Who is this article for?

Administrators responsible for managing employees.

Administrator permissions are is required.

Mobilising an employee is the process of onboarding them to a worksite to ensure they meet all required site criteria, including submitting specific documentation and completing mandatory training before access can be granted.

1. Starting the mobilisation

To begin mobilising an employee:

1. Click Mobilise an employee.

Important: The option to Mobilise an employee can be found on multiple screens.

When mobilising one of your existing employees, a profile will already exist in the system. If you are mobilising them to a new worksite, the system will automatically use the information from their existing profile. You will only need to provide any missing or additional details required for the new location.

To select the employee and worksite:

1. Select One of your existing employees.
2. Select the employee's name from the dropdown list.

3. Select the Worksite for the relevant Care Community from the dropdown list.

Note: If the worksite requires a company to complete prequalification, a confirmation message will be displayed indicating whether the prequalification has been approved.

4. Select the Care Community (Mobilisation) from the dropdown list.
5. Click Next.

Important: The Care Communities listed will be determined by the Region selected in the previous step. If you cannot find the relevant Care Community, refer to the Regions table to ensure the correct Region has been selected.

2. Completing the mobilisation sections

The sections to mobilise the employee will be displayed. Icons indicate the overall status of each section:

• Orange exclamation mark – Incomplete required section
• Grey exclamation mark – Incomplete but not required yet
• Orange tick – Complete, verification required
• Green tick – Complete, no verification required

The employee details will populate automatically.

Important: To ensure the employee's details are up to date, you may need to reconfirm the employee's details.

3. Uploading photo and identification

This section will only display if these details are not already on the employee's profile.

Employee photo

To upload an employee photo:

1. Upload the photo.
2. Click Upload.

Important: Refer to Tips for approval for guidelines for photos.

Photo identification

To upload photo identification:

1. Select the type of photo identification.
2. Select the Type from the dropdown box.
3. Upload the attachment.
4. Select Yes or No for Is the back of the card in the above file?
5. Click Upload.

Important: When uploading certain documents, you may need to supply a copy of the back of the card. If the back of the card is not included in the first attachment, the back of the card will need to be uploaded in a second attachment.

Forwarding to the employee

A link can be sent to the employee to complete this section.

To forward the section:

1. Click Forward or Forward All.
2. Enter the email address.
3. Click Forward.

If a section is forwarded to the employee, they will have seven days to complete the section.

To manage forwarded sections:

1. Click Undo forward to complete the section on behalf of the employee.
2. Click Send reminder to generate a reminder email.

4. Selecting job titles, roles and tasks

The job title, role or tasks define the work the employee will be performing on the worksite.

To select job titles, roles or tasks:

1. Select the Job Title/role from the dropdown list.

Note: Multiple job titles, roles or tasks can be selected.

5. Uploading employee requirements

The documents required for the mobilisation will be listed.

To upload required documents:

1. Upload the attachment.
2. Enter the Start date.
3. Enter the Expiry date, if required.
4. Click Upload.

Important: When uploading certain documents, you may need to supply a copy of the back of the card. If the back of the card is not included in the first attachment, the back of the card will need to be uploaded in a second attachment.

6. Completing the employee questionnaire

A worksite may require an employee questionnaire to be completed.

To complete the questionnaire:

1. Click Complete questionnaire.
2. Complete any questions.

7. Adding additional documentation

Additional documents can be uploaded that have not been requested as part of mobilisation or job title requirements.

To upload additional documents:

1. Click Yes.
2. Select the Document from the dropdown list.
3. Click Upload.

Forwarding to the employee

A link can be sent to the employee to complete this section.

To forward the section:

1. Click Forward or Forward All.
2. Enter the email address.
3. Click Forward.

8. Assigning employee online training

If there is e-learning that is part of the mobilisation process, this section will list the lessons required to be completed. A login for the e-learning platform will be automatically created for the employee. They will receive an email with their login details and a list of the e-learning they need to complete.

9. Sending for verification

Once you have completed each of the sections, the mobilisation can be sent for verification.

To send for verification:

1. Click Send for Verification.

Important: All sections of the process will have been completed once the orange exclamation marks have turned to orange or green ticks.

If you select Send for Verification before completing all sections, the sections which have not been completed will be highlighted in red. You cannot send a mobilisation for verification until all sections have been completed.