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

When mobilising a new employee for your company, the process differs depending on whether the employee already has an Ideagen profile.

There are two possible outcomes when mobilising a new employee:

• No Existing Ideagen Profile: The employee does not yet have a profile in Ideagen. You will create a new profile and complete the mobilisation steps from scratch
• Existing Ideagen Profile: If the employee already has a profile in Ideagen, the system will automatically detect it. You will be prompted to request a profile transfer so the employee can be added to your company:

To begin mobilising a new employee:

1. Click Mobilise an employee.

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

2. Select A new employee for your company.

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.

10. Handling existing employee profiles

Two core features of Ideagen Workforce Safety are:

• Fatigue Management
• Transferable Documentation

To support these functionalities, a new profile is not created each time an employee changes employer.

Profile Transfer:

If an employee already has an existing profile, it should be transferred to their new employer when they change companies. This ensures continuity in documentation.

Multiple Employers:

If an employee works for multiple companies, separate profiles can be created for each employer. These profiles are then linked to enable:

• Shared Documentation: Certain documents are accessible across linked profiles
• Fatigue Management: Work hours are calculated across all profiles, providing a comprehensive view of the employees' worked hours

When an existing profile is detected, a request is sent to the employee via their profile. The employee can then choose one of the following options:

• Approve the transfer of their profile to the new employer
• Request a Linked Profile to maintain separate records across employers
• Decline the request

A match is identified when an existing profile contains the same first name and last name, and either the date of birth or email address.

10.1. Requesting permission for an existing profile

When a match is identified, a notification will appear indicating that a profile already exists for the employee.

To request permission:

1. Click Request permission.
2. In the Send permission request window, click Send Request.

A message will appear advising that a permission request has been sent to the employee.

To resend the request:

1. Click Permission request.

A request will be sent to the employee for action. For detailed steps, refer to the Employee – Permission Request section below.

10.2. Accessing saved mobilisation requests

The mobilisation request will be saved in the Yet to send for verification section.

To access saved requests:

1. Click Workforce management.
2. Click Active mobilisation requests.
3. Click Yet to send for verification.

Any request which has been started but not yet completed will be automatically saved in this section.

To resume a request:

1. Click Resume to display the request.

The information displayed in the mobilisation request will vary depending on whether the employee has approved their addition to your company.

10.3. Managing requests not yet actioned

Only the Employee Details tab will be visible.

You can resend the permission request if needed:

1. Click Permission Request to trigger a new approval notification.

10.4. Managing approved requests or linked profiles

An email will be sent to administrators indicating the request has been approved.

To resume the mobilisation:

1. Click Resume mobilisation request.

Or:

1. Click Resume from the Yet to send for verification section.

The mobilisation request will now display with all required sections.

To complete the mobilisation:

1. Complete all mandatory fields following the steps outlined in the Existing Employee process.
2. Click Send for verification.

10.4. Managing declined requests

An employee may decline the request to be added to the company. An email will be sent to administrators indicating the request has been declined.

The mobilisation request will be automatically cancelled.

To view cancelled mobilisations:

1. Click Workforce Management.
2. Click Active mobilisation requests.
3. Click Cancelled.

The cancelled mobilisation will display advising the employee declined being added to company.

10.5. Tracking requests forwarded to employees

If you have forwarded any sections to the employee for them to complete, they will have received an email requesting them to complete the sections.

You can keep track of the employee's progress in the Yet to send for Verifications screen.

To track progress:

1. Click Mobilisations requiring attention on the home page.
2. Click Yet to send for verification.

Once the employee has completed all of the sections:

1. Click Resume.
2. Complete any other sections that may need completing.
3. Click Send for Verification.

11. Requesting multi-site worker mobilisation

If a worker needs to be mobilised to multiple Care Communities, companies must open a ticket with us.

12. Understanding employee permission requests

When an employee has an existing profile with Ideagen Workforce Safety and a request is sent to change companies, the following options are available:

• Transfer their existing profile from their previous employer to the new one
• Create a new profile and link it to an existing profile
• Decline the request to be added to the company

This section explains the process of a Profile Permission Request by an employee.

When a request is made for an employee to be added to a company, an email will be sent to the employee.

To review the request, the employee should:

1. Click Review request in the email.

This will direct the employee to log in to their Ideagen Workforce Safety Profile.

To log in:

1. Enter the email address.
2. Enter the password.
3. Click Forgot your password to reset the password if needed.

To view permission requests:

1. Click Tasks.
2. Click Permission requests.
3. Click on the permission request from the company.

12.1. Reviewing permission request options

The request details will be displayed. The employee has the following options:

• Approve to move your profile to the new company
• Approve to create an additional linked profile
• Decline to have profile with the company

12.2. Approving a profile move

If an employee wants to move their profile to the requesting company:

1. Select Approve for the overall action.
2. Select Move your profile to.
3. Click Approve Request.

12.3. Approving an additional profile

If an employee requires an additional profile as they are working for multiple companies:

1. Select Approve for the overall action.
2. Select Create an additional profile for yourself under.
3. Click Approve request.

Once the employee approves the request, their company association will update to reflect the new employer.

If the employee chooses to create an additional profile, a new profile will be created under the new company, and a new employee ID number will be assigned.

12.4. Declining a permission request

If an employee does not wish to have a profile associated with the company that submitted the request:

1. Select Decline for the overall action.
2. Enter a reason for declining.
3. Click Decline request.

Important: An employee cannot be mobilised to a worksite as part of the requesting company if they do not have a profile linked to that company.