreijnierse (talk | contribs) (Updated image descriptions) |
Dreijnierse (talk | contribs) (Improved English and layout) |
||
Line 1: | Line 1: | ||
= Registering persons of your organization = | = Registering persons of your organization = | ||
+ | == Step 1: Add a person == | ||
+ | Click on ''Persons'' in the menu to get an overview of persons registered to your organisation. | ||
+ | [[File: afb3 Persons.png |thumb|500px|left|Figure 1. Main screen]]<br clear=all> | ||
− | + | Click on ''ADD PERSON'', on the right side of the screen. | |
− | + | [[File: afb4 person overview.png |thumb|500px|left|Figure 2. Person overview]]<br clear=all> | |
− | [[File: | ||
− | + | In the screen below, all of the fields under ''Person information'' are required. When complete, press 'ADD'. | |
− | [[File: | + | [[File: afb5 person information.png |thumb|500px|left|Figure 3. Person information]]<br clear=all> |
− | |||
− | |||
− | |||
− | |||
− | |||
− | |||
− | |||
− | |||
− | |||
− | |||
− | |||
+ | === Additional information === | ||
− | + | :: '''<u>E-mail address</u>''' | |
− | '''E-mail address | ||
:: Fill in the persons private e-mail address or use a self-made business e-mail address. | :: Fill in the persons private e-mail address or use a self-made business e-mail address. | ||
Line 29: | Line 20: | ||
:: <span style="color: red; font-weight:bold">This e-mail address is very important!</span> | :: <span style="color: red; font-weight:bold">This e-mail address is very important!</span> | ||
− | |||
:: The person must use this e-mail address to: | :: The person must use this e-mail address to: | ||
Line 36: | Line 26: | ||
− | :: It is not allowed to | + | :: It is not allowed to use or create addresses like: |
− | :: info@... | + | :: * info@... |
− | :: sales@... | + | :: * sales@... |
− | :: | + | :: * purchasing@... |
− | |||
− | |||
− | |||
− | |||
− | |||
+ | :: Use other addresses such as: ''initials/[email protected]'' or the employees private e-mail address. | ||
:: Examples for a business e-mail address:<br> | :: Examples for a business e-mail address:<br> | ||
Line 58: | Line 44: | ||
− | '''Organisation | + | :: '''<u>Organisation</u>''' |
:: This is your employer and the subcontractors. | :: This is your employer and the subcontractors. | ||
− | '''Roles | + | :: '''<u>Roles</u>''' |
− | :: [[File: afb6 rollen.png |thumb|500px|left|Figure | + | :: [[File: afb6 rollen.png |thumb|500px|left|Figure 4. Roles]]<br clear=all> |
− | < | + | |
+ | |||
+ | :: Choose the appropriate role(s) | ||
+ | :: <span style="color: red; font-weight:bold">Be sure to choose the right roles as required qualifications are based on the selected roles.</span> | ||
− | |||
− | |||
+ | When finished press ADD and you see the following pop up: | ||
+ | [[File: afb8 go to person overview.png |thumb|500px|left|Figure 5. Person created popup]]<br clear=all> | ||
− | + | Look for the name in the ''Person overview''. | |
− | [[File: | + | [[File: afb9 look for the name.png|thumb|500px|left|Figure 6. Person overview]]<br clear=all> |
− | + | You can scroll through all the names in the list, but also search by name. | |
− | + | When you have found the name/person, click ''ACCEPT''. | |
− | + | The following popup will be displayed where the terms of agreement need to be accepted. | |
− | + | After checking the two boxes, click ''Next'' | |
− | + | [[File: afb10 terms of agreement.png|thumb|500px|left|Figure 7. Accept agreement terms]] <br clear=all> | |
− | |||
− | [[File: afb10 terms of agreement.png|thumb|500px|left|Figure | ||
− | |||
− | + | Place your signature in the required box and click ''Submit'' | |
− | [[File: afb11 signature.png|thumb|500px|left|Figure | + | [[File: afb11 signature.png|thumb|500px|left|Figure 8. Place signature]] <br clear=all> |
− | |||
− | == Step | + | == Step 2: Edit the person == |
− | + | To continue you now need to edit the person and enter more required information. | |
+ | Click on ''Edit person'' | ||
− | [[File: afb12 edit the person.png|thumb|500px|left|Figure | + | [[File: afb12 edit the person.png|thumb|500px|left|Figure 8. Edit person]] <br clear=all> |
− | + | At the top you can see the persons status at a glance, the user either has access or no access. Below this status the qualifications required for this status are shown. | |
− | |||
− | |||
+ | // add screenshot | ||
− | + | Each tab requires information; fields marked with an asterisk are required. | |
