Platform Frequently Asked Questions (FAQs) System Administrator How do I get set up as an Administrator? You will receive an email with login instructions from TIKS for TIKS Visitor Admin. Contact your TIKS Account Manager if you have not received your login instructions. You can log into the TIKS admin portal using the URL provided by your account manager. It will be in the format https://your company name.visitor.tiks.com.au/dashboard By using the credentials that have been sent out to you via email, type your email into the first field, and your password into the second field, and select the ‘Log In’ button. See below. I forgot my admin password, what do I do? If you have forgotten your administrator password, simply select ‘Forgot password?’ underneath the coloured ‘Log In’ button. Re-type your email linked to your TIKS admin portal account. Once you have done this, select the coloured ‘Send Password’ button, this will re-send you an email with instructions to reset your password. See below You will receive a “Password Reset Link” email. Click on the link within the email instructions to take you to the password reset. First re-type your email linked to your TIKS admin portal account. Then the new password you would like to change it to, and simply retype this password to confirm. Admin Portal (Dashboard) What are the features of the Top Bar? In the top left hand corner of the top bar you will see the TIKS logo or your company’s logo if you have chosen to brand your system. If you have a Procore integration it will show the date and time of the latest automated "sync" with Procore. There is a "Procore Sync"  button which can be selected to manually sync with Procore. This will only be visible to Level 1 Admin users. The "Broadcast SMS" button allows you to create an SMS message that can be sent to all users on site. Your user name (where it says TIKS Admin above) will be displayed next. If you click your user name it will go to your Profile page. The current site you are logged into is displayed. You can use the drop down menu here to toggle between sites. The final icon is the ‘Log out’ icon. If you select this, you will be logged out of the TIKS admin portal. What do the charts display on the dashboard home page? At the top of the dashboard, you can see two graphics, these allow you to see important information at a glance. Circular Graph: This circular graphic allows you to see, dynamically, the total number of visitors currently on site. Line Graph: This provides a little more detail, showing you the number of visitors on site at different time milestones throughout the day Locations selected: You can use this to choose which locations to view in the charts to see the total number of persons on one or more sites. To select a specific location or many locations select the check boxes and click "View". See below. What do the different tiles on the dashboard do? On the dashboard, you will see a number of coloured tiles (depending on your permissions level) these represent the different sections of the TIKS VMS admin portal. These are also detailed in miniature down the left-hand side of the screen. Here’s a brief description of each tile. Signed In Report: This section allows you to view a report on who has signed into your site Pre Register: This section allows you to pre-register visitors. Site Locations: This section allows you to manage site locations, it also allows you to switch between different sites (depending on your permission level). System Settings: This section allows you to view, add and edit admin users, manage permission levels, and manage systems settings. Profile: This section allows you to view and edit your account details. Policies: This is where you can manage the company’s policies to display to those attending site. Records: Records of the companies and workers who access your sites and the compliance requirements for those sites. Integration: this section allows you to view the system integration status What is the admin dashboard? The administrator dashboard or admin portal will look appear similar to the below depending on the features you have ordered for your system. The dashboard will show the various feature tiles which you can select to view information or edit to configure your system. Level 1 Admin users will have greater access to features and configuration options than users with less permissions. Signed In Report What is the Signed In Report? To access select "Signed In Report" from the home screen (dashboard). See below. The Signed In Report displays in real time who is on a particular site. You can toggle between sites by selecting the site in the top right hand site selection drop-down menu.How do I access the Signed In Report? To view the Signed In Report for your site/s select the "Signed In Report" tile from the home page (dashboard). What does Visit Induction mean? The "Visit Induction" column shows whether that visitor has a valid induction. If it’s valid, it will highlight in green with the number of days left until the induction expires in brackets. Induction validity periods are determined in the Site Location