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 internal and external (your linked contractors) workforce.
Quick Tips
TIP 1:
For easy searching of a specific individual, use the “Search” selection.
TIP 2:
Use the back button to return to your previous screen.
TIP 3:
Within the employees’ profile, select the dropdown available to navigate between various demographics that you would like to view and manage on the individual.
TIP 4:
Advise your employees of any important tasks that need to be completed, by using the “Add Action” option available. This will allow for quick communication between yourself and the individual.
TIP 5:
View Service Provider Employees by selecting the respective column.
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.
1) Bulk Upload your Employees
When starting a new profile on Passport 360 and you have many Employees to add to the system, the fastest route is to use the “bulk upload” function.
Simply select the add bulk employee’s button.
The next step is to download the compatible template by selecting the download template button.
The template will automatically download to your smart device.
When opening the template, take note that the mandatory fields are the items that have a star symbol displayed next to it.
Fill in the required fields and save the template to your smart device.
When you are ready to upload the Employees, using the dropdown selection available, choose which division the employees need to be situated at, browse your smart device for the saved documents and upload.
You will receive a notification to say that the details are uploaded.
If you would like to proceed with the import, select the process bulk upload button.
2) Add your own Employee
Select the “Add” button 
Fill in the employee’s ID / Passport number and complete the action by selecting link.
Fill in the remaining details.
You will be able to link an employee to a project from here. If it is not yet required, just skip past the field and select save.
You will receive a pop-up message to say that the employee has been added.
You can now add additional information to the employee profile by selecting the edit button on the person’s profile.
Should you need to add a Parade Block to a selected individual, simply select the Manage Access button.
Fill in the date start and the end date using the calendar displays.
Supply the reason for the parade and select apply parade.
Note: When a parade is applied to an individual, this will block them from entering the site.
When you are complete, select next. 
Fill in the individual’s emergency contact details by selecting the plus button.
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, ID, KBC Training, CV and Emergency contact.
Add details to an individual’s profile
Note: You can add a photo of the individual by selecting the “upload photo” button available.
Select the edit icon on the persons demographics page. 
Update the information that you would like to edit and select save.
2.1) Safety Glance
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 and if the recorded training is about to expire, the safety indicator will display yellow.
2.2) Upload ID and CV
Add the individual's ID and CV documents.
Documents that have been incorrectly uploaded, will be rejected and will need to be captured again.
When uploading documents 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 delete 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) Training
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 support@passport360.com
2.4) Emergency Contact Details
Add an Emergency contact by selecting the button
Fill in the requested fields and “save”
3) Add a Medical
Upload and maintain Employees certificates of Fitness.
Note: No sensitive Medical information will be accepted. ONLY a Certificate of Fitness
Navigate to the select category button 
Then select Medical
Select the add button 
Fill in the necessary data applicable to the employees medical and once complete, select “save”.
The employees medical details will appear in the Medical records display which will go through OCR for validation.
Note: Ensure that you only upload an individuals Medical of Fitness Certificate.
4) Add a Qualification or Competency
This tab houses all qualifications and competencies.
Should your required competency or qualification not be available for selection, please refer to general settings whereby you can add your required skill certificate or email support@passport360.com for assistance.
Select the “Skills” column via the select category button. 
Select the add button by the “qualifications” grid or the “competencies” grid.
Fill in the necessary data applicable to the employee’s skill and when complete, select “save”.
The employee’s skill details will appear in the records display which will be validated through OCR.
5) Add Professional Registrations
Note: Individuals can upload their Professional Registrations in this selection, to ensure that their License to practice their Profession is made viewable to their organization and to any organization that the individual is linked to.
Select the “Professional Registration” column via the select category button. 
Select the add button. 
Upload the supporting documents and fill in the required fields. When you are complete, select save.
6) Add an Operating License
Select the “Operating License” column via the select category button.
Select the “Add” button 
Fill in the necessary data applicable to the employees operating license and when complete, select “save”.
The employees operating licenses will appear in the records grid display which will be validated through OCR.
7) Add PTO’s
Upload Planned Task Observations per Employee. These may also be uploaded by your project owner.
Select the “PTO” column via the "Select Category" button.
Select the "Add" button
Fill in the necessary data applicable to the employee’s PTO and when complete, select “save”.
7) Add Delegations
This tab is used to manage your Legal Appointment delegation, so if your 2.6.1 is on leave and you require an individual to step in for that time period, you will delegate the current 2.6.1 Legal Appointment to the required individual through this tab. This is like a Legal Appointment letter but only for a selected time period.
Select the “Delegations” column via the "Select Category" button.
Select the "Add" button.
Fill in the necessary data applicable to the employee’s delegation and when complete, select “save”.
8) Add Legal Appointments
Select the “Legal Appointments” column via the "Select Category" button.
Select the "Add" button.
Fill in the necessary data applicable to the employees Legal Appointment and when complete, select “save”.
The employees Legal Appointments will appear in the records grid display.
9) Assign Positions to an Employee
Position requirements automatically populate according to what has been loaded on the Employee’s Profile, with the exception of any requirement where an “Upload” type is stipulated, or an
“Online Course / Assessment” type.
