Roles and Role Compliance

TeamTray provides the tools to manage the compliances of your team and contractors.

A compliance is any qualification, certification, licence, test result, insurance cover or other protection that is required for a person to perform a role. Examples are:

  • Drivers license
  • Trade or other qualification, ticket or certificate
  • Police clearance
  • Workers compensation insurance
  • Safety induction
  • Medical

All compliances are associated with documents that certify that the person has that compliance. Many compliances expire after a period of time.

In PeopleTray a person can be associated multiple roles. This means that a person can be associated with both:

  • A work role such as a welder requiring a trade qualification.
  • A location role, such as a mine site that requires a site specific safety induction, medical or police clearance.

The general process of managing compliances in PeopleTray is:

  • Create document types, with Compliance setting.
  • Create the required Roles for your team.
  • Associate compliance document types with each role.
  • Assign people to roles.
  • Add compliance documents held by each person to their person profile.
  • Use the Groups tool on the menu to view people in different roles, and their compliance status.

You will need to set up come Compliance document types, some roles, then associate the Compliance document types with the roles. Once you have done that, team member and contractor compliances can be managed efficiently.

Setting up Compliance Document Types

The first step for managing Role Compliances is to set up the required Document Types in Settings. The Settings menu is available only to System Administrators.

As a System Administrator click Settings on the Menu Bar. Then Click Document Types.

By default, you will see the document types associated with People. The grid displays the existing document types. The right hand column of the grid indicates which documents are Compliance documents.

Add any compliance documents that you require. For example, to add a Police Clearance document type, click New:

The fields on the form:

Name: The Document Type name. It is displayed in the pick-list when linking document types with Roles, and when adding a compliance document to a person’s profile.

Description: Description of the document type.

Associated with: Role compliance documents must be associated with People.

Does it expire? Select the checkbox if the compliance document expires and must be renewed or updated.

Expiry default period: This is the default expiry period.

Override default period: If you select this option, when you add a document to the person profile, you will have the option of overriding the default expiry period by entering an expiry date.

Expiry reminder days: This is the number of days prior to the expiry of the document that:

  • An alert is added to home page of the person’s Team Leader (Workgroup Editors and Administrators).
  • Email alert notifications are sent (according to the notification options selected below).

Notify person: Check this box if you would like the person holding the compliance to be notified of the expiring or expired document by email.

Notify supervisor: Check this box if you would like the supervisor (Workgroup Editor and Administrators) to be notified of the expiring or expired document by email.

Compliance: Check this box to set the Document Type as a Compliance. Compliance Document Types appear in the pick list when adding Compliances to Roles.

Adding Work Roles

The next step is to add Work Roles and assign Compliances (Document Types that have been assigned the Compliance setting) to each Role. Later we will assign people to these Roles and this will automatically associate them with the Compliance requirements for each of their roles.

As a System Administrator, click Settings on the Menu bar > TeamTray Settings > Work Roles. Click New to add a new Role.

Once you have added a Role, Click Configure, to add Compliances to the Role.

So that completes the configuring of Compliance Document Types and work Roles.

Now, any person assigned a Role will automatically be associated with the required Compliances. To view the compliance status of a person, click the Groups button on the Menu bar, and view the person and their Roles. Use the filters to view any group or person. Click the orange Compliance button to view the compliances and status for each person and each role.

Assigning roles to your people

From your TeamTray homepage, open a team member profile.

Open the Roles tab, then assign Roles from the roles that you have configured earlier.

Adding compliance documents to a person

In order for a person to be indicated as compliant, they must have a document added to their profile of the corresponding Document Type.

From your TeamTray homepage, open a team member profile, then open the Documents tab.

If there is an existing document of the required type, update the document by opening that document (Edit button on the left end of the table row), then upload a new version of the document. In this way, a history of the compliance documents of that type is maintained. This can useful for showing that a person was compliant at a previous time.

If there is no document of the required type, click Add Document and add a document of the required type.

NB: A person is not deemed to have a compliance until a document is uploaded.

Managing compliance status of your team and contractors

Now that you have set up your compliance management there are three ways you can manage the compliance of your team members.

  1. Firstly, subject to the settings on your document types, you will be notified by email of expiring and expired compliance documents.
  2. As a Team Leader (Workgroup Editor or Administrator) document alerts are displayed on the top right of your home page.
  3. You can click the Groups button on the menu bar to view your team members and their roles, then click the orange Compliance button to view the compliance status of your team members.

That completes the guide to managing Role Compliances.

The next guide explains how to add a performance appraisal.

Guide to Performance Appraisals