Manage your entire workforce in a single view via a digital profile that is utilized across site divisions, providing access to all information linked to your workforce.
Each tab will provide detailed information as per their headings. Employers can upload documents to their employees’ profiles, such as Medicals, Competencies and Qualifications and various other documents which will run through the Passport 360 OCR (Optical Character Recognition) System whereby the documents will be validated or rejected.
Note: If the document fails in OCR, it will need to be recaptured. An email notification will be sent to the relevant user(s) detailing the discrepancies.
Add your own Employee
Select the “Add” button
Fill in the individuals ID / Passport number.
When you are complete, select link.
Note: Should Passport 360 not recognize the number selected, you will receive a pop-up notification advising you of such circumstance. You do have the option to move forward or to refer to the Passport 360 Support team.
Fill in the employee’s details.
Note: The supervisor’s email and date of birth are both mandatory fields.
When you are complete, select save.
You will receive a pop-up message to say that the employee has been added.
If you need to link the employee to a project, you can do so now or otherwise simply select next.
You can now add additional information to the employee profile by selecting the edit button on the person’s profile.
It is critical to remember to add your physical address in the spaces provided. Select the edit button that appears next to the address.
Fill in your postal code for the area that you reside in.
When you are complete, select search.
Note: It is important to remember that you can only enter in a valid South African address. No foreign address’ will be accepted.
Another screen will pop-up where you will be required to add the street name and complete the details of your residence.
To confirm the details, select save.
Fill in the individual’s emergency contact details by selecting the plus button.
Note: The country name populates when searching for the address. When editing the existing profile, the search function can be used. All mandatory fields need to be completed before saving whether you are using the search filed or manually capturing the address.
When you are complete, select save and continue.
Using the dropdown selection available, select what type of identification card will be uploaded.
Upload the supporting document and select continue.
View an employee’s details by selecting the view button that displays next to their name.
You will see a display of a quick overview of the employee’s General demographics, Safety glance, multiple employee numbers (if it is applicable to the employee), ID, KBC Training, CV and Emergency contact.
2.1) Your safety glance is an at-a-glance summary of Employee Training and Medical information. This can be customized to display your preferred items.
Add safety indicators to an individual’s safety glance by selecting the edit button.
From the dropdown selection available, choose which safety indicators you would like to have immediate visibility on and when complete, select save.
If no training has been recorded or is not found, the safety indicator will display red. If the individual has valid, recorded training, the safety indicator will display green.
2.2) Employee Numbers
Note: If an employee is linked to multiple projects across multiple Corporate Client companies and the employee has more than one active employee number, their multiple employee numbers can be viewed on their own individual profile.
ONLY THE COMPANY THAT THE EMPLOYEE IS LINKED TO WILL BE ABLE TO SEE THE EMPLOYEES MULTIPLE EMPLOYEE NUMBERS. If you are a Corporate Client viewing the individual records, it’s important to note that you will only see the employee number that is applicable to your company.
When viewing system-built documents that are configured to build employee records, the document will build the records that are linked to the specified Client. It will not display the employee’s multiple employee numbers in the system-built document.
2.3) Upload ID, Passport, CV and Proof of address.
Add the individuals ID and CV documents.
Documents that have been incorrectly uploaded, will be rejected and will need to be captured again.
When uploading document under the various tabs it is important to know the following:
- Select the correct expiry date
- Enter in / select the correct and corresponding information
- Any document uploaded to an Employees profile can be viewed by both his Employer and the Project Owner that he is linked to
- Documents must be in PDF format
Note: To add documents to the employees’ profile, select the browse button and choose your file from your personal file’s database, or alternatively drag and drop the file into the screen and the document will upload accordingly.
To view the uploaded document, select the view button.
To delete the uploaded document, select the dustbin button.
Note: Once a document has been uploaded the status will automatically be “pending approval.” This will run through the Passport 360 OCR.
2.3.1) Missing ID’s, Passports and Work Permits on Individual Profiles
Note: When a system user navigates to the People Manger Module, a pop-up will appear advising you if any of your employees are missing an ID document upload, Passport or Work Permit.
The system will check for the following:
- If an individual has a South African ID, the system will check if the ID is uploaded and validated.
- If the individual has a passport number instead of a South African ID number, the system will check if the Passport is uploaded and validated.
- If the individual has a Passport, however no Work Permit is uploaded, the system will check that there is a supporting Work Permit uploaded for individuals using their Passports.
Simply, click on the view button that displays next to the pending action.
Another pop up will appear listing the employees that need the document uploaded and actioned.
Click on the manage button that displays next to the employee.
When there are no documents outstanding, the pop-up message will indicate that the actions are completed.
The Reseller specific delivered training history of the Employee, where applicable, is displayed here.
Access the relevant Training Certificates / Documents where applicable, by selecting the document that you wish to print. Provided that the correct and relevant information is on the Employee’s profile, a new window will open with the requested document.
For any queries regarding this process please contact your Reseller or email@example.com