settings. If the induction has expired it will say “Expired” in red text and the user will be shown the induction slides when they next sign in at any kiosk/tablet. If the user has been pre-registered and they have not yet completed a site induction, it will say “Incomplete”. What does ID mean? This column shows the unique visit ID specific to that visit for that visitor. This is what is used to generate the QR code on the badge that the visitor receives. The visitor can use this ID to sign out quickly from one of the kiosks/tablets. If you have a QR code scanner integrated into your system, the visitor can scan the QR code on their badge to sign out.What do the buttons in the Action column do? The ‘Signout’ button allows an Admin user to sign that particular visitor out. If that person has already signed out, the button will be greyed out, and you will not be able to select it. The “Reprint Badge” button allows you to reprint a visitor’s badge if you have a printer attached to your system.How do I find a specific entry in the Signed In Report? In the top right-hand corner of the Signed In Report page, after the coloured “Download Report” and the coloured “Filter Results” button, there is a magnifying glass search icon If you would like to find a specific entry in the Signed In Report page you can use this function. Select the magnifying glass search icon, then slightly translucent blue search bar will appear (see below). Start typing the desired search text and hit enter to complete your search.What is the Broadcast SMS feature? This function allows you to send a broadcast (SMS) to anyone on site. It is often used for evacuations, alerting users of a hazard or general safety information.How do I send a Broadcast SMS? Click on the “Broadcast SMS” button in the top bar of the system. A text box will be displayed where you can type your message. Click the “Send” button to broadcast the message to all on site. How does a user borrow and return equipment? Once a person has signed into the system an admin user can record any keys or equipment that have been assigned to them for their visit. From the admin dashboard, select "Signed In Report". Locate the user that has signed in and click the “Equipment” button. The system will ask you to confirm their ID. Then put in the details of the equipment they have borrowed (apply the “Borrowed” status) and click “Save”. The system will now show those items against the visit “ID” of the person in the Signed In report (example below) When the person leaves the site, the system will remind them to return the borrowed items and will not allow them to sign out until the system records the items as returned. To record the return of equipment, locate the person in the Signed-In report and use the drop-down in the Status field to show the items as “Returned” and click “Save”.Reporting How do I download reports of site access history? From the home screen (dashboard) select "Signed In Report". You may need to download data from your Signed In Report for use in other reporting tools. You can download data in both PDF and CSV formats. Download Report: In the top right hand corner, you should be able to see a coloured button with the download icon, reading, “Download Report”. If you select the “Download Report” button, you’ll see a pop-up with the following two options. PDF: If you select the “PDF” option, you’ll see the window pop-up asking you to save the file, you can name it according to your own naming conventions and select save. XLS: If you select the coloured “XLS” option, and you will be able to download a CSV file of the Visitor Report. How do I filter a report for download? In the top right-hand corner of the Signed In Report page, after the “Download Report” button there is a coloured “Filter Results” button, this allows you to manipulate the visitor data to suit requirements.What filtering options are there for reporting? The following will outline the filtering option for reporting. You can use one, some or all of these filters to refine your reporting. 1. Name: name of the visitor, you can use the first or last name, or both.2. Company: name of the company that the visitor belongs to.3. Visiting: name of the person the visitor is visiting.4. From date: sets the ‘from’ date parameter, if you don’t set this it will use the current date.5. To date: sets the ‘to’ date parameter, if you don’t set this it will use the current date.6. Visitor type: you can select ‘Visitor’, ‘Contractor’, ‘Staff’, or ‘VIP’ from the drop-down, we will go into more detail regarding these user types later in the user guide.7. On site: you can either select ‘All of the above’, ‘On Site’, ‘Pre Registered’ or ‘Signed Out’ from the dropdown menu. This refers to whether the visitor is still on site or the other visit statuses.8. Site Induction status: you can either select ‘valid induction’ or ‘invalid induction’ from the dropdown menu. Additional fields may include the following: All Temperatures: You can select from All, Abnormal and Normal temperatures Equipment: you can select by equipment type Equipment Status: you can select by equipment status Select the