− | |||
− | |||
− | + | ==== Tab Person information ==== | |
− | + | If the home address is not the same as the residence address (eg. staying in a hotel) click the slider next to ''Residence address is different than home address''. | |
− | |||
+ | [[File: afb13 required information.png|thumb|500px|left|Figure 9. Enter required information]] <br clear=all> | ||
− | + | ==== Tab Identification ==== | |
− | + | * Do not use the personal number | |
− | + | * Driver's license is not allowed for identification at ZR | |
− | + | [[File: afb14 tab identification.png|thumb|500px|left|Figure 10. Identification tab]] <br clear=all> | |
− | |||
− | + | ==== 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. | ||
− | + | [[File: afb15 tab qualifications.png|thumb|500px|left|Figure 15. Qualifications tab]] <br clear=all> | |
− | : | ||
− | |||
− | |||
− | |||
− | '''A1 declaration''' | + | :: '''<u>A1 declaration</u>''' |
− | :: Press ADD and the next screen appears: | + | :: Press ''ADD'' and the next screen appears: |
:: [[File: afb16 a1 declaration.png|thumb|500px|left|Figure 16. A1 declaration 1/1]] <br clear=all> | :: [[File: afb16 a1 declaration.png|thumb|500px|left|Figure 16. A1 declaration 1/1]] <br clear=all> | ||
− | |||
− | |||
− | |||
− | |||
− | |||
+ | :: 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. | ||
:: [[File: afb17 declaration part2.png|thumb|500px|left|Figure 17. A1 declaration 2/2]] <br clear=all> | :: [[File: afb17 declaration part2.png|thumb|500px|left|Figure 17. A1 declaration 2/2]] <br clear=all> | ||
− | |||
− | :: Press SUBMIT. The pop up SUBMIT SUCCEEDED appears, and press OK. The next screen appears. | + | :: Press SUBMIT. The pop up SUBMIT SUCCEEDED appears, and press ''OK''. The next screen appears. |
:: [[File: afb18 submit succeeded.png|thumb|500px|left|Figure 18. Submit succeeded]] <br clear=all> | :: [[File: afb18 submit succeeded.png|thumb|500px|left|Figure 18. Submit succeeded]] <br clear=all> | ||
− | |||
:: '''Note:''' | :: '''Note:''' | ||
:: When you have submitted the qualification, the guard(s) at Zeeland Refinery receive an e-mail to approve the qualification. | :: When you have submitted the qualification, the guard(s) at Zeeland Refinery receive an e-mail to approve the qualification. | ||
− | :: | + | :: Once they have approved the qualification, you receive an e-mail with confirmation.<br> |
− | '''VCA / VCA vol / SCC''' | + | :: '''<u>VCA / VCA vol / SCC</u>''' |
− | :: If the person has a Dutch nationality, the VCA document can be searched and found in the national database. | + | :: If the person has a Dutch nationality, the VCA document can be searched and found in the national database. |
:: [[File: afb19 vca.png|thumb|500px|left|Figure 19. VCA 1/2]] <br clear=all> | :: [[File: afb19 vca.png|thumb|500px|left|Figure 19. VCA 1/2]] <br clear=all> | ||
− | |||
− | :: Press ADD VCA/SOG DIPLOMAS AUTOMATICALLY | + | :: Press ''ADD VCA/SOG DIPLOMAS AUTOMATICALLY'' |
− | :: If the person is known in the database, the information is automatically | + | :: :: If the person is known in the database, the information is automatically displayed and can then be chosen. |
− | :: If not, | + | :: :: If not, information has to be entered manually.<br> |
:: [[File: afb20 vca part2.png|thumb|500px|left|Figure 20. VCA 2/2]] <br clear=all> | :: [[File: afb20 vca part2.png|thumb|500px|left|Figure 20. VCA 2/2]] <br clear=all> | ||
− | |||
− | :: You must follow the procedure. When all the information | + | :: :: You must follow the procedure. When all the required information has been entered, press ''SUBMIT'' |
:: [[File: afb18 submit succeeded.png|thumb|500px|left|Figure 21. Sumit succeeded]] <br clear=all> | :: [[File: afb18 submit succeeded.png|thumb|500px|left|Figure 21. Sumit succeeded]] <br clear=all> | ||
− | |||
:: '''Note:''' | :: '''Note:''' | ||
:: When you have submitted the qualification, the guard(s) at Zeeland Refinery receive an e-mail to approve the qualification. | :: When you have submitted the qualification, the guard(s) at Zeeland Refinery receive an e-mail to approve the qualification. | ||
− | :: | + | :: Once they have approved the qualification, you receive an e-mail with confirmation.<br> |
− | '''Helix Safety instruction contractors''' | + | :: '''<u>Helix Safety instruction contractors</u>''' |
:: [[File: afb21 helix.png|thumb|500px|left|Figure 22. Helix site safety exam]] <br clear=all> | :: [[File: afb21 helix.png|thumb|500px|left|Figure 22. Helix site safety exam]] <br clear=all> | ||
