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

There are in fact 3 options for an e-mail-address:

• Use the person private e-mail address
• Use the persons business e-mail address
• Use a forwarding mail address (fictional mail address ending at @zrcontractor.nl - all mail sent to such e-mail address is forwarded to the contactperson of the company.

Fill in the persons private or business e-mail address only if you're sure the person actually uses this (because a password and other important mails (f.i. on expiration of a personal safety certificate or mandatory training will be sent to this email address).

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 e-learning site to follow the mandatory e-learnings (f.i. the Safety Instruction Contractors)

It is not allowed to use or create addresses like:

• info@...
• sales@...
• purchasing@...

as these are typically not linked to 1 person.

E-mail forwarding address (fictional)

In case the person doesn't have an email address, you can fill-in a forwarding address to allow you to continue. All email sent to this address will automatically be forwarded to the contactperson(s) of your organisation.

To create a forwarding e-mail address, please use the following format: [initials/prefix].[familyname][birthyear]@zrcontractor.nl. This makes sure the email address is unique (see examples below)

This only applies to employees of your organisation.

Examples:

Name	Date of birth	Email address
A.M.P. van der Velden	05-05-1971	[email protected]
A.de Vries	26-12-1986	[email protected]
G. Pieterse	30-07-1992	[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.

Translations:

Dutch	English
Reguliere werknemer	Regular employee
Buitenlandse medewerker in NL loondienst	Foreign employee working for a Dutch company
Contactpersoon Organisatie	Contactperson organisation (don't use this for your workers)

When finished press ADD and you see the following pop up:

Figure 5. Person created popup

Accepting persons for your organisation

Before you can make any modifications to a person, you need to accept him/her, by accepting the terms and conditions for the usage of the system.

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 10-1. Enter required information

Please make sure the following settings are set for a regular worker (bottom of the tab :

• ROLE: "REGULIERE WERKNEMER" for regular employees or "BUITENLANDSE WERKNEMER IN NL LOONDIENST" for foreign workers on NL payroll.
• PROJECT: "ZR ORGANISATIEKETEN"
• PERMISSIONS: none selected

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 12b. Qualifications tab

Only qualifications marked with an asterisk (*) are required for access to the site. Other uploaded qualifications will be ignored or rejected.

Some qualifications show an information icon, hovering with your mouse shows additional information:

Figure 12a. 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 / VCAVOL / 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

The person has to log in onto Helix Safety Instructions website 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

Any person who does not have a 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

Employer’s statement

Only required when the person has been assigned the role Buitenlandse medewerker in NL loondienst

Figure 19. Employers statement

Upload the employers statement by clicking Browse and click Submit

Figure 20. 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 24. Organisation search