Records

How to manage records for companies and individuals in TIKS

• When should I set up my Records requirements for Companies and Workers?
• How do you invite a new Contractor Company (when there is no Procore integration)?
• How to onboard Individual Workers (no Procore integration)?
• Do I have to invite companies when I have a Procore integration?
• How to onboard Individual Workers with Procore integration?
• How do I set up Records for contracting companies?
• What do the record type options do?
• When a Company record is activated does it apply to all companies?
• How do I set up records for Individual Workers?
• What do the options for Individual Worker Records mean?
• How does a company administrator log into the portal?
• How do I manage Company Records as a Company Admin?
• How do I invite Individual Workers as Company Admin?
• How do I manage an Individual Workers profile as Company Admin?
• How do I register and upload my records as an Individual Worker?
• A record doesn't apply to the work I do (company or individual worker)
• How long before a record expiry is a reminder email sent out to the company admin?

When should I set up my Records requirements for Companies and Workers?

It is recommended to set up your Records requirements prior to the site going live. However, you can add records at any time. Communication to your workforce and suppliers prior to activating Records is important so that they know what the requirements are and how to satisfy them.

How do you invite a new Contractor Company (when there is no Procore integration)?

Log into the admin portal.

Select the "Records" tile.

Next, to invite a Contracting Company you will need to fill in the following fields:

Step 1: Add the Company name

Step 2: Add the Company Admin user's Full Name

Step 3:Add their admin user's email address

Step 4: Add their admin user's mobile number

Step 5: Select which active sites this Company can work on.

Now tap on the "Invite Company" to finalise the registration. The Admin user for this account will now be notified by email.

How to onboard Individual Workers (no Procore integration)?

Log into the admin portal.

Select the "Records" tile.

Tap on the Contracting Company you want to invite Individual Workers from.

Click on the “View Individuals” button.

At the top of the screen there are a number of fields to complete to invite an Individual Worker. Complete the following: 

Step 1: Add the user's Full Name

Step 2: Add their email address

Step 3: Add their mobile number

Step 4: Select which active sites this user can work on.

Now tap on the "Invite Individual" button to finalise the registration. The Admin user for this account will now be notified by email.

 

Do I have to invite companies when I have a Procore integration?

No, when using the Procore integration, the companies you already have on Procore for the site will automatically be added to TIKS Records. However, you will have to manually invite a Company Administrator for each of the synced companies from Procore.

When TIKS is integrated with Procore, all companies in that project's Directory will come across to TIKS under the Records tile.

Due to the integration, Contractors Companies MUST be invited to your project in Procore first. Once the new company is added, it will be synced and appear in TIKS under the Records tile.

Contractor Companies cannot be added directly into TIKS when Procore integration is turned on.

How to onboard Individual Workers with Procore integration?

When TIKS is integrated with Procore, all companies in that project's Directory will come across to TIKS under the Records tile. In addition, all users under those companies in the Directory will also be brought across to TIKS under their relevant companies.

Due to the integration, Contractors Companies MUST be invited to your project in Procore first. Once the new company is added, it will be synced and appear in TIKS under the Records tile.  However, individual workers may be added directly into TIKS, as not all site workers will necessarily be in Procore. The Individual Worker's profile created in TIKS will not be sync’d with or shown on Procore.

To invite workers into the TIKS system.

Log into the admin portal.

Select the "Records" tile.

Tap on the Contracting Company you want to invite Individual Workers from.

Click on the “View Individuals” button.

At the top of the screen there are a number of fields to complete to invite an Individual Worker. Complete the following: 

Step 1: Add the user's Full Name

Step 2: Add their email address

Step 3: Add their mobile number

Step 4: Select which active sites this user can work on.

Now tap on the "Invite Individual" button to finalise the registration. The Admin user for this account will now be notified by email.

How do I set up Records for contracting companies?

Log into the admin portal.

Select the "Records" tile.

Step 1: Select “Records Type Settings” at the top of the page.

Step 2: Select "Add Record Type"

Step 3: Give this record a Name/title e.g. "Safe Work Method Statement"

Step 4: To apply this type of record to Contractor Companies, select "Company" in the “Category” dropdown list and select the options which are relevant for this record. To activate the record select the “Active?” check box (this will apply the record to all companies). Once done, click "Save".

