There are a few ways to add Workers to Comply Flow, each with their benefits and advantages depending on the size of your business. You can:
The following sections explain each of these options.
I. Add Workers Individually
To add a single Worker at a time, you can use the Add Worker wizard.
Go to the Worker List view
Select the Add Worker button (top right) then Add Single Worker from the drop down
This will take you through the process of adding Worker contact details
As well as assigning the Worker to any Clients you are engaged by.
After assigning appropriate Clients, select Continue.
Selecting Do this later will enable you to add the Worker without assigning them to your client
If the client requires a licence when adding Workers, selecting the Apply Licence button will take you to Client Set Up (step 5)
If a licence is unavailable, the Purchase Licence button will be displayed instead
Selecting Purchase Licence will direct you to the Upgrade Licence page, where you can proceed with purchasing a licence.
In the following screen, you can proceed with Client Set Up by assigning the required categories. The document will automatically be assigned to the Worker profile based on the selected categories. Select Done to proceed.
Note: You can also assign Workers Internal Documents (eg. HR Documents, Internal Forms) you want them to upload for your own business too.
Select Finish when you have completed the Client Set Up.
You have successfully added the Worker. You can select Finish to go back to the home screen or select Add Another Worker if needed.
II. Import Multiple Workers via CSV / Excel Sheet
Another option, helpful for administrators adding multiple workers, is to import Workers via a CSV or Excel Sheet.
You can watch a video on how to do this, or follow the steps below:
Go to the Worker List view
Select the Add Workers button (top right)
Select Import Multiple Workers from the drop down
This will open a slide-over where you can download the template to populate with your Workers.
b. Copy in your Workers details into the correct columns
c. Required Fields:
First Name
Last Name
Email
d. Optional Fields:
DOB
Mobile Phone
Worker Category
Site
Note: Only First Name, Last Name and Email are required - all other fields can be left blank and will be requested of Workers after they are added.
e. Save the file and drag it into the upload area (you can also click the upload area to select the file from your device)
f. Select the Client to import them to (the Licence required for these Workers will also display
g. Select Import Workers
h. Review the Import Summary (Confirm Details)
Note: If you see the Missing Records notification, Workers can still be imported and will just need to complete the required fields when they first login.
i. Select Import to Staging Area for Review
j. Once in the Staging Area, check all the Workers details are correct in this area before you import them.
Note: You can uncheck the Import checkbox for any Workers you don't want to import, and can also delete them from the Staging Area if you added them accidentally.
k. Select Import Workers in the top right
Your Workers will be imported to Comply Flow and visible in the Worker List. They will also receive an invitation email to join Comply Flow and register for any Clients assigned to.
III. Send Workers a self-registration link
Another way to add Workers is to send them a self-registration link. This allows Workers to join Comply Flow, add their details and complete any set up requirements from their own devices, in their own time.
Note: A self-registration link can currently only be sent for a Worker to register for a specific Client.
To send Workers a self-registration link:
Go the Clients list in the left-hand menu
In the Enterprise Clients list, find the Client you want to send the self-registration link for.
Select Copy URL in the Invite Worker column
This button will Copy the URL. You can then paste it in an email and send it to any Workers you would like to register for this Client.
FAQs
What happened to tokens? Why do I need to purchase a Worker Licence?
Comply Flow is moving to a payment model which is more affordable for Contractors. Rather than purchasing a token for each Client your Worker is assigned to, the new Licences feature allows you to purchase one licence for your Worker (the same annual price as a token), which then allows you to share /assign this Worker to unlimited Clients of the same or lesser value. Learn more about updates to Licences & Billing.
Note: Some Contractors will still be assigned to Clients that remain on a legacy licencing arrangement, which will appear as free (no licence required).
What is the Client Set Up?
The Client Set Up section is a digital form which captures important information about Workers for the Client. It will appear for Clients who have specific compliance requirements for Workers based on their role, sites, departments and more.
The selections made in the Client Set Up form will trigger different compliance requirements for the Worker, such as documentation, training or inductions. When requested by a Client, all documents and training are sent for review by the Comply Flow team.
If you have any questions about the new Add Worker Wizard in your Contractor Account, please contact support@complyflow.com.au