People Module – EHS
The People module contains the records of all employees entered into the system, including both direct employees and subcontractor personnel. This module allows employees to upload their required documents and complete the necessary training courses to remain compliant.
Administrators can add employees to the system, as well as access and edit existing employee records. Approved subcontractors have full access to their dedicated employee section, where they can add employees, manage details, and maintain documentation for their workforce.
Employees can be categorised by role using the Employee Role configuration, which is available in the ‘Settings’ menu.
Upon being added to the system, employees receive an automated notification containing a registration link. Once registered, they gain access to a separate portal where they can upload required documents, complete training via the LMS (Learning Management System), and access relevant parts of the system.
Employee Compliance and Compliance Documents
The system allows full configuration of compliance requirements, enabling client organisations to define the documentation needed for their workforce to remain compliant.
Administrators can view an employee’s document history, including previous uploads and version changes.
Types of Compliance Documents:
For each document, it can be specified whether it is considered “Required” for compliance.
Employees achieve compliance by uploading all required documents and completing the mandatory training assigned to them. Completing assigned online training is essential to ensure employees are appropriately skilled and reduce workplace risk.
If an employee fails to upload required documents, does not complete training, or if documents are rejected or have expired, their compliance status will be marked as non-compliant in the system.
Administrators receive automatic notifications for key actions, such as document uploads, expirations, updates, and deletions. These alerts help administrators track and manage employee compliance status effectively. Uploaded documents can then be reviewed and either approved or rejected by administrators.
Employee Training
Training requirements are defined within the EHS system and configured through the ‘Settings’ menu. Compliance status is determined by using data from the LMS. When an employee successfully completes a course on the LMS, they can generate a certificate, which can then be uploaded to the EHS.
The LMS (Learning Management System) allows users to complete their assigned training, including uploaded courses and assessments.
Once a trainee is added to the system, they receive an automated email with a registration link, enabling access to their training via a dedicated portal.
If a course has been completed externally, administrators have the ability to manually mark it as ‘Completed’. They can also upload new courses, manage course details, track progress, reset courses, and generate certificates.
The Trainee System Matrix presents a comprehensive overview of courses and trainees, including current course statuses.
Administrators can assign or unassign courses, filter records, and generate certificates directly from the matrix.
Employee System Matrix
The Employee System Matrix provides a quick, visual summary of employee compliance, showing associated documents, training, and current status in a table format. Icons indicate document statuses, and administrators can approve or reject documents from this view.
Data filtering is available, allowing users to display specific information based on selected criteria.
Employee Roles
Each employee is assigned a role reflecting their job responsibilities.
The system allows configuration of these roles and the assignment of role-specific training, which is available in the ‘Settings’ menu. Subcontractors can also assign roles to their employees, ensuring consistency across all personnel.
Tailoring training requirements by role promotes workplace safety and helps organisations meet compliance obligations.
Assigning Document and Training Requirements
Document and training requirements are assigned based on factors such as job role, project, or work location.
Administrators can assign necessary documents and training directly to employees. Once logged into the system, employees can view their assigned requirements and upload relevant documents via the ‘Dashboard’ section.