What do the record type options do?

Definition of checkbox options:

Active: Select this if you require the Company to fill/respond back to this record type.  You must select this to have the record displayed in the users Records List - it activates the record for completion.

Document Upload: Select this if you require the company to upload a file to support this record type

Expire Required: Select this if you want to capture the expiry date of this record

Number/ID Required: Select this if you require to capture the record number, an example may be the Policy Number or Licence number

County Required: Select this if you want to capture the Country this record is recognised for

State Required: Select this if you want to capture the State this record is recognised for

Approval Required: Select this if you wish to review and approve the record captured. If you do not need to review/verify this record, please leave this option un-checked

Worker Sign Off Required: Select this option if you would like the Contractor’s Worker to acknowledge that they have viewed the information the Company has submitted against this record. For example a SWMS.

When a Company record is activated does it apply to all companies?

Yes, when a Company record is made “Active” in the record settings then the record requirement is applied to all your companies for all your sites.

If a record is made "Active" but it doesn't apply to a certain contractor company, that company can select "Not Applicable" and submit this as their response for that record requirement.

As the Administrator for the system, you can decide to "Approve" or "Reject" as to whether the requirement is "Not Applicable" or not.

For example, the requirement may be to have SWMS but the relevant contracting company is a flower supplier that doesn't perform high risk construction work. In this instance they'd select the "Not applicable" button (see below).

How do I set up records for Individual Workers?

Log into the admin portal.

Select the "Records" tile.

Step 1: Select “Records Type Settings” at the top of the page.

Step 2: Select "Add Record Type"

Step 3: Give this record a Name/title e.g. "Construction Induction White Card"

Step 4: To apply this Record to individual workers, select "Individual" in the Category dropdown list.

Step 5: Select which site or sites this requirement will apply to.  Then select the options which are relevant for this record. To activate the record select the “Active?” check box (this will apply the record to all workers for the site/s). Once done, click "Save".

What do the options for Individual Worker Records mean?

Active: You must select this to have the record displayed in the users Records List - it activates the record requiring it to be completed in order to be compliant

Document Upload: Select this if you require the company to upload a file to support this record type

Expire Required: Select this if you want to capture the expiry date of this record

Number/ID Required: Select this if you require to capture the record number, an example may be the Policy Number or Licence number

Country Required: Select this if you want to capture the Country this record is recognised for

State Required: Select this if you want to capture the State this record is recognised for

Approval Required: Select this if you wish to review and approve the record captured. If you do not need to review/verify this record, please leave this option un-checked

 

How does a company administrator log into the portal?

The nominated company administrator will receive an invitation to register email from no-reply@tiks.com.

See below.

There will be a link to the portal which they can access by clicking the link. They will use their email address and the password provided in the email. This password can be updated in the profile page once they have logged in for the first time.

Click the portal link in the email.

The below screen will appear.

• Enter the Company Administrator email address
• Enter the Default password (provided in the email)

The below screen will appear once logged in.

Click "Profile" to edit the company admin profile - e.g. update password.

Click "Records" to manage Company records or Individual Workers records.

How do I manage Company Records as a Company Admin?

Log into the system portal using the company admin credentials.

Select Records from the home screen (see below).

Then select "View Records" button from the "Actions" column in the far right hand side of the screen.

The Records screen will then display (below).

Select the pencil icon to edit the record 

Complete the details in "Edit Record". Upload the necessary documents.

Once completed click "Save".

Continue with editing each Record until complete.

If this record it not required for the work you perform, click "Not Applicable".

How do I invite Individual Workers as Company Admin?

Log into the system portal using the company admin credentials.

Select Records from the home screen (see below).

Then select "View Individuals" button from the "Actions" column in the far right hand side of the screen.

The Records screen for Individuals will then display (below).

Use the top bar to invite workers to the system.

For each individual in your Company who will be attending sites, enter :

• Full Name
• Email address
• Contact Telephone number
• Client Location(s) where the individual will be conducting works

Once complete, select “Invite Individual”.

An invitation email will be sent to each individual requesting they download and register on the application.

How do I manage an Individual Workers profile as Company Admin?

Log into the system portal using the company admin credentials.

