Difference between revisions of "Contact person:Registering persons of your organisation"

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(Improved English and layout)
(Updated image)
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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.
 
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
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[[File: Person_status.png|thumb|500px|left|Figure 9. Person status]] <br clear=all>
  
 
Each tab requires information; fields marked with an asterisk are required.
 
Each tab requires information; fields marked with an asterisk are required.
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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''.
 
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>
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[[File: afb13 required information.png|thumb|500px|left|Figure 10. Enter required information]] <br clear=all>
  
 
====  Tab Identification ====  
 
====  Tab Identification ====  
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* Driver's license is not allowed for identification at ZR
 
* 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>
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[[File: afb14 tab identification.png|thumb|500px|left|Figure 11. Identification tab]] <br clear=all>
  
 
==== Tab Access control ====
 
==== Tab Access control ====
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At the top of the screen you see the required qualifications.
 
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>
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[[File: afb15 tab qualifications.png|thumb|500px|left|Figure 12. Qualifications tab]] <br clear=all>
  
  
 
:: '''<u>A1 declaration</u>'''
 
:: '''<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>
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:: [[File: afb16 a1 declaration.png|thumb|500px|left|Figure 13. A1 declaration 1/1]] <br clear=all>
  
 
:: Answer YES or No to the question: Are you on the payroll within Netherlands.
 
:: Answer YES or No to the question: Are you on the payroll within Netherlands.
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:: :: When '''NO''',  press NEXT and note the valid date of the declaration and upload the document.
 
:: :: 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>
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:: [[File: afb17 declaration part2.png|thumb|500px|left|Figure 14. 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.
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:: 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>
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:: [[File: afb19 vca.png|thumb|500px|left|Figure 15. VCA 1/2]] <br clear=all>
  
 
:: Press ''ADD VCA/SOG DIPLOMAS AUTOMATICALLY''
 
:: Press ''ADD VCA/SOG DIPLOMAS AUTOMATICALLY''
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:: :: If not, information has to be entered manually.<br>
 
:: :: 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>
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:: [[File: afb20 vca part2.png|thumb|500px|left|Figure 16. VCA 2/2]] <br clear=all>
  
 
:: :: You must follow the procedure. When all the required information has been entered, press ''SUBMIT''
 
:: :: 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>
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:: [[File: afb18 submit succeeded.png|thumb|500px|left|Figure 17. Sumit succeeded]] <br clear=all>
  
 
:: '''Note:'''
 
:: '''Note:'''
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:: '''<u>Helix Safety instruction contractors</u>'''
 
:: '''<u>Helix Safety instruction contractors</u>'''
:: [[File: afb21 helix.png|thumb|500px|left|Figure 22. Helix site safety exam]] <br clear=all>
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:: [[File: afb21 helix.png|thumb|500px|left|Figure 18. 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.
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:: '''<u>Employer’s statement</u>'''
 
:: '''<u>Employer’s statement</u>'''
:: [[File: afb22 employers statement.png|thumb|500px|left|Figure 23. Employers statement]] <br clear=all>
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:: [[File: afb22 employers statement.png|thumb|500px|left|Figure 19. Employers statement]] <br clear=all>
  
 
:: Upload the employers statement by clicking ''Browse'' and click ''Submit''
 
:: Upload the employers statement by clicking ''Browse'' and click ''Submit''
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:: Enter the required information and click ''Submit''.
 
:: Enter the required information and click ''Submit''.
  
:: [[File: afb23 work permit.png|thumb|500px|left|Figure 25. Work permit]] <br clear=all>
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:: [[File: afb23 work permit.png|thumb|500px|left|Figure 20. Work permit]] <br clear=all>
  
 
:: After uploading the file you have to approve the upload to submit.
 
:: 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>
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:: [[File: afb24 goedkeuren.png|thumb|500px|left|Figure 21. Approve permit]] <br clear=all>
  
 
:: '''Note:'''
 
:: '''Note:'''
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You can add any additional notes/information. This information is visible for ZR.
 
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>
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[[File: afb25 notes.png|thumb|500px|left|Figure 22. Notes]] <br clear=all>
  
  
 
Once ALL the information and required documents have been submitted, press ''Save''
 
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>
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[[File: afb26 save.png|thumb|500px|left|Figure 23. Confirm changes]] <br clear=all>
  
 
CANCEL means that you add missing information in the menu's
 
CANCEL means that you add missing information in the menu's

Revision as of 11:09, 4 March 2020

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.

Figure 1. Main screen


Click on ADD PERSON, on the right side of the screen.

Figure 2. Person overview


In the screen below, all of the fields under Person information are required. When complete, press 'ADD'.

Figure 3. 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 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:
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 4. 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:

Figure 5. Person created popup


Look for the name in the Person overview.

Figure 6. 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

Figure 7. Accept agreement terms


Place your signature in the required box and click Submit

Figure 8. Place signature


Step 2: Edit the person

To continue you now need to edit the person and enter more required information. Click on Edit person

Figure 8. 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.

Figure 9. Person status


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.

Figure 10. Enter required information


Tab Identification

  • Do not use the personal number
  • Driver's license is not allowed for identification at ZR
Figure 11. 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 12. Qualifications tab



A1 declaration
Press ADD and the next screen appears:
Figure 13. 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 14. 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.
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.
Figure 15. VCA 1/2

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.
Figure 16. VCA 2/2

 :: You must follow the procedure. When all the required information has been entered, press SUBMIT
Figure 17. Sumit succeeded

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
Figure 18. 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.
Click here for the manual regarding Helix safety instructions
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
Figure 19. Employers statement

Upload the employers statement by clicking Browse and click Submit
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.
Once they have approved the qualification, you receive an e-mail with confirmation.


Work permit
Enter the required information and click Submit.
Figure 20. Work permit

After uploading the file you have to approve the upload to submit.
Figure 21. Approve permit

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.

Figure 22. Notes



Once ALL the information and required documents have been submitted, press Save

Figure 23. 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