Authorised Organisations

You can manage authorisations at an individual and organisation level.

When an individual signs in, VisitorRego will check the authorisation requirements for the individual and organisation. If either level is not compliant the individual will be denied access.

The Authorised Organisations page lists the organisations of individuals who require authorisation to be onsite. Organisations can be added and authorisations can be assigned and certified.

Access Authorised Organisations

1. Using your web browser, navigate to website https://p.visitorrego.com/ and log into VR Portal.

2. Hover over Authorisations  in the navigation menu on the left.

3. Click on Organisations in the Authorisations menu.

If your VR portal login has access to more than one site you will be able to toggle between sites using the site selector drop-down field.

To switch sites, click on the Sites drop-down field at the top left of the page, then select which site you wish to maintain.

Adding an Organisation

Organisations are automatically added when an individual with an organisation name is added as an authorised individual.

To add an organisation, you can either add an individual with the organisation name, or you can add an organisation manually by following the steps below.

1. Click on the button to add an organisation.  The Add Organisation window will appear.

2. Enter the details of the organisation.

The most important details to enter would be the Organisation Name.

The details of the organisations manager can also be entered. If the manager is already setup as an individual, you would need to enter the same name and email address as what is associated with their individual entry. If the manager has not already been added as an individual, after entering their details in the Add Organisation window they will be added as an individual.

3. Click on the Add button to add the organisation (and assign the manager).

Adding a Company Manager to an Existing Organisation

1. From the Authorised Organisations page, click on the organisation you want to add a company manager to.

2. In the Details section of the page, enter the managers details and click the Update button.

If the manager is already setup as an individual, you would need to enter the same name and email address as what is associated with their individual entry. If the manager has not already been added as an individual, after entering their details in the Add Organisation window they will be added as an individual.

Assigning an Authorisation to an Organisation

1. From the Authorised Organisations page, click on the organisation name that you want to add an authorisation to.

2. Click on Authorisation(s) to expand the authorisations section of the page.

3. Click on the button to assign an authorisation.

4. Select the authorisation(s) that is to be assigned to the organisation.

If there are no authorisations available to select, then there has not been any added yet.

Authorisations for organisations can be added on the Authorisation Templates page. For instructions to add an Organisation Authorisation, please refer to the Authorisation Templates knowledge base article found here.

5. Click on the Add Checked Authorisation(s) button to assign the authorisation.

At this point, depending on how the authorisations were set up, the organisation will be automatically certified, or require action to manually certify.

If the organisation has a red x symbol in the fit column, the authorisation(s) they have assigned will need to be manually certified, or certified automatically after the manager completes a questionnaire (if applicable). If they have a green tick icon in the fit column, they are already certified.

For instructions to manually certify an authorisation, skip to the Certifying an Authorisation section.

Authorisations can be set up to be automatically certified when assigned to an organisation. When an authorisation is not set up to be automatically certified, an administrator needs to manually certify the authorisation for an organisation. See the Certifying an Authorisation section for instructions to manually certify an authorisation.

If a questionnaire is included as part of an authorisation, the manager will need to complete the questionnaire in order for the authorisation to be certified. The questionnaire can be viewed and completed by the manager via the onboarding invitation email that is sent (see next section for details).

For instructions and information on the various ways of how authorisations can be set up, please refer to the Authorisation Templates knowledge base article found here.

Sending an invite to a manager so that they can complete an Authorisation questionnaire

If a questionnaire is included as part of an authorisation, the manager (or organisation representative) will need to complete the questionnaire in order for the authorisation to be certified. The questionnaire and any PDF documents associated with an authorisation can be accessed by the manager through the invitation email that can be sent by following the steps below.

1. From the Authorised Organisations page, click on the organisation name that you want to send an invitation to.

2. Click on Authorisation(s) to expand the authorisations section of the page.

3. Click on the Send Invite button.

4. Click Yes, send when prompted to send the invitation email.

The invitation email will be sent to the manager if they have a valid email address assigned. If the manager does not have a valid email address but has a valid email address assigned in the Email Contact field, the email will be sent to the email contact.

Within the email, there is a Click here to begin link which will open a web page. The manager would then select Authorisations to complete the questionnaire.

The manager can also view any PDF documents associated with the authorisations assigned to them and can upload any documents that are required as proof.

Once the manager has opened the questionnaire, they must answer all questions correctly for the submit button to appear. Once submitted, the authorisation will be automatically certified if the authorisation has the Auto Certify Questionnaire option checked. If the Auto Certify Questionnaire option is not checked, the authorisation will need to be manually certified.

To view a submitted questionnaire, click on the icon in the fit column for the organisation that completed the questionnaire, then click on the icon in the Response column.

Certifying an Authorisation

1. From the Authorised Organisations page, click on the organisation name that you want to certify an authorisation for.

2. Click on Authorisation(s) to expand the authorisations section of the page.

3. Click on the name of the authorisation that you want to certify.

4. Enter the Certified On date, or click the Today button on the right to fill the field with today's date.

5. Enter the expiry date for the authorisation into the Expires field, or click the 12 Months button to fill the field with the date 12 months from today's date.

If a PDF document or image needs to be uploaded to support the organisations authorisation certification, click the Upload PDF button. A photo can also be taken and uploaded using you PC's webcam by clicking on the Take Photo button.

6. Click on the Certify button to certify the authorisation for the organisation.

If the organisation has more than one authorisation assigned, repeat the above steps to certify each authorisation.

Once all authorisations are certified, the icon in the Fit Organisation column will change to a green tick to indicate that they are now fully certified.

Maintaining an Existing Organisations Details

To maintain an existing organisations details, click on the name of the organisation you want to make changes to. The organisations profile window will appear allowing you to freely edit the details.

Once the changes have been made, click the Save button to hold the changes.

Organisations can be deleted from the Authorised Organisations page by clicking on the rubbish bin icon on the very right of each row.

Recertify an Authorisation

1. From the Authorised Organisations page, click on the organisation name that you want to recertify an authorisation for.

2. Click on Authorisation(s) to expand the authorisations section of the page.

3. Click on the name of the authorisation that you want to recertify.

4. Enter the Certified On date, or click the Today button on the right to fill the field with today's date.

5. Enter the expiry date for the authorisation into the Expires field, or click the 12 Months button to fill the field with the date 12 months from today's date.

6. Click on the Certify button to recertify the authorisation for the organisation.

Reports are automatically sent to Site Administrators every Monday which list all authorisations for individuals and organisations that are due to expire or are not certified.

Authorisations are only reported on if the authorisation is set to Auto Notify.
For more information on Authorisation Expiry Reports, please refer to the knowledge base article: Authorisation Expiry Reports - An Overview.

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