Select Records from the home screen (see below).

Then select "View Individuals" button from the "Actions" column in the far right hand side of the screen.

The Records screen for Individuals will then display (below).

To edit their Profile details click on the pencil icon in the "Actions" column on the far right hand side. See below.

To manage their required records, click on the "My Records" button in the "Actions" column on the far right hand side. The below screen for the worker will appear. 

Any actions required for the work will be flagged on this page.

Click on the pencil icon in the far right hand side (in the "Actions" column. This will open an edit screen where you can complete record submissions on behalf of the worker. See below.

How do I register and upload my records as an Individual Worker?

Individual Workers (when invited to register by an administrator), will receive a welcome email (see below) advising you of your username and temporary password. The email sender is no-reply@tiks.com.au.

If you cannot find the email in your Inbox, please check your Junk Mail folders, as your email provider may not recognise the sender. 

Use the link from the email that takes you to the online Portal. 

This is the login page for the online Portal. Use the username and password from the welcome email to login to the online Portal.

Once you have logged in, you will see the screen below with 2 tiles. Profile and Records (see below).

• To complete your requirements and submit your records for approval, tap on Records
• Tap on Profile if you would like to change your password from the one provided in the email. 

You will be shown your company's status, in this example below New Co is Approved.

Tap on View Individuals to see your status.

Note: If you are a Company Administrator, you will have a View Records button next to View Individuals; tap in View Records and follow the instructions in View Records below to complete your company's records.

You will be shown your individual status, in this example below Rob Worker is Pending Approval and may have to complete an online induction, depending on the site requirements.

• Tap on Site Locations Induction to see your inductions.
• Tap on the little arrow on the right-hand side of the blue rectangle to play the induction (in this example, TIKS Office). 

Once you tap on the Induction tile, the induction will play. You will need to watch the induction to the end of the presentation, by tapping on Next until you get to the end where you will be shown an Accept button.

You may also be asked to review and acknowledge a policy. If this is required, the screen below will be shown immediately after you complete your induction.

Tap on Acknowledge once completed.

You will be taken back to the screen below, once you complete your induction and policies.

Tap on View Records button to complete your records. See below.

Once you tap on View Records on the previous screen, you will be shown the records you need to complete and submit for approval.

The example below shows 3 records:

• one record is Pending Approval (it has been completed and submitted for approval, but not yet approved) and
• two records are Pending (they have not been completed yet).

Once records are completed and approved by Admin, they will turn Approved (green).

To complete a record, tap on the Pencil Icon, which will open the form below for you to fill out.

You will need to fill out all fields shown in the form, and sometimes you will need to provide evidence in the form of an attachment. 

If you are completing your records from a mobile device, you will be able to add evidence from your photo library, take a new photo directly or browse your files to find the correct attachment as shown below.

Once you have completed the form and attached your evidence, you will need to hit Save to submit the record for approval.

If you believe this requirement does not apply to you (for example, you don't need a licence to perform your trade), you may select Not Applicable without filling out the form.

Once you have completed each record on your list, all your records will be in Pending Approval status until approved by Admin.

Once all of your records have been approved, your overall status to access your company site will be Approved (green) as shown below.

If you are required to complete an online induction, you must also compete your induction before you come to site.

In addition, you are now able to use the Visitor app to gain access to site, by scanning your QR code from your app Profile via the entry scanner/turnstile scanner. Or using the app to scan the site location QR code to sign in. Use of the app will depend on how the Client has set up the access arrangements.

A record doesn't apply to the work I do (company or individual worker)

A record may not apply to the type of work that you do. In this case a worker or contracting company can select "Not Applicable" and submit this as their response for that record requirement.

The Administrator for the system, can decide to "Approve" or "Reject" as to whether the requirement is "Not Applicable" or not.

For example, the requirement may be to have a SWMS but the relevant contracting company is a flower supplier that doesn't perform high risk construction work. In this instance they'd select the "Not applicable" button (see below).

How long before a record expiry is a reminder email sent out to the company admin?

A reminder email is sent to the Company Admin to advise of an upcoming record expiry 1 month before the expiry.

A second reminder email is sent to the Company Admin to advise of an upcoming record expiry 1 week before the expiry.