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Develop a list of companies in either Lucidity Access, Lucidity Induction or Lucidity Contractor
Even though the 3 modules are integrated and the creation of a company in 1 module will result in the company being available in the other modules, it is recommended companies are established in Lucidity Contractor initially to ensure as many details as possible are captured
Create access roles for contractor reps for all required modules
Create eLearning courses, course groups and set self-registration fields
Develop communication processes including an email template with link to Induction and eLearn completion instructions for contractor representative.
The Induction Self-Registration & End-User Guide provides a good starting point
The Lucidity Contractor Onboarding comms pack can also be utilised.
Internal processes developed to ensure the conversion of contractor reps occurs in a timely manner
Create Intranet contractor portal (management system) which includes all instructions and relevant links the contractor reps may require
Establish sub-contractor training roles and required capabilities, including any roles that can be assigned by default
Determine and create contractor classifications and contractor documents required
Create form groups and design forms required
Develop internal processes to ensure the contractor rep is archived in a timely manner in either Lucidity HR or Lucidity Access
Determine other modules likely to be utilised and ensure managed lists are developed accordingly to accommodate. Modules may include
Test all of the above before trialling with any contractor representatives
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Step | Task | Responsible Party | Additional Notes |
|---|---|---|---|
1 | Email sent to contractor representative | Contractor Manager | To include link to Induction self-registration page and applicable instructions A template can be found in the Lucidity Contractor Onboarding Comms Pack |
2 | Complete self-registration | Contractor Representative | It is recommended the profile created references the company name rather than the individual contractor representatives name. This way, the same profile can be reused by the company if the contractor representative changes. |
3 | Convert and approve the contractor representative and assign access roles (permissions) to contractor representative | Contractor Manager | Ensure all contractor reps are scoped for EVERY MODULE to ensure they can only view their company details, records, employees and documents and don't have access to other company details. |
4 | Send welcome email / link to Intranet Contractor Portal | Contractor Manager | A template can be found in the Lucidity Contractor Onboarding Comms Pack |
5 | Read instructions in Contractor Portal and follow steps/ links | Contractor Representative | These should be clear and easy to follow and updated as appropriate Examples can be seen in the Lucidity Demo site. Please contact Lucidity Support if access has not been previously provided (for existing clients only) |
6 | Arrange for completion of inductions via self-registration of contractor employees | Contractor Representative | Completions should be validated and any incomplete followed up on a regular basis. Scheduled reports are recommended by utilising the My Email feature (include link to instructions in the Contractor Portal) |
7 | Convert contractor employees | Contractor Representative | Ensure all induction requirements are completed first |
8 | Assign training roles | Contractor Representative | If default roles are allocated and no additional roles required, this step can be skipped |
9 | Upload capabilities (licences, tickets etc) for contractor employees | Contractor Representative | Follow up on any outstanding needs |
10 | Upload required company documents | Contractor Representative | Dependent on privileges, the contractor representative may be able to upload additional documents on top of those deemed required |
11 | Validate company documents | Contractor Manager | If incorrect, these can be returned and corrections requested |
12 | Archive contractor employees | Contractor Representative | Should be completed in a timely manner whenever a contractor employee leaves or is no longer required to work for the hiring organisation |
13 | Contractor Manager | Should be completed in a timely manner whenever a contracting company will no longer be hired by the organisation |
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