options you wish to filter by and then select "filter" to apply the filters.How do I apply my report filters? Select your filters then, to apply your filter, select the ‘filter’ text in the bottom right-hand corner of the filter bar (circled above). You can use a combination of any of the filters together at any one time or you can choose not to use a filter, in which case you will just be shown the current visitors on site.Why are there no results showing? If there are no visitors on site or there were no visitors on site at the time to meet your filter requirements, you will see no results and the text will read, “No visitors are currently on site”.How do I clear my filters? To clear your selected filters, select the ‘clear’ text in the bottom right-hand corner of the filter bar (circled above).How do I close the filter options? To close the filter bar, select the ‘close’ text in the bottom right-hand corner (circled above).Pre-Register What is the pre-register function? This allows you to send the visitor details of their visit, this is a good reminder to the visitor and allows them to view important site information before arriving on site. If you pre-register a user, it can also make their sign in process faster as their details will be pre-populated in the TIKS system and so will auto-fill some details when the visitor is signing in. Pre-register can be accessed from the home page (dashboard) by selecting the "Pre-register" tile. How do I pre-register a visitor? Select the Pre-Register tile from the dashboard. Use the pre-register form to pre-register visitors by completing the following details; Company: This is the company the visitor belongs to. Full Name: This is the full name of the visitor. Chose if you are either a Visitor, Contractor, Staff, VIP - if you set the visitor as a VIP, they will not need to view induction content and they can skip the taking of a photograph when signing in. Phone: Phone number and country code of the user. Email: This is the email address of the visitor, ensure there are no typo’s, as this will be where the badge and induction content will be sent. Visit Date & Time: This is the approximate time the visitor will arrive on site. Host: The visitor will need to indicate who their host is to access the site. Bulk Register: Bulk register is simply pre registering a group of visitors all at once, this is useful if you have many visitors you would like to pre register. Register: Once all of the fields have been filed out, click register. What does my pre-registered visitor receive? A pre-registered visitor will receive an email with their visitor pass details and also a link to any inductions they need to complete prior to attending site.How do I bulk register a group of users? The bulk register function is pre-registering a group of visitors all at once, this is useful if you have many visitors you would like to pre-register. Click “Bulk Import” to register a group of users. Click “Bulk Import” then it gives you the options of downloading a CSV or Excel Template, you will need to fill out one with the user information and import to the platform. CSV Template: This allows you to download a CSV Template, you will then need to fill this out with the user information. Excel Template: This allows you to download a Excel Template, you will then need to fill this out with the user information. Choose File: Choose the CSV or Excel file that you want to import. Import: Import the user information. Site Locations How do I view Site Location details? Select the “Site Locations” tile from the admin dashboard home screen (see below). The currently selected site will be at the top of the list with the remainder below. Show Archived: Selecting this will show all site locations that are both active and archived. Map: This shows the map that is generated using a Google maps API from the input address. Name: This is the naming of the site, generally companies use the naming convention of the site street in order to make searches easier. QR Code: This is a unique string that is generated when a site location is created. Click the “+view more” to show the QR code for the site. To save the QR Code, right click and save or copy the image to be used for display purposes. This is the string used to create QR codes that you can display prominently at your site location for people to use if/when you use the mobile integration for TIKS VMS. Configurations: This shows at a glance the configurations set for the site, the maximum configurations it will show will be; Induction validity period, Print, Email and Photo. If these are in use, they will be shown with a coloured tick for that site. Actions: There are 5 different actions you can select from that will be explained in the next section Add Site: If you would like to add a new site to TIKS VMS, on the Site Location select the coloured “Add Site” button in the top right-hand corner, this will open up an Add Location pop-up. This will be explained further in a later section. Search: If you’d like to find a specific site in the Site Location page you can use this function. Simply select the coloured magnifying