ComplyWorks Subscription User Guide. October 6, 2011

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1 CmplyWrks Subscriptin User Guide Octber 6, 2011

2 Cntents 1. Register Get cmpliant... 3 a) Pay fr yur accunt... 3 b) Cllect the dcuments yu ll need... 4 c) Enter yur infrmatin... 4 d) Publish yur infrmatin... 7 e) Uplad dcuments Market yur cmpany t emplyers... 7 a) Decide which emplying cmpanies can see yur prfile... 7 b) Let emplyers search fr yu by service and area... 8 c) Use the CmplyWrks Ready t Wrk lg... 9 d) Display the Ready t wrk certificate Send yur infrmatin t a nn-cmplywrks emplyer Maintain yur prfile Take a free training webinar Cntact us if yu need help CmplyWrks Subscriptin User Guide 2

3 1. Register Step 1. Open yur web brwser (e.g. Internet Explrer, Mzilla Firefx, Safari, Ggle Chrme, etc.). Step 2. G t and click New Member Sign Up. Step 3. Select Business under Accunt Type and enter yur activatin cde. Step 4. Cmplete the New Accunt Subscriptin bx by entering yur address and yur desired passwrd, alng with the security number that s displayed. Step 5. Click Next. Step 6. Enter the cntact infrmatin f yur cmpany s CmplyWrks administratr. Step 7. Click Next. Step 8. Select the Peak Number f Emplyees per Year that reflects the size f yur rganizatin. Step 9. Click Next. Step 10. Read the member agreement and select Accept Member Agreement. Step 11. Select the apprpriate Membership Optin. Step 12. CmplyWrks will nw guide yu thrugh the uplading f yur required data int the system. 2. Get cmpliant T shw emplying cmpanies that yu re cmpliant with their requirements, yu will need t wrk thrugh the fllwing steps in rder: a) Pay fr yur accunt. b) Cllect the dcuments yu ll need. c) Enter yur infrmatin. d) Publish yur infrmatin. e) Uplad required dcuments. a) Pay fr yur accunt If yur accunt has been pre-registered (created by an emplying cmpany) r suspended (yur membership was nt paid n time), yu must pay fr it in rder t cntinue. The membership type must reflect yur peak number f emplyees during the previus wrking year. If yu d nt have a lg-in r passwrd, nw is the time t call r us fr assistance: Phne (403) CmplyWrks Subscriptin User Guide 3

4 b) Cllect the dcuments yu ll need T get yur accunt cmpliant, yu ll need t prvide us with specific infrmatin. Befre getting started, gather up the fllwing dcuments (these are the dcuments typically required by emplying cmpanies; the dcuments yu ll need may be different depending n yur emplying cmpanies requirements): Insurance Depending n the services yu prvide this may include sme r all f the fllwing: Cmmercial general liability Umbrella liability Aut Aircraft Frest fire Certificate f incrpratin Wrkers cmpensatin A clearance letter r letter f gd standing (the name f the dcument varies frm regin t regin) as well as an emplyer premium rate statement. Safety prgram certificate Depending n yur regin, this can be a Certificate f Recgnitin (COR), Small Emplyer Certificate f Recgnitin (SECOR), r ther safety prgram certificate. c) Enter yur infrmatin The main headings (at the tp f the page) that yu ll be using are Persnal (t adjust yur passwrd), Cmpany (fr administratin f yur accunt) and Wrks (fr curses and nline training). Cmpany Under this heading yu will see the fllwing sectins in the rder in which they shuld be cmpleted. Yu will need t cmplete each sectin t attain a cmpliant status: Crprate Infrmatin Directry Listing Prfile Required Questinnaire Required Dcuments Permissin Prfile Publish CmplyWrks Subscriptin User Guide 4

