Page Comparison

...

This is not a definitive list and each organisation may change the workflow to suit individual needs. Where relevant, links to user guide instructions have been included:

Step	Who / Responsible party	Module	Task	Responsible Party	Additional Notes	Notes	User Guide / Document Links
1	Email sent to contractor representative	Company 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	Archive contractor representative and archive company	Contractor Manager	Should be completed in a timely manner whenever a contracting company will no longer be hired by the organisationN/A	Communication provided to Contractor Rep with instructions on how to self-register and complete training	Include help numbers and help documentation	Doc link - Contractor Onboarding template Admin to send to CR	N/A
2	Company Contractor Manager	Contractor	Ensure Company details are up to date. Add contractor classification		Edit Contractor	Manage Contractors
3	Contractor Rep	Induction	Self-register and complete all required induction training	Contractor Rep may not have eLearning requirements but needs to complete so as to guide their people through the process	Self Registration and End User Guide	Self Registration Full Video Guide
4	Company Contractor Manager	Induction	Track induction completion and follow up if not completed	Scheduled reports may be useful	Induction Records	Induction Records
5	Company Contractor Manager	Induction	Convert and approve Contractor Rep	Can only be done when all inductions completed	Convert Users	Convert Users
6	Company Contractor Manager	Access	Assign Access roles / apply scoping	All applicable Contractor Rep roles (Competency, Contractor, Induction, Intranet, HR)	Assign Roles and Define user Scoping	Assign Access Roles Define User Scoping
7	Company Contractor Manager	HR	Apply any additional required info to HR (job title, manager etc)	May not be a required step	Edit People	Manage Users
8	Company Contractor Manager	Contractor	Add Contractor Rep details to Contractor company profile		Edit Contractor	Manage Contractors
9	Company Contractor Manager	N/A	Email Contractor Rep log in details with link to Contractor Portal (Intranet)	PDF etc. will need to be used if no Intranet module	Doc link - Contractor Onboarding template Admin to send to CR	N/A
10	Contractor Rep	Intranet	Log in, review instructions		N/A	N/A
11	Contractor Rep	Contractor Manager	Upload Contractor Documents		Contractor Classification and Self-Service	Contractor Self Service for Contractors
12	Company Contractor Manager	Contractor	Validate Contractor Documents		Contractor Classification and Self-Service	Contractor Self Service for Admins
13	Contractor Rep	N/A	Advise sub-contractors of requirements		Doc Link - Contractor onboarding template CR to send to staff	N/A
14	Subcontractor	Induction	Self-register and complete all required induction training		Self Registration and End User Guide	Self Registration Full Video Guide
15	Contractor Rep	Induction	Track induction completion and follow up if not completed	Scheduled reports may be useful	Induction Records	Induction Records
16	Contractor Rep	Induction	Approve and convert each subcontractor		Convert Users	Convert Users
17	Contractor Rep	Competency	Upload training qualifications for each subcontractor		Competency Records	Add Record
18	Company Contractor Manager	Competency	Validate training qualifications	Optional admin task	Competency Records	Edit Record
19	Company System Admin	N/A	Print OnSite access card	Can be done prior to Competency steps	Print Cards	N/A
20	Company System Admin	HR	Link card to HR user profile with card reader		Register Card with Lucidity	N/A
21	Company System Admin / Contractor Manager	N/A	Distribute cards to each subcontractor	Could be via contractor rep, as sub-contractor arrives on site etc	N/A	N/A
22	Subcontractor	N/A	Taps on and commences work		Tapping On and Off	Tap on - Tap off
23	Company Contractor Manager	OnSite	Review logs and manually sign out contractors who may have forgotten		OnSite Logs	Manually tap out user
24	Contractor Rep	HR / Contractor	Update sub-contractors as required (HR details, archive etc.)	Access via shortcut from Contractor > employees	Edit and Archive People	N/A
25	Contractor Rep	Competency	Manage all expiries of training documents for all staff (upload new copies) Ensure all inductions are completed prior to expiry	Scheduled reports may be useful	Competency Records	N/A
26	Subcontractor	Competency	Complete inductions for new facilities attending + redo any expired training		My Training	N/A
27	Contractor Rep	Contractor	Manage all expiries of company documents (upload new copies)	Notification workflow	Contractor Classification and Self-Service	N/A
28	Company Contractor Manager	HR / Contractor	Archive Contractor Rep and Company		Archive Company	N/A

Versions Compared

Old Version 28

New Version 29

Key