Using the Contractor onboarding workflow

Who is this article for?
Administrators who want to learn to use the Contractor onboarding workflow.

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Streamlining the contractor onboarding process is essential for maintaining efficiency, compliance, and safety in your organisation. This article outlines a comprehensive contractor onboarding workflow, detailing each step from initial registration to final approval, and demonstrates how to leverage Lucidity's tools to create a seamless and effective onboarding experience for both your team and your contractors.

Contractor onboarding workflow
Further reading

1. Contractor onboarding workflow

Getting started - The Contractor Onboarding Quick Reference Guide provides a step-by-step suggested workflow for full end-to-end contractor onboarding management within Lucidity. Download this resource as a PDF or Powerpoint.

Adding functionality - The Lucidity Contractor Onboarding Process Diagram provides a suggested process with additional details illustrating how Competency training roles can be used to manage contractor requirements. Download this resource as a PDF or Powerpoint.

Onsite integration - The Contractor Onboarding with OnSite Process Diagram illustrates how OnSite tap-on tap-off hardware can be incorporated into the contractor onboarding process. Download this resource as a PDF or Powerpoint.

Once all set up is complete, the process with the contractor representatives can begin.

The following is a basic workflow outlining the steps required to allow contractor representatives to:

Create their own self-registered profile in Lucidity Induction
View the status of their staff's inductions
Convert/approve their staff's profile to Lucidity HR and associated induction record to Lucidity Competency
Assign training roles to their staff and upload licenses, tickets or qualifications.
Manage the HR details of their staff, including archiving.
Upload required company documents in Lucidity Contractor.

This is not a definitive list and each organisation may change the workflow to suit individual needs. Where relevant, links to user guide instructions have been included:

Step	Who/ Responsible party	Module	Task	Notes	User Guide / Document Links	Video Tutorials
1	Company Contractor Manager	N/A	Communication provided to Contractor Rep with instructions on how to self-register and complete training	Include help numbers and help documentation	Contractor Onboarding email template-Admin to send to Contractor Rep	N/A
2	Company Contractor Manager	Contractor	Ensure Company details are up to date. Add contractor classification		Edit Contractor	Manage Contractors
3	Contractor Rep	Induction	Self-register and complete all required induction training	Contractor Rep may not have eLearning requirements but needs to complete so as to guide their people through the process	Self Registration and End User Guide	Self Registration Full Video Guide
4	Company Contractor Manager	Induction	Track induction completion and follow up if not completed	Scheduled reports may be useful	Induction Records	Induction Records
5	Company Contractor Manager	Induction	Convert and approve Contractor Rep	Can only be done when all inductions completed	Convert Users	Convert Users
6	Company Contractor Manager	Access	Add Contractor Representative Profile and apply scoping in the Home Organisation Unit	User can use same username and password they used for Induction unless admin changes it	Edit Users Assign Profiles and Define User Scoping	Manage Users Assign Profiles Define User Scoping
7	Company Contractor Manager	HR	Apply any additional required info to HR (job title, manager etc)	May not be a required step	Edit People	Manage Users
8	Company Contractor Manager	Contractor	Add Contractor Rep details to Contractor company profile	May have been completed as part of Step 2	Edit Contractor	Manage Contractors
9	Company Contractor Manager	N/A	Email Contractor Rep log in details with link to Contractor Portal (Intranet)	PDF etc. will need to be used if no Intranet module	Contractor Onboarding email template-Admin to send to Contractor Rep	N/A
10	Contractor Rep	Intranet	Log in, review instructions		N/A	N/A
11	Contractor Rep	Contractor Manager	Upload Contractor Documents		Contractor Classification and Self-Service	Contractor Self Service for Contractors
12	Company Contractor Manager	Contractor	Validate Contractor Documents	Scheduled reports may be useful	Contractor Classification and Self-Service	Contractor Self Service for Admins
13	Contractor Rep	N/A	Advise sub-contractors of requirements		Contractor Onboarding email template -Contractor Rep to send to staff	N/A
14	Each Subcontractor	Induction	Self-register and complete all required induction training		Self Registration and End User Guide	Self Registration Full Video Guide
15	Contractor Rep	Induction	Track induction completion and follow up if not completed	Scheduled reports may be useful	Induction Records	Induction Records
16	Contractor Rep	Induction	Approve and convert each subcontractor		Convert Users	Convert Users
17	Contractor Rep	Competency	Assign training roles to each subcontractor		Allocating Users to a Role	Allocating Users to a Role via the People Page
18	Contractor Rep	Competency	Submit training qualifications for each subcontractor		Competency Ticket Submit and Approval Management	Submit Tickets on Behalf of Others
19	Company Contractor Manager	Competency	Approve training qualifications	Scheduled reports may be useful	Competency Ticket Submit and Approval Management	Approve Ticket
20	Company System Admin	N/A	Print OnSite access card	Can be done prior to Competency steps	Print Cards	N/A
21	Company System Admin	HR	Link card to HR user profile with card reader	Scheduled reports may be useful	Register Card with Lucidity	N/A
22	Company System Admin / Contractor Manager	N/A	Distribute cards to each subcontractor	Could be via contractor rep, as sub-contractor arrives on site etc	N/A	N/A
23	Subcontractor	N/A	Taps on and commences work		Tapping On and Off	Tap on - Tap off
24	Company Contractor Manager	OnSite	Review logs and manually sign out contractors who may have forgotten	Scheduled reports may be useful	OnSite Logs	Manually tap out user
25	Contractor Rep	HR	Update sub-contractors as required (HR details, archive etc.)		Edit and Archive People	N/A
26	Subcontractor	Competency	Complete inductions for new facilities attending + redo any expired training		My Training	N/A
27	Contractor Rep	Competency	Manage all expiries of training documents for all staff (upload new copies) Ensure all inductions are completed prior to expiry	Scheduled reports may be useful	Competency Records	N/A
28	Contractor Rep	Contractor	Manage all expiries of company documents (upload new copies)	Notification workflow	Contractor Classification and Self-Service	N/A
29	Company Contractor Manager	HR / Contractor	Archive Contractor Rep and Company		Archive Company	N/A

2. Further reading

1. Contractor onboarding workflow

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