Contact person:Registering persons of your organisation

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'.

Note: use simple characters only or western names when entering information, do not use Cyrillic/Polish/Ukrainian etc. characters but western characters.
For example:
- Bogusław becomes Boguslaw
- Bożydar becomes Bozydar
- Дэлано becomes Delano

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. Only fill in the private e-mail address if you're sure the person actually uses this ((because a password will be sent to this 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.

If information about a qualification is wrong or incomplete, please send an email to: [email protected] In this mail you ask to disapprove the qualification (which qualification and persons name). After the disapproval you will receive an email from [email protected] with confirmation. Now you can add the right or complete qualification

VCA / VCA vol / SCC

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

If the person is solely going to perform office related tasks and therefore does not have a VCA certificate. Please upload a document stating what kind of office related tasks the user will be performing.

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.

If information about a qualification is wrong or incomplete, please send an email to: [email protected] In this mail you ask to disapprove the qualification (which qualification and persons name). After the disapproval you will receive an email from [email protected] with confirmation. Now you can add the right or complete qualification

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.

If information about a qualification is wrong or incomplete, please send an email to: [email protected] In this mail you ask to disapprove the qualification (which qualification and persons name). After the disapproval you will receive an email from [email protected] with confirmation. Now you can add the right or complete qualification

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