How compliance requirements are built and applied, and what changes when you edit them.
1. Requirement Sets
A Requirement Set is a named bundle of the things somebody has to provide before they count as compliant. You build the bundle once, apply it, and ComplyFlow runs the rest: the invitations, the reminders, the renewals when a document expires, and the compliance status that appears against every supplier and worker.
The screen describes itself the same way: "Bundle documents, trainings and forms once, ComplyFlow handles the invites, reminders and renewals from there."
2. Who can open it
You need Super User, or a permission scheme carrying organisation details read/write. Staff Admin logins normally carry this and can reach it. Anyone without either gets a permission error rather than a read-only view.
The organisation also needs the Account Settings module enabled.
3. Finding it
Select your profile icon, top right, then Account Settings.
Select Onboarding Requirements in the left menu.
The breadcrumb reads Account Settings / Onboarding Requirements. The left menu also holds Account Settings and Document Categories.
The hub, on the Suppliers tab. Each card is one Requirement Set.
4. The five audiences
Requirement Sets are grouped by who they apply to. Select a tab to switch. The heading and the count under it change with the tab, so "3" on the Suppliers tab means three Prequalification Requirement Sets, not three sets in total.
Tab | Section heading | What you can bundle | Card count shows | Use it for |
Suppliers | Prequalification Requirement Sets | Forms, Documents | active suppliers | What a supplier company must provide to qualify with you. |
Workers | Induction Requirement Sets | Documents, Training | inducted workers | What an individual worker must hold to be inducted. |
Sites | Site Requirement Sets | Site Documents, Training | sites | What must be completed to access a particular site. |
Staff | Onboarding Requirement Sets | Documents, Training | active staff | What your own employees must provide when they join. |
Plant & Operators | Plant & Competency Requirement Sets | Operator competency, Plant item documents, Training | verified operators | What the operator needs and what the machine needs, per plant category. |
To change what a contractor must provide, use the Suppliers tab for the company itself, and the Workers tab for the people that company sends to site.
The Workers tab. Induction sets bundle documents and training rather than forms.
5. Reading a card
Each card shows the set name, then a row of pills counting what is in it, then how many people or sites it currently covers.
1 Document — what the supplier or worker uploads.
1 Form — a questionnaire they complete in ComplyFlow. Suppliers only.
Managed — the set carries a tax invoice template and is managed through billing. The prequalification fee pill next to it is what the supplier pays.
The line at the foot of the card is live. "0 active suppliers" means nothing is using that set yet, so you can change it freely.
6. Opening and editing a set
Select a card to open it, then Edit. The form is the same one used to create a new set.
A Requirement Set opened. Edit is top right.
The details card
Who is this for? The audience. Changing it changes what you can bundle below.
Name this set Up to 128 characters. The placeholder suggests the house style, for example "Standard Subcontractor Prequalification".
Approval Category Suppliers only. The approval workflow applied to suppliers in this set.
Apply To Sites only. Which sites the set covers.
The bundles
Below the details card sits one block per thing you can require, with an add button in each: Add Form, Add Documents, Add Training, Add Site Document. Which blocks appear depends on the audience, per the table in section 4.
Adding opens a slide-over picker. Search, tick what you want, and add. On worker and staff sets each training item can be marked required; on site sets there is an Include Staff option so the requirement reaches your own employees as well as contractors.
The edit form. Audience, name, approval category, then the bundles.
7. What happens when you save
Saving is not just a list change. ComplyFlow re-checks compliance for everybody the set touches, and does it deliberately.
Expect statuses to move. Add a requirement and people who were compliant become outstanding until they provide the new item. That is the system working, not a fault.
Removing an item works the same way in reverse, and the people affected are re-checked against what is left.
8. Deleting a set
Delete sits at the bottom left of the edit form. A set that is still in use will not delete. If it is applied to suppliers, workers or staff, or is referenced by a site's compliance filters, ComplyFlow refuses and tells you why. Unassign it first, then delete.
9. Suppliers, billing and the Managed pill
Supplier sets can carry a prequalification fee, which is why they have a Billing card that the other audiences do not.
Organisation Admins can create and edit supplier sets, including the name, the forms and the documents.
They cannot change the tax invoice template. The Billing card stays read only for them.
A Super User can change the template, see the cost preview, and optionally tick Lock the entire Set to Super Users.
10. What the supplier or worker sees
A change made here lands on the other side of the system. When you add an item to a set, it appears as an outstanding requirement against every supplier or worker the set applies to, and ComplyFlow sends the invitation and the reminders. Their compliance status stays outstanding until they provide it. When you remove an item, it stops being asked for and the people affected are re-checked against what is left.