5 Crprate Infrmatin T adjust yur accunt infrmatin, click Edit. After making changes, click Dne r Submit at the bttm left. Cmpany cntact and directry infrmatin This is yur general business cntact infrmatin. Administratr This is the persn wh will be ding the majrity f accunt maintenance, and wh will receive accunt s. Main HSE cntact This persn will be cntacted when the Administratr is unavailable/unreachable. Alternate HSE cntact This persn will be cntacted if neither the Administratr nr the Main HSE cntact are available. After hurs cntact This persn will be cntacted fr assistance after wrking hurs. T make changes t the administratr r cntact infrmatin, yu must first chse what type f change yu wish t make, based n wh the new cntact will be: T update details fr the current administratr r cntact, select Update the Administratr details using the fields belw. T replace the current administratr r cntact with an individual currently listed as ne f the cntacts, select Assign cntact [drp-dwn list] t be Administratr and select ne f the individuals listed in the drp-dwn list. T replace the current administratr r cntact with an individual that is registered in the CmplyWrks system but wh is nt ne f yur subscriptin s administratrs r cntacts, select Assign anther User as this Subscriber's Administratr. It can be any additinal user f yur subscriptin (see Manage Users), r an existing Administratr f anther accunts. Verify using their Lgn. T replace the current administratr r cntact with an individual that is nt registered in the CmplyWrks system, select Replace the Administratr with a new User, using the fields belw. Users must have an address that is unique t them. Duplicate s are nt allwed and will cause lgin issues. Directry Listing After yu ve entered infrmatin r made changes, click Save r Submit. Directry page T market yur cmpany t emplying cmpanies, enter a descriptin f yur cmpany and the services that yu prvide. Cmpany lg Uplad yur cmpany lg as a GIF, JPEG r PNG file t display it n yur prfile. Viewing Optins Mst peple select Public Directry t allw anyne in ur system t see their infrmatin. T nly let emplyers that yu wrk fr see yur infrmatin, select Members Only. Services prvided Select the service n the left clumn and then click >> t add it t yur list. Click Save t update the list befre cntinuing t the next heading. CmplyWrks Subscriptin User Guide 5

6 Prfile After yu ve entered infrmatin r made changes t a sectin, click Save. Questinnaire builder The questinnaire yu ll be required t cmplete will depend n yur emplyers, the industries in which they perate and the cuntry in which yu d business. Fr example, if yur emplyers are in the Canadian il and gas industry, yu will be requested t cmplete the Canadian HSE Oil & Gas questinnaire. In many cases, yur required questinnaires will be pre-selected. Describe yur business Enter a descriptin f yur cmpany and the services yu prvide. Number f emplyees List the maximum number f emplyees yu had at ne time during the previus wrking year. Operating jurisdictins Select the regins in which yu are currently perfrming wrk and indicate the industry numbers that wrker s cmpensatin has assigned t yur business (these are preassigned t yu; d nt select the regins r industry numbers fr services yu wuld like t prvide). D nt specify regins in which yu d nt hld valid wrker s cmpensatin cverage, as this will affect yur cmpliance rating. T select the apprpriate industry cde(s), click Select Yur Industry Cdes. T arrange the industry cdes in rder, click the Industry Number bx at the tp f the clumn and select the apprpriate cdes. Click Save when yu re finished. Required Questinnaire Enter yur health, safety and envirnmental data (HSE data). Fr the initial set-up f yur accunt, yu shuld fcus n the sectins belw, because yur cmpliance status is based n them. The remaining questins can be answered later, but we suggest that yu cmplete them as sn as pssible. If questins are nt applicable t yu, yu can answer N withut affecting yur status. Business infrmatin Crprate prfile Insurance Wrker s cmpensatin HSE Prgram infrmatin System questins Safety perfrmance All f these questins are mandatry except fr vehicle mileage. Yu will nt be allwed t publish yur safety infrmatin if yu d prvide yur safety stats fr last quarter. Permissin Prfile In this sectin, yu set the access level fr emplying cmpanies. We recmmend yu select ALL Registered emplyer cmpanies can access s that new emplying cmpanies can view yur infrmatin. Fr mre infrmatin n setting yur Permissin Prfile and marketing yur cmpany t new emplyers, see Sectin 3. Market yur cmpany t emplyers. CmplyWrks Subscriptin User Guide 6