− | |||
:: Follow the same procedure and press SUBMIT when you have completed all information. | :: 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.<br> | :: Any person who does not have an valid Helix Safety Instruction Contractors, must have followed this ''before'' starting to work at Zeeland Refinery.<br> | ||
− | + | :: [[Contractor_Employee:_Helix_safety_instructions|Click here for the manual regarding Helix safety instructions]] | |
− | :: | ||
− | |||
:: '''Note:''' | :: '''Note:''' | ||
− | ::The person | + | :: The person has to log in onto Helix Safety Instructions with the e-mail address known in the Contractor Portal |
− | ::If the | + | :: If the exam has been completed successfully, the result is automatically saved in the Contractor Portal |
− | '''Employer’s statement''' | + | :: '''<u>Employer’s statement</u>''' |
:: [[File: afb22 employers statement.png|thumb|500px|left|Figure 23. Employers statement]] <br clear=all> | :: [[File: afb22 employers statement.png|thumb|500px|left|Figure 23. Employers statement]] <br clear=all> | ||
− | :: | + | :: Upload the employers statement by clicking ''Browse'' and click ''Submit'' |
:: [[File: afb18 submit succeeded.png|thumb|500px|left|Figure 24. Submit succeeded]] <br clear=all> | :: [[File: afb18 submit succeeded.png|thumb|500px|left|Figure 24. Submit succeeded]] <br clear=all> | ||
Line 196: | Line 167: | ||
:: '''Note:''' | :: '''Note:''' | ||
:: When you have submitted the qualification, the guard(s) at Zeeland Refinery receive an e-mail to approve the qualification. | :: When you have submitted the qualification, the guard(s) at Zeeland Refinery receive an e-mail to approve the qualification. | ||
− | :: | + | :: Once they have approved the qualification, you receive an e-mail with confirmation.<br> |
− | + | :: '''<u>Work permit</u>''' | |
− | :: | + | :: Enter the required information and click ''Submit''. |
:: [[File: afb23 work permit.png|thumb|500px|left|Figure 25. Work permit]] <br clear=all> | :: [[File: afb23 work permit.png|thumb|500px|left|Figure 25. Work permit]] <br clear=all> | ||
− | |||
− | :: | + | :: After uploading the file you have to approve the upload to submit. |
:: [[File: afb24 goedkeuren.png|thumb|500px|left|Figure 26. Approve permit]] <br clear=all> | :: [[File: afb24 goedkeuren.png|thumb|500px|left|Figure 26. Approve permit]] <br clear=all> | ||
− | |||
:: '''Note:''' | :: '''Note:''' | ||
:: When you have submitted the qualification, the guard(s) at Zeeland Refinery receive an e-mail to approve the qualification. | :: When you have submitted the qualification, the guard(s) at Zeeland Refinery receive an e-mail to approve the qualification. | ||
− | :: | + | :: Once they have approved the qualification, you receive an e-mail with confirmation. |
− | ''' | + | '''Tab Notes''' |
− | + | You can add any additional notes/information. This information is visible for ZR. | |
− | + | [[File: afb25 notes.png|thumb|500px|left|Figure 27. Notes]] <br clear=all> | |
+ | Once ALL the information and required documents have been submitted, press ''Save'' | ||
− | |||
[[File: afb26 save.png|thumb|500px|left|Figure 28. Confirm changes]] <br clear=all> | [[File: afb26 save.png|thumb|500px|left|Figure 28. Confirm changes]] <br clear=all> | ||
− | CANCEL means that you add missing information in the | + | CANCEL means that you add missing information in the menu's |
− | CONFIRM means that all data stored. | + | CONFIRM means that all data stored. |
− | |||
<span style="color: red; font-weight:bold"> Repeat this procedure of each new person.</span><br> | <span style="color: red; font-weight:bold"> Repeat this procedure of each new person.</span><br> | ||
Line 233: | Line 201: | ||
If you are looking for an organization, press on the left side in the menu on ORGANISATIONS and search by name | If you are looking for an organization, press on the left side in the menu on ORGANISATIONS and search by name | ||
[[File: afb27 organisation.png|thumb|500px|left|Figure 29. Organisation search]] <br clear=all> | [[File: afb27 organisation.png|thumb|500px|left|Figure 29. Organisation search]] <br clear=all> | ||
− | |||
− | |||
− | |||
− |
Revision as of 08:35, 4 March 2020
Contents
Registering persons of your organization
Step 1: Add a person
Click on Persons in the menu to get an overview of persons registered to your organisation.