A Service Provider may complete Position requirements on behalf of the Employee, except when an “Online Course / Assessment” type has been stipulated – this must be completed by the Employee through his individual profile.
Select the “Positions” column via the "Select Category" button.
Select link position. 
Using the dropdown selection available, choose the applicable position and select save.
The persons position will display in a list format if they are linked to multiple positions.
To view what position requirements are needed, select the view button. 
The list of requirements will display accordingly and as the supporting documents are uploaded and validated the status of the requirements will change to “complete”
10) View which projects the employee is linked to
All of the listed projects that the employee is linked to will populate in the grid display. This will include the Project Name, Pack Name, Owner Company and the date that the Employee was linked to the project.
Select the “Projects” column via the "Select Category" button.
11) Assign PPE
Any PPE items that have been assigned to the linked Employee will be displayed here. PPE can only be assigned by the current Employer, provided that the Company has a Corporate Client Package.
Select the “PPE” column via the "Select Category" button.
Select the add button.
Using the dropdown selection available, select what PPE needs to be issued to the individual and select save.
All assigned PPE linked to the individual will display in a list format for referral. (Refer to the PPE user guide for more information).
12) Notes
Only the current Employer can add Notes to a Linked Employee. The detailed Notes are only visible to the Users of the Company who created the note. Corporate Clients will only be able to view a note that has been made against an Employee, but not the details therein.
Select the “Notes” column via the "Select Category" button.
Select the "Add" button.
Add your note in the field provided, upload any supporting documentation if its necessary and select save.
All of the listed notes against the individual will be displayed in the grid.
To view a note, select the view button. 
To delete a note, select the delete button.
13) Authorisations
Legal Authorisations required and / or issued by Project Owners will be housed here. Corporate Clients may upload Authorisations against their linked Service Provider Employees.
Select the “Authorizations” column via the "Select Category" button.
Select the "Add" button
Fill in the necessary data applicable to the employee’s authorization and when complete, select save.
The employee's authorisations will appear in the records grid display which will be validated through OCR.
14) View which equipment the employee is linked to
Any equipment linked to a particular individual will be displayed here.
Select the “Equipment” column via the "Select Category" button.
If the individual has any linked equipment to them, this will be displayed in a list format for referal.
Note: Equipment items are linked to individuals within the Equipment Manager module. (Refer to the Equipment Manager module for more information).
15) Other
This function is used to upload your employee declarations. These pull in the BU specific requirements which are acknowledged by the individual and displayed here. These can also pull into your SHE file is it is marked as a custom document.
Select the “Other” column via the "Select Category" button.
Select the add declarations button 
From the dropdown selection available, select Yes or No if this is a BU requirement.
If you select yes, you will be required to select the applicable project.
Tick the applicable declarations.
Note: If the document name is blank, the system will not let you proceed. You will receive a pop-up message advising you that you cannot upload the declaration.
Select an expiry date and upload the applicable supporting document.
When you are complete, select the save button.
You will receive a pop-up message advising you that the document is saved.
The declarations will appear in a grid display for you to refer to if it is required.
When adding a declaration of understanding and you select – No – you will be required to select the applicable project and the type.
Upload the supporting document.
When you are complete, select save.
Note: The document will display in the applicable projects pack item to view.
16) Custom Documents
Custom documents are additional documents required from the Corporate Client that are not available in any other category selection. (Refer to the settings module “People” for further information on this selection).
17) Terminations and Linking to New Companies
Note: The below process explains what you need to do if you add a new employee to your Company and receive a pop-up message advising you that the person is already linked to a Company and Project. Take note that in certain instances an Employee might not be linked to a project, however if they are still linked to another company, the same steps will need to take place but no exit documentation will need to be uploaded.
Follow the process as you would add a new employee.
Add the employee ID number when prompted.
The below message will pop-up advising you that the individual is linked to a company and a specific project.
a) Process to follow if you do have the employees exit documentation
Tick on the Upload Exit documentation block if you have the exit documentation available and select continue.
Using the dropdown selection available select the type of exit documentation you will be uploading for the individual.
Eg: Exit Medical
Eg: Absconded
Eg: Deceased
When you have made your selection and uploaded the relative supporting documentation, select the save button.
b) Process to follow if you do not have the employees exit documentation
When you are adding a new employee to your organization and you see the below pop-up message, you will be required to select the continue button only if you do not have the employees exit documentation.
Once you have selected “Continue”, you will receive a pop-up message advising you that your request was successful.
A request will be sent to the system administrators advising them that an employee is still linked to their company and that another company has requested confirmation of their termination.
17.2) System Administrator to approve request
Note: Once a request has been submitted all system administrator's will receive a bell notification and an email notification advising them that a request for an Employee has been submitted.
Select the “Click here” button.
You will be directed to an authorize request page, whereby you will be required to upload supporting exit documentation and when you are complete, select the save button.
You will receive a pop-up message to advise you that the approval has been successfully approved and the employee will automatically be unlinked from the project and your company.
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