7 Review Duble check the infrmatin in yur prfile fr accuracy and cmpleteness. This page will ntify yu when the data in yur prfile is nt cmplete. Areas that need mre attentin will be flagged with. View Wrking Cpy This displays the answers yu have been wrking n. View Published Data This displays data that has been published fr yur emplyers t see. Send Reprt t a Nn-Member This creates a PDF f the infrmatin in yur prfile. (See Sectin 5. Send yur infrmatin t a nn-cmplywrks emplyer.) d) Publish yur infrmatin In rder fr yur emplying cmpanies t see the infrmatin yu entered, yu have t publish it. If yu dn t publish yur infrmatin, emplying cmpanies will either see n data (if yu re entering data fr the first time) r ld data (if yu re updating yur infrmatin). Step 1. Select Cmpany at the tp f the page. Step 2. Enter the requested infrmatin in Authrizing Officer f yur Cmpany. Step 3. Click Agree. Step 4. Click Publish. Questins that need t be answered befre yu can publish are shwn under Data Quality Advisr. e) Uplad dcuments Attach requested dcuments t yur prfile. These are required t verify the infrmatin yu entered in c) Enter yur infrmatin. Yu can uplad electrnic files r fax the paper versins. T fax the dcuments, select the Paper Fax-In ptin and print the bar cde page that appears. Fax this alng with the required dcuments t the fax number n the bar cde page. (We d nt accept dcuments faxed directly t ur main fax number.) When uplading files, please ensure that the prcess was successful by cnfirming the submitted date and time under the heading n the dcuments page. 3. Market yur cmpany t emplyers Access t a pl f prequalified service prviders is ne f the tp benefits f CmplyWrks that emplying cmpanies rutinely tell us they use. Fr example, if a prperty management cmpany desn t have a fld restratin specialist in a particular regin n its prequalificatin list, the prperty manager can use CmplyWrks t search fr fld restratin specialists in the area that are cmpliant with its requirements. Or, if a cnstructin cmpany needs prtable heat t help cure cncrete, it can search fr prtable heat vendrs in the area that subscribe t CmplyWrks and can get t wrk the same day. a) Decide which emplying cmpanies can see yur prfile T allw yur cmpany t be hired by new emplying cmpanies, yu have t set yur permissin prfile t allw them t see yur infrmatin. Yu can d this by allwing all emplying cmpanies t see yur prfile, CmplyWrks Subscriptin User Guide 7

8 r by allwing nly selected emplying cmpanies t see yur prfile. If there are cmpanies yu dn t want t see yur infrmatin, yu can blck them while allwing the rest f the emplying cmpanies in CmplyWrks t see yur prfile. Step 1. Lg in and click Cmpany in the tp rw. Step 2. Click Permissin Prfile in the left-hand clumn. The Emplyer Cmpany Data Access Permissins page will appear (Figure 5). Step 3. Select wh yu wuld like t see yur prfile: a) T allw all emplying cmpanies t see yur prfile, select ALL Registered Emplyer Cmpanies can access. b) T allw nly specific emplying cmpanies t see yur prfile, select ONLY SELECTED Emplyer Cmpanies can access. c) T allw all emplying cmpanies t see yur prfile except fr nes that yu specifically blck, select All EXCEPT SELECTED Emplyer Cmpanies can access. Step 4. Click Submit t change yur permissin prfile. Step 5. If yu selected b) r c) in step 3, scrll dwn t the Select yur target audience bx, and select the cmpanies yu wuld like t see yur infrmatin r blck, respectively. b) Let emplyers search fr yu by service and area Many emplyers tell us they use the service and radius search functins mre than they use Ggle r ther directries t find new cntractrs and suppliers in a specific area. T enable emplying cmpanies t find yu using the service and radius search functins, yu must list the services yu prvide in the Directry Listing sectin f yur accunt: Step 1. Lg in t CmplyWrks. Step 2. Click Cmpany. Step 3. Click Directry Listing in the clumn n the left-hand side. Step 4. In the Viewing Optins screen, select Members nly - can be viewed by any registered Emplyer Cmpany. This will allw all emplyers t see yur directry listing, but will nt release yur infrmatin t them. Step 5. Click Save. Step 6. Click the Services Prvided tab. Step 7. In the "Available" bx, select a service yu prvide and click >> t mve it t the "Selected" bx. Repeat this fr all the services yu ffer. Step 8. Click Save. CmplyWrks Subscriptin User Guide 8

