Supplier Portals

With Quick Submit Verification , documents can be submitted individually. The review process can be completed efficiently resulting in faster feedback if the document does not meet the client specific business rules, and cards (if applicable) printed earlier in the process. The role competency assignment process will be completed earlier in the process and therefore may allow workers to get on-site faster (if they meet the site requirements).  

As part of this shift from application-based submissions to competency-based submissions, there will be some notable changes to the verification process and portal functionality:

• Worker Subscription Status Indicators - will more clearly reference Subscriptions, helping to differentiate between Compliance.

• System Emails - Currently emails are sent out upon application approval or rejection. Post-launch of the Quick Submit Verification, a new model will be implemented, with system emails sent in the case of a Role approval or return. While Competency approvals will not generate an email – only Competency returns will.

• Enhanced Visibility of Role and Competency Status Indicators - using badges and tooltips to make it easier to identify the exact status of a competency and the role.

• Simplified Return Process - For actioning returned Competencies, there will be a new section in the supplier Portals 'Pending Actions’ area. If the role document submitted does not meet the client business rule, we will return the competency displaying a more detailed explanation for that document.

• Subscription Enhancement - The Quick Submit Verification, for portals that require Subscriptions, will enforce workers to have a valid Subscription before they are able to add Roles, submit any documents, or book into training.

Regarding worker cards, they can now be applied for and printed faster. Currently, applications include the worker's subscription, profile picture and role data. This new workflow allows us to enhance our verification process for photos onto printed cards. Moving forward for new workers, an administrator can simply pay for a subscription and upload a valid profile picture, and then the card application is sent to the administrator team for processing.  The Worker Profile Pictures will now also be verified each time they are submitted or updated. Note not all Clients use printed cards.

Additionally, worker profiles will no longer be 'locked’ if they have an application in progress that was submitted by a secondary company. This will allow different employers to begin an application for a Worker who is 'locked’ from editing with a different company. This model allows workers that belong to multiple companies to be processed concurrently. 

By accepting competency submissions one-by-one and incorporating worker participation through the mobile application, Avetta empowers suppliers and workers to streamline their compliance processes. The enhanced efficiency, improved user experience, faster turnaround time, and detailed feedback provided by this feature is aiming to improve overall workforce management.

The Quick Submit Verification offers:
More Status Labels

Supplier Administrator FAQ's

Q. Does the introduction of this new functionality change the way I navigate or login to the portal?
A. No. You can still access the portal in exactly the same way – You won't notice any changes until you are logged into the worker portal.

Q. I am in ‘Manage Roles’ and there is a message indicating I cannot proceed to add sites / roles / competencies for my worker due to an invalid subscription – Where do I go from here?
A. Please navigate to ‘Manage Employees’ and select the worker in this list – You will be able to apply a subscription to them and then go back to ‘Manage Roles’ to continue your work toward getting them compliant.

Q. Will the processing of my workers documents happen more quickly now?
A. Standard document verification timeframes of 2-3 business days from the point of submission still apply however by having the ability to submit one document at a time rather than waiting until an entire application is filled and submitted, you should start to see incremental feedback from our processing team sooner. Ultimately, this should provide a reduction to overall turnaround times.

Q. Is a physical card really going to be supplied to us before a worker’s application is completed?
A. Yes – We want to ensure we are providing you with the most efficient service wherever possible. We acknowledge that physical card transit times can sometimes cause a lengthy delay to site access, so card printing (and the associated photo approval process) has been ‘brought to the front’ of the registration workflow. It allows our team to process, print and post your workers cards while you are simultaneously working to finalise compliance for their roles and competencies.
But Beware: Just because a worker has received a physical card, this does not necessarily mean they are OK to access site – You will need to ensure the whole portal application is completed and approved to reduce the chances of workers being turned away at the gate. We have taken the time to ensure this message is reiterated within the portal and also on the letter which the physical card will be posted with.

Q. Are there any locks placed on workers after submitting all requirements?
A. Yes, after you have finished all of your document uploads and LMS bookings (where required), you will be prompted to submit the roles application. At this point you will be cautioned that the workers application will become locked while it is awaiting review from one of our team members.
It is worth noting that while this lock is in place for companies that have submitted the application, if the worker has a secondary company that is also attempting to update their application, they would not be subjected to any locks; The secondary company will be free to commence an application for this worker as well; alleviating one of the key issues that affects supplier admin companies today.

Q. Will I be able to book someone into an LMS courses without firstly providing other documents.
A. No. You must meet all other document upload requirements for each role before being taken through to course selector. This design is intentional as it allows us to reduce the chances of workers being incorrectly enrolled to trainings that are not suitable for them.

Q. Where LMS training has a cost associated to it, would I be required to purchase a subscription as a first transaction (so I can upload/submit mandatory docs), and then pay for the training as a second transaction - or can I still pay for the entire workers application in one transaction?
A. The worker must have a valid subscription before the Supplier Admin can add roles, upload documents or book training; therefore, the Supplier Admin will need to pay for the worker’s subscription first. In the event that a training enrolment has a fee, a secondary payment will be required.

Q. Will I still receive all the same email notifications that I used to receive?
A. We will be communicating more effectively than ever. These are the triggers that would prompt an email to the person that started the application:

• Card (with photo) applications will trigger an email on either APPROVE or RETURN action.

• Individual Competency RETURN action**

• Roles applications will trigger an email on either APPROVE or RETURN action.

**Individual Competency APPROVE action will not trigger an email; We are conscious of the fact that most supplier admins would prefer that we keep our email correspondence to significant updates or call to action and would prefer not to be inundated with emails about everything.

The content of the RETURN emails has also been enhanced to ensure you receive more specific and targeted comments that are visible to you straight away before logging into the portal. 

Q. What will happen to the applications we have submitted before the change-over date? Applications that were submitted using the ‘whole application at once’ functionality?
A. A backend process will be completed by our developers to re-format those applications so that one streamlined process can be followed for supplier admins from the cutover date to the new functionality.