| Applicable To: | Account Owner | Account Admin | Contributor | Reader | Self |
TABLE OF CONTENTS
- Summary
- Locating and Answering Compliances
- Locating and Submitting a Permit
- Employee FAQ
- Creating and Configuring Compliances + Permits
- Permits
- Need more Assistance?
Summary
All frequently asked questions within this article relate to the Compliance Management module.You will need to be in this module to perform the following actions;
- Locate and Answer compliances
- Locate a submit a permit
- Create and configure compliances/permits.
Locating and Answering Compliances
Where can I Locate Company Compliances?
All compliances are located in the Compliance Management module. If you are searching for Company compliances required by a customer, you will need to use the Compliances tab located within the compliance module.
How do I Answer a Compliance?
Click on the compliance to open.
Once it has opened you can submit your responses.
What Compliances are Required?
If you have been requested to use Smartek by a customer, there are usually;
- Company Compliances
- Employee Compliances
In addition to completing these, you may need to complete inductions, submit a permit, request a Smartek ID card for employees attending customer locations.
What you need to do on Smartek is completely dependent on your Customer and their requirements.
If you are unsure, please use the Check Access feature in Smartek.
How do I check if my Company is Compliant?
Use the Customers tab within the Compliance Management to gain insight into your compliance overview for a specific customer.
How do I check if my Contractors are Compliant?
Similar to the Customers tab in the COmpliance module, there will also be a Contractors tab. Use this tab to view your sub-contractors and contractor compliance levels.
How Do I Check if my Employees are Compliant?
Use the Check Access tab to identify whether your employees are compliant before they attend site.
Locating and Submitting a Permit
What is the Permit to Work System?
This is a formally documented system implemented to manage high-risk activities. A permit authorises workers to carry out these activities under specific conditions and is usually paper-based.
Within the Smartek system, the permit to work system is an add-on located within the Compliance Management module. Permits can be created, submitted, and monitored by you.
How do Permits Work?
1. Permit is submitted by contractor undertaking high risk actiivites
2. Permit is reviewed by Customer.
3. Permit is approved/rejected by a Customer.
4. Once approved this requirement has been satisfied.
How do I Submit a Permit?
Permits can be submitted by clicking the Submit Permit button within the Compliance Management module.
Please note, the permit features will only be available if your Customer has purchased this addon.
Employee FAQ
How do I Complete Compliances?
Once your admin has linked you to a customer and their locations, you will be able to find compliances under My Compliances. This tab will be located under the My Profile tab and on the left-hand side of the page.
How do I Complete Inductions?
1. Click My Profile
2. Click My Inductions
3. Select the Customer.
4. Start the Induction.
How do I check if I am Compliant?
1. Click My Profile.
2. Click Check My Access
3. Select the Customer.
4. Select the location you are attending.
5. Click Submit.
6. You will then be given an on screen display of your compliance at a specific site.
How do I Sign Into a Location?
Contractor sign-in methods are different depending on the Customer.
Usually, you will need to download the Smartek app, however, sometimes you might be required to request a Smartek ID card. At that point, Smartek will print and mail an ID card to your location.
1. Download Smartek App from the appstore on your phone.
2. Scan QR code at the entrance of Customer's location to enter
3. When exiting site, scan QR code again to check out.
Creating and Configuring Compliances + Permits
What is the Difference Between a Standard Compliance and a Custom Form?
How do I Configure Compliances to a Role?
How do I Configure Compliances to a Location?
What is the Process?
1. Add locations/Divisions
2. Create role/s.
3. Create compliances.
4. Configure the compliances to your roles.
5. Apply configuration to a location or multiple locations.
How do I add compliances?
All compliances are located within the Compliance Types tab.
Click on this tab and then click Add and it will provide a series of fields for you to fill in to create a custom compliance.
What is the Difference Between a Standard Compliance and a Custom Form?
A standard Smartek compliance typically looks like the below and the fields cannot be changed. This compliance is useful for compliances such as licences, insurances that you might want your contractors to upload. There is minimal work required to add and configure this compliance, whereas custom forms require time.
Within a custom form you can;
- Add multiple choice questions.
- Add single choice questions.
- Yes/No questions.
- Score the form.
There is also room for you to structure the questions in a way so that it appears to be in a specific order for the end-user that is answering it.
How do I Configure Compliances to a Role?
1. Under Admin and Setup, click on the Configure Compliances tab.
2. Select a role and add compliances to it.
3. Once the compliances have been added against the role, click Apply to Location. This will apply the configuration to one or more of your sites if you are enforcing compliance at a location.
How do I Configure Compliances to a Location?
After you have configured your compliances to a role, using the Configure Compliances tab you can then click the Apply to location button. This will apply the compliances you have added to one or more of your locations. In the example below, we have added 2 compliances against the 'plumbing' role and are now applying that configuration to locations.
Alternatively, you can use the Location Requirements tab which will enable you to select a specific location and apply compliances to it.
Permits
What is the Permit to Work System?
What is the Permit to Work System?
This is a formally documented system implemented to manage high-risk activities. A permit authorises workers to carry out these activities under specific conditions and is usually paper-based.
Within the Smartek system, the permit to work system is an add-on located within the Compliance Management module. Permits can be created, submitted, and monitored by you.
How do Permits Work?
Once you have created your permit forms, they are submitted by your workforce when work involves high-risk activities.
It is then your duty to review permit submissions and approve them
How do I Create a Permit?
All permits can be created from the Permit Types and Forms tab. This tab will only be visible to users that have purchased the Permit to Work System.
How do I Monitor Permits?
If you have submitted a permit, you can monitor the progress from the My Permits tab.
If you are responsible for reviewing and approving permits that are submitted, you can monitor this from the Manage Permits tab.
How do I Approve a Permit?
Using the Manage Permits tab, click on a Pending permit to view.
Once you have verified the response provided by your contractor, click the Action button at the top of the screen to approve
Need more Assistance?
Raise a ticket and get in touch with a Smartek representative.