9 c) Use the CmplyWrks Ready t Wrk lg The cst and time invlved in hiring a cntractr r supplier that des nt already subscribe t CmplyWrks is significant fr emplyers. T let them knw that yu subscribe t CmplyWrks and are ready t wrk, display the CmplyWrks Ready t Wrk lg n yur vehicles, equipment, site signs, website, business cards and ther marketing material. This lg is nly available t CmplyWrks subscribers. T dwnlad electrnic files f the lg: Step 1. Lg in t CmplyWrks. Step 2. Click Cmpany. Step 3. Click Subscriptin Benefits in the left-hand menu. Step 4. Dwnlad the apprpriate lg: Fr websites and ther electrnic materials, dwnlad ne f the nline lgs as a.jpg file. Right-click it and select Save Picture As... (if yu're using Micrsft Internet Explrer) r Save Image As... (if yu're using Firefx web brwser). Fr business cards, ther printed materials, and vehicle/equipment decals, dwnlad the lg in.tif frmat. Under CmplyWrks Ready t wrk lg fr print uses (.tiff file), rightclick the wrds Right-click Save Target as... r Save Link as... and select Save Picture As... (if yu're using Micrsft Internet Explrer) r Save Image As... (if yu're using Firefx web brwser). If yur printer, web develper r graphic artist requires a different file frmat, cntact d) Display the Ready t wrk certificate As a subscriber t CmplyWrks, yu can dwnlad a Ready t wrk certificate with yur cmpany name t display in yur ffice and/r shp. Just remember t print a new ne each year after yu renew. Step 1. Lg in t CmplyWrks. Step 2. Click Cmpany. Step 3. Click Subscriptin Benefits in the left-hand menu. Step 4. Scrll dwn t Yur CmplyWrks Certificate and click Click here. Step 5. Print the certificate that s displayed. 4. Send yur infrmatin t a nn-cmplywrks emplyer We ve made it as easy as pssible t send the infrmatin in yur prfile t nn-cmplywrks emplyers. Befre yu pay t jin anther service and spend hurs entering and re-entering infrmatin, we recmmend that yu send the emplyer the infrmatin yu ve already submitted t CmplyWrks, alng with yur Ready t wrk certificate. In many cases, this will be enugh t satisfy the emplyer. Step 1. Lg in t yur CmplyWrks accunt. Step 2. Click Cmpany n the tp navigatin bar. CmplyWrks Subscriptin User Guide 9

10 Step 3. Click Send Reprt t a Nn-Subscriber Client in the left-hand clumn. Step 4. Select the infrmatin yu want t send. Step 5. In the Recipient sectin, enter the cntact details fr the persn yu want t send the infrmatin t, alng with a message in the Message sectin. If yu want t create a PDF f yur infrmatin that yu can print r send by , enter yur wn address. Step 6. Click Preview and Send Reprt. Step 7. Click Preview the reprt in a new windw. A PDF with yur infrmatin will pen. Step 8. Click Send. 5. Maintain yur prfile Over the curse f the year, the fllwing may require attentin: Wrker s cmpensatin dcuments Depending n the jurisdictins in which yu perate, yu may have t update yur wrker s cmpensatin peridically, as well as the rate sheet. Insurance infrmatin Insurance dcuments, plicy numbers, expiratin dates and insurance prvider infrmatin must be kept current. If yur insurance plicy changes, yu will need t uplad the new insurance certificate and update the Required Questinnaire with the new infrmatin (i.e. expiry dates, cverage amunts, etc.). If ne r the ther is nt updated, yu will receive either an autmated ntificatin r a verificatin nte stating that yur insurance is ut f date; the questinnaire infrmatin and the certificate need t reflect the same infrmatin. Safety certificatin This must reflect yur current status. If yur certificate has expired, yu will need t uplad a current dcument and update the infrmatin in the Required Questinnaire. Cntact infrmatin If yu mve t a new lcatin, change phne numbers r addresses, etc., please update yur cntact infrmatin s we can get in tuch with yu when necessary. If fr sme reasn, yur accunt becmes ut f date, we will maintain yur data in the cnditin that is supprted by the upladed dcuments. This may change yur cmpliance level, which will affect yur ability t wrk fr sme r all f yur emplyers. Fr example, if yu have adjusted yur questinnaire t shw new insurance cverage but have nt prvided a new certificate, we will be required t change the infrmatin back t match the existing certificate. This may give yu a high risk rating. 6. Take a free training webinar T help yu get the mst ut f yur CmplyWrks subscriptin, we ffer fur free training webinars fr subscribers each mnth. T see the upcming webinar schedule and register fr a webinar, g t: CmplyWrks Subscriptin User Guide 10

11 7. Cntact us if yu need help We are here t help yu set up and maintain yur accunt infrmatin. T cntact us: In Nrth America Telephne: r Our Help Desk is pen Mnday t Friday frm 8 a.m. t 4:30 p.m. (Muntain Time). In Africa Phne r ecmpliance Africa, the exclusive distributr f CmplyWrks in Africa, at: Telephne: +27 (086) CmplyWrks Subscriptin User Guide 11

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