icon and a slightly translucent black bar will appear along the top of the page. You just start typing the desired search text and hit enter to complete your search. What are the Site Location configuration options? The far column titled “Actions” has the various site editing options. They are described below. Inductions: If you select this button, you can view and edit the induction slides for that site. Depending on how your site is set up, you will be able to see three tabs on the inductions page; Visitor, Staff and Contractor. You can upload different induction content for each of these different user types and it will be shown to them when signing in. Out of Hours: Clicking this calendar button allows you to leave a message on the tablet/kiosk for times when the desk is unmanned. It allows you to schedule an instruction message on the screen. Switch: This button allows you to switch to the selected site (dependant on your permissions level). Once you have successfully “switched” you’ll see the site you’re logged into in the “Current Site” section and you’ll also see the site name appear in the top right-hand corner of the top bar. Edit: This edit icon allows you to manage the site settings. The “Edit Site Location” options will then be displayed. Delete: Clicking this icon will delete the site location. Archive: Clicking this folder icon will remove and archive the site and its settings.How do I edit a Site Location settings? Select the “Site Locations” tile from the admin dashboard home screen. Click on the edit pencil against the location you wish to edit. The “Edit Site Location” options will then be displayed. Edit as required and select “Save”. The options are: Site name: Name of your Site Location. Address: Typing in the address will automatically locate the address on the map within the image below. Search: Click search to find the address. Record Administrators: where you can populate one or many email addresses (comma separated). When populated, those people will be the ones who receive emails on behalf of the client from the 'Records' module. Location User Types: Indicate if you are a Visitor, Contractor or Staff. If none are selected then all are used. Induction Enabled - enable inductions for the site then set the validity period. Print Enabled - Allow to print badges from the VMS to an attached printer. Email Enabled - Enable emails to be sent to users fromthe system when they sign in. Photo Enabled - enable photos to be taken of users when they sign in. Site Location Active - make this site active (usually a TIKS only function unless an enterprise licence) Current Timezone: Indicate what time zone you are in. Geofence Distance: Set the metres from the site the geofence can work from. Date Format: Enter the date in DD/MM/YYYY Save: Once you have filled out the relevant fields, select the coloured Save button. Once successfully saved, the new Site Location will appear in the list. What are the edit site location options? Site name: Name of your new Site Location. Address: Typing in the address will automatically locate the address on the map within the image below. Search: Click search to find the address. Record Administrators: Where you can populate one or many (comma separated) email addresses. When populated, those addresses will be the ones who receive emails on behalf of the client from the 'Records' module to approve/decline submissions.. Location User Types: Indicate if you are a Visitor, Contractor or Staff. Checkboxes: Select the checkboxes for the configurable settings - Inductions, Print, Email, Photo Site Location Active, Visitor Approval Process enabled. If you select to have inductions on, you will see a drop-down menu appear, this menu allows you to select how long the induction will be valid for. Current Timezone: Indicate what time zone you are in. Date Format: Enter the date in DD/MM/YYYY Save: Once you have filled out the relevant fields, select the coloured Save button. Once successfully saved, the new Site Location will appear in the list. How do I add a screensaver to my kiosk? By using the Screensaver function you have the option to display images/information when the kiosk goes idle for that site. Image restrictions: Max size: 2MB | Max images: 6 | Ratio: 16 : 9 | File Types: jpg, jpeg, png To action this option, go to “Site Locations” from your admin dashboard. Go to the relevant site/s and click the edit pencil. Go to the screensaver tab Select your image and upload as a screensaver. Click “Update” when complete and your image will be saved as a screensaver. Once the image has been added to the Screensaver, it will be displayed on your kiosk screen when idle.Inductions How do I add or edit an induction for a site? Go to the Site Location. Select the "Inductions" button. You will then see the Inductions page (below). You can then upload, delete, edit and re-upload etc. new induction content for the various user types for the site. What induction file format options are there? The induction formats can be the following. SCORM Note: You need to publish as LMS file, version 1.2 and include HTML5 output. Video Note: Must be an