Authorisation Expiry Reports - An Overview
Accessing the Report
For more information on managing user logins and roles, please refer to the knowledge base article: My Site - Adding, Editing or Removing Logins.Report Contents
Expiring Authorisations: Authorisations due to expire within the next 30 days.
Expired Authorisations: Authorisations that have already expired.
Uncertified Authorisations: Authorisations assigned to individuals or organisations that are not yet certified.
For an authorisation to appear in the report, the Auto Notify setting must be enabled for any assigned authorisations. This means that while the Auto Notify setting can be enabled or disabled at the authorisation template level, it must be specifically enabled for each assigned authorisation. This setting should be enabled by default for any assigned authorisations. If the Auto Notify setting is disabled for an assigned authorisation, it will not be included in the report.
To enable the Auto Notify setting for an assigned authorisation:
- Navigate to either the Organisations or Individuals page in VR Portal.
- Click on the icon in the Fit column for the organisation or individual. The authorisation window for the organisation or individual will appear.
- Click on the name of the authorisation you want to enable the setting for. The authorisation window for that authorisation will appear.
- Check the check box for Auto Notify.
- Click on the Certify button to save the change.
Report Structure
Column Descriptions:
Organisation: Name of the organisation.
Name:
- Displays "Organisation Authorisation" for the first authorisation listed for each organisation.
- For subsequent organisation authorisations for the same organisation, quotation marks (") will appear in the "Name" column to indicate they are part of the same organisation.
- Individual members' names are listed below their respective organisation. If an individual has multiple authorisations, quotation marks (") will appear under their name to signify that the subsequent authorisations belong to the same individual.
Authorisation: The name of the authorisation template assigned, which can include types of certifications, permits, or inductions.
Mandatory: Indicates whether the authorisation must be current and certified when signing in. If it is not, access is denied.
Expire: The expiration date of the authorisation.
Note: Additional information, such as how soon an authorisation is expiring.
Example of Report Authorisation States
Organisation: Williams Fire Services
- Organisation Authorisation:
- Contractor Agreement: Expired (Expired on 05/10/2024)
- Contractor Pre-Qualification: Fit (Valid for 362 days to expiry on 04/10/2025)
- Safety & Indemnity Agreement: Expiring Soon (8 days to expiry on 15/10/2024)
Individuals:
Fred Willis:
- Contractor Induction: Expired (Expired on 01/10/2024)
- Site Safety Induction: Fit (Valid for 362 days to expiry on 04/10/2025)
Petra Williams:
- Contractor Induction: Fit (Valid for 362 days to expiry on 04/10/2025)
- Permit to Work (Hot Work): Uncertified (Not yet certified)
- Site Safety Induction: Fit (Valid for 362 days to expiry on 04/10/2025)
Managing Authorisations Based on the Report
Site Administrators can use the report to take proactive measures in managing authorisations:
Identify Expiring Authorisations: Check the report to identify any authorisations that require attention, such as those that are expired, nearing expiry, or uncertified.
Recertify Expired or Expiring Authorisations: For any authorisations that have expired or are nearing their expiration date, assess whether they need to be recertified. If they do, recertify the authorisation accordingly. This can be accomplished by either manually recertifying the authorisation or, if applicable, resending an onboarding invitation email that facilitates automatic recertification once the necessary questionnaire has been submitted.
Address Uncertified Authorisations: For authorisations that are currently uncertified, take the necessary steps to ensure they are completed. This may involve following up with individuals to ensure they fulfil the requirements or sending reminders for any pending actions.
- Update Records: Ensure that all documentation is up to date to prevent compliance issues.
For detailed instructions on how to certify authorisations for both organisations and individuals, refer to the knowledge base articles on Authorised Organisations and Authorised Individuals.Related Articles
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