Click on ADD PERSON, on the right side of the screen.
In the screen below, all of the fields under Person information are required. When complete, press 'ADD'.
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 use or create addresses like:
- * info@...
- * sales@...
- * purchasing@...
- Use other addresses such as: initials/[email protected] or the employees private e-mail address.
- Examples for a business 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
- Choose the appropriate role(s)
- Be sure to choose the right roles as required qualifications are based on the selected roles.
When finished press ADD and you see the following pop up:
Look for the name in the Person overview.
You can scroll through all the names in the list, but also search by name. When you have found the name/person, click ACCEPT.
The following popup will be displayed where the terms of agreement need to be accepted. After checking the two boxes, click Next
Place your signature in the required box and click Submit
Step 2: Edit the person
To continue you now need to edit the person and enter more required information. Click on Edit person
At the top you can see the persons status at a glance, the user either has access or no access. Below this status the qualifications required for this status are shown.
// add screenshot
Each tab requires information; fields marked with an asterisk are required.
Tab Person information
If the home address is not the same as the residence address (eg. staying in a hotel) click the slider next to Residence address is different than home address.
Tab Identification
- Do not use the personal number
- Driver's license is not allowed for identification at ZR
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.
- A1 declaration
- Press ADD and the next screen appears:
-
- 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.
- Press SUBMIT. The pop up SUBMIT SUCCEEDED appears, and press OK. The next screen appears.
-
- Note:
- When you have submitted the qualification, the guard(s) at Zeeland Refinery receive an e-mail to approve the qualification.
- Once they have approved the qualification, you receive an e-mail with confirmation.
- VCA / VCA vol / SCC
- If the person has a Dutch nationality, the VCA document can be searched and found in the national database.
- Press ADD VCA/SOG DIPLOMAS AUTOMATICALLY
- :: If the person is known in the database, the information is automatically displayed and can then be chosen.
- :: If not, information has to be entered manually.
- :: You must follow the procedure. When all the required information has been entered, press SUBMIT
- Note:
- When you have submitted the qualification, the guard(s) at Zeeland Refinery receive an e-mail to approve the qualification.
- Once they have approved the qualification, you receive an e-mail with confirmation.
- Helix Safety instruction contractors
-
- 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.
- Note:
- The person has to log in onto Helix Safety Instructions with the e-mail address known in the Contractor Portal
- If the exam has been completed successfully, the result is automatically saved in the Contractor Portal
- Employer’s statement
-
- Upload the employers statement by clicking Browse and click Submit
- Note:
- When you have submitted the qualification, the guard(s) at Zeeland Refinery receive an e-mail to approve the qualification.
- Once they have approved the qualification, you receive an e-mail with confirmation.
- Work permit
- Enter the required information and click Submit.
- After uploading the file you have to approve the upload to submit.
-
- Note:
- When you have submitted the qualification, the guard(s) at Zeeland Refinery receive an e-mail to approve the qualification.
- Once they have approved the qualification, you receive an e-mail with confirmation.
Tab Notes
You can add any additional notes/information. This information is visible for ZR.
Once ALL the information and required documents have been submitted, press Save
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