mp4 file and there is a 100mb file size limit. Slides (PowerPoint jpeg) Note: For PowerPoint, these slides are saved as hi-res jpegs and uploaded to system Can I have different induction content for each user type? Yes, you can have different content for Visitors, Staff or Contractors. They can also be in different formats. All users, some users or no users can have inductions. Can I have a corporate level induction that is applied to all sites and for all users? Yes, speak with TIKS during the sales process so we can assess the complexity to set this up for you in the system.How do I enable the induction/s for a site? To edit, select the Site Locations tile from the home page (dashboard). Then go to the relevant site. Click the edit pencil . You will be presented with the site edit options (below). Ensure the “Induction Enabled” check box is selected.How do I set or update the induction validity period? Select the Site Locations tile from the home page (dashboard). Then go to the relevant site. Click the edit pencil . You will be presented with the site edit options (below). Ensure the “Induction Enabled” check box is selected. Then select the relevant number of months in the drop down “Months induction is valid for:” Note: You can choose between 0 and 12 months for the validity period of an induction. Zero (0) would mean the induction is required for every visit to a site and 12 would be every 12 months (with each other option in between).Policies What is the Policies feature? If you select the “Policies” tile from the dashboard you can set up options to apply a policy (pdf document) for a user to read and acknowledge as part of their site attendance. How do I add a policy to the system for all users to view and acknowledge (a global policy)? Select the Policy tile in the admin dashboard. Go to “Policies for all sites”. Type the title of the policy. Select “Choose file” to add the policy file. Then select “Upload”. The policy will then be shown below. Users will then see this policy as part of their site sign in to every site. How do I add a policy to view and acknowledge but only for a certain site not all sites (a site specific policy)? Select the Policy tile in the admin dashboard. Go to “Policies for [SiteName]”. Type the title of the policy. Select “Choose file” to add the policy file. Then select “Upload”. The policy will then be shown below. Users will then see this policy as part of their site sign in for this site. Can I have a policy that is shown for all site visits but also one for a particular site (a global policy and a site specific policy)? Yes, select the Policy tile in the admin dashboard. Go to “Policies for all sites”. Type the title of the policy. Select “Choose file” to add the policy file. Then select “Upload”. The policy will then be shown below. Users will then see this policy as part of their site sign in to every site. Then Go to “Policies for [SiteName]”. Type the title of the policy. Select “Choose file” to add the policy file. Then select “Upload”. The policy will then be shown below. Users will then see this policy as part of their site sign in for this site. How do I de-activate or re-activate a policy? Select the Policy tile in the admin dashboard. You will see the below page. To turn off (de-activate) a policy but not delete it, select “De-Activate” on the policy. This will turn off the policy being shown to users but not delete it. It can be reactivated by clicking “Re-Activate”. De-Activate Re-Activate System Settings How do I add a new system user? From the Admin Dashboard, click the System Settings tile. Then click the System Users tile. You will see the below option. To add a new user enter their details, select their admin permission level, select the site (or sites) they are to be associated with and then click “Register”.How do I bulk upload multiple admin users and/or hosts? From the Admin Dashboard, click the System Settings tile. Then click the System Users tile. You will see the below option. Click “Bulk Import". You will see the below. Click “Template” to download the template. Fill out the details for your users. Attach the template by clicking “Choose file” and selecting the file. Click “Import”. The users will then be imported into the system. How do I view the user permissions matrix? From the Admin Dashboard, click the System Settings tile. Then click the System Users tile. You will see the below option. Then click on “View Matrix”. You can then see an overview of the various permissions for each user level. How do I delete a System User? From the Admin Dashboard, click the System Settings tile. Then click the "System Users" tile. Go to the System users name and in the far right “Action” column there is a “Delete User” button. Click this button to delete a user. How do I edit a system user? From the Admin Dashboard, click the System Settings tile. Then click the "System Users" tile. Go to the System users name and in the far right “Action” column there is an “Edit User” button. Click this button to edit a user. A system user has not received or forgotten their login? From the Admin Dashboard, click the System