This guide explains the statuses you'll see against Suppliers, Workers and Plant & Vehicles in ComplyFlow, and what each one means.
Supplier Company
The following section denotes all statuses associated with Supplier Companies in ComplyFlow.
1. Supplier Overall Status
Status | Meaning |
Compliant | The Supplier has successfully uploaded all the necessary documents and completed any onboarding forms and has received approval from ComplyFlow. This indicates that the Supplier has met all the required criteria and is in good standing with the compliance system. |
Not Compliant | The Supplier has not met the compliance requirements for their Company and Site selection or something has expired. This could be related to required forms or documentation. |
Pending Review | The Supplier has uploaded ALL required documentation but the review and approval process is still ongoing. |
Declined | If a Supplier declines the invitation to join a client organisation, their status may be shown as 'Declined'. |
Inactive | The Supplier can be deactivated, which makes them inactive and stops all dashboard alerts and email notifications from the organisation. |
2. Document Category Status (Supplier Company)
Status | Meaning |
Approved | The document has undergone the necessary review and validation processes and has been officially accepted as meeting all required criteria. |
Awaiting Approval | The document is currently waiting for review. |
Pending Upload | The document is ready to be uploaded but hasn't been added to the system yet. It's in a queue, waiting to complete the upload process. |
Worker
1. Worker Overall Status
Status | Meaning |
Compliant | A worker is considered compliant when they have met all the necessary requirements, which typically include:
|
Not Compliant | A worker is non-compliant if they have not met all the requirements. This could be due to:
|
Pending Review | This status indicates that the worker's compliance or documentation is awaiting approval from the relevant authority or staff. |
An individual worker may have multiple worker categories, e.g. an Electrician and Plumber. The status is assigned per category.
2. Worker Account Status
Status | Meaning |
Active | The account has been registered and is fully operational. |
Pending | An email address has been added, but the invitation has not been sent. |
Deactivated | The worker has been deactivated by the client account, with no impact on the contractor account status. |
Email Sent | An invitation email has been sent. |
Invited | The account is registered, but the invitation has not been accepted. |
Inactive (Licence Expired) | The worker has an account registered and has the licence expired. |
Not Registered | The worker has not completed the registration process in the system. |
3. Worker Share Status
Status | Meaning |
Shared | The worker's compliance profile has been shared with at least one external organisation. |
Internal | The worker is not shared with any external organisations. |
Plant & Vehicles
1. Overall Status
Status | Meaning |
Compliant | All required documentation for the Plant & Vehicle item has been submitted and approved. |
Not Compliant | At least one document requirement is missing for the Plant & Vehicle Category. |
Definition of Terms
Contractor Category (Supplier Category) — Suppliers are assigned a category that describes the type of work they undertake. Typical categories include Electrician, Cleaning, Ground Services. Each category has a set of document categories assigned to it that will be requested from the supplier. These document categories include the safety management system, insurances, trade licences and any other document related to the type of work they undertake.
Contractor Status (Supplier Status) — Each supplier has a status based on the document categories requested. The status indicates whether or not the supplier has fulfilled all of the company level requirements triggered by the contractor category.
Document Category — Document Categories are assigned to a Contractor (Supplier) Category or directly to a Supplier. These Document Categories appear as document requests for the supplier on their dashboard. The request will remain until all Document Categories have been provided to the required standard. The Document Categories determine the status of a supplier.
Document Category Status — Each Document Category has a status, which is contingent upon both the review actions and expiration date of the document submitted for this category. A Document Category only needs one document submitted to be approved and not expired for the Document Category Status to be 'Approved'.
Document Activity Status — All documents submitted to ComplyFlow have an assigned Document Category. It is possible to have multiple documents assigned to one Document Category, as documents are uploaded, reviewed and expired. The Document Activity Status thereby indicates the current state of the specific document submitted for the Document Category.
E.g. If a Document Category 'Workers Compensation' has multiple expired documents submitted for it, but at least one submitted document has the Activity Status 'Approved' and is yet to expire, the Document Category Status for Workers Compensation will also feature the status 'Approved'.
Review Actions — Review actions are undertaken by an authorised user in the client account or ComplyFlow, which determine the status of the Document Category it was submitted for.
Grace Period — Grace period is assigned to a Document Category which will provide a certain number of days where the Contractor (Supplier) Status is not impacted by the Document expiring, i.e. 30 days past expiration date.
Supplier Deactivation — Sitting outside the triggers for a Supplier Status is the Supplier Deactivation. This overrides all other details and makes the supplier INACTIVE. This can be reversed by activating the supplier again.
Staff — An internal member of staff, i.e. client employee.
Worker — An external worker, e.g. a contractor employee.
Worker Category — The type of work that the contractor worker undertakes, e.g. electrician.