Settings tile. Then click the "System Users" tile. Go to the System users name and in the far right “Action” column there is a “Resend Login” button. Click this button to resend the login details to the user. Note: Remember they may need to check their junk or spam email folders if the email appears to have not been received. Why am I not receiving an email from the TIKS system? You may need to check your junk or spam email folders if an email or email notification appears to have not been received. As it may be from an unfamiliar sender, sometimes TIKS emails go to these folders. You can trust the sender so future emails do not have this issue.What does the “Global Settings” tile do? From the Admin Dashboard, click the System Settings tile. Then click the "Global Settings" tile. You will see the following settings that can be reviewed. View the API Key Review/edit the auto log out timing - from 1 to 24 hours Review/edit the system email footer message Select whether a contractor’s admin can approve records or not Download an “Activity Log” What is the “Activity Log” download? It is a csv file download of all the system changes noting the change, the date, time and user that made the change. It is an audit history of your system. To download an activity log, go to the System Settings tile from the Admin Dashboard, Then click the "Global Settings" tile. The below settings will be displayed. Click on "Activity Log" to download the log. How do I edit my Profile? Click on the “Profile” tile from the admin dashboard. This then allows you to view and edit your profile details. How do I manage my user Profile? Click on the “Profile” tile. This then allows you to view and edit your TIKS profile. TIKS Admin: This needs to be your full name, you edit by selecting the name field, changing the details by typing and once you’re done, select the ‘Save’ button. Email: There is validation on this field and so it has to be a valid email address with an “@” and “.com” for example email@example.com. You can edit your email address by selecting the field, changing the details by typing and once you’re done, select the ‘Save’ button. Phone Number: There is validation on this field and so the telephone number has to be between 8 and 10 digits. You can edit your email address by selecting the field, changing the details by typing and once you’re done, select the ‘Save’ button. Locations Selected: Select the relevant locations you administer. Password: For security reasons, to change any details in the password section, you must also type in your TIKS admin portal password. If you’d like to change your password, simply type the desired password into the correct field and replicate exactly in the password confirmation field and select the ‘Save’ button. Password Confirmation: Please retype and confirm your password. Turn on or off - Two Factor Authentication: Two-factor authentication is a security process in which users provide two different authentication factors to verify themselves. Save: Once you have filled out the relevant fields, select the ‘Save’ button. Kiosk Sign In and Out How does a user sign in using a kiosk? Go to the kiosk and you will see a display similar to the one below. Select the relevant button that applies (Visitor, Contractor, Staff). Example screen below. The user will be presented with a COVID-19 screening acknowledgement. Then enter all required fields and continue. The user will be prompted for mandatory fields. The system will then take the user’s photo if photo is enabled. The system will issue a printed badge (if a printer is attached to the system) An alert will be sent to the host to notify that their visitor has arrived The visitor will receive an email confirmation from the system (if this feature is enabled). Depending on the configuration the visitor may be shown policies to acknowledge and/or a COVID-19 acknowledgement.How does a user sign out using the kiosk? To sign out select “Sign Out” button on the kiosk or scan their printed pass (QR code) on the kiosk scanner. The user will then confirm their details are correct. The user will then be signed out. Records 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.Using the App How do I download the App? The Visitor App will only be useful to you, once you have been approved as an Individual AND your company has also been approved. The name of the app is usually [Client Name] Visitor. Go to the Apple App Store (iPhones) or Google Play Store(Android) and search for [Client Name] Visitor . The App icon will be shown. Download the App to your mobile device. Once you have been approved, you will receive an email titled Successful Contractor Registration. Please follow the instructions in the email to launch the app, by tapping on the Click Here to launch the app tile from within the email. See example email below. Once you tap on that tile, the app will launch and log you in. Your QR Code will be part of your profile. You can use it to scan into site on a kiosk or turnstile scanner. Or you can use the App to scan a site QR code to sign into site. Remember to scan out of site when you are finished work on site.