Compliance documents

Compliance documents are an organisation's insurance certificates, licences and certifications, each with its expiry date. Each organisation keeps its own in a library. A project's host sets the documents it requires, and every organisation on the project submits against them.

In the organisation sidebar, select Settings. The Compliance Documents card lists your organisation's documents, each with its category and expiry date.

An expired document shows Overdue in red, and one that expires within 30 days shows Upcoming in amber. A document with no expiry date shows No expiry.

The Settings item in the sidebar carries a count of overdue and upcoming documents. Teralo also emails your organisation's administrators 30 days and 7 days before a document expires.

1. On the Compliance Documents card, select Add Document.
2. Enter the Document Name.
3. Choose the Category: Insurance, Licence, Certification or Other.
4. Optionally, enter the Expiry Date.
5. Optionally, under Attach File, choose the file.
6. Select Add Document.

To attach a file later, select the upload icon on the document's row. To open a document's file, select the file icon.

When a policy or licence is renewed, renew its document:

1. On the document's row, select the refresh icon (Renew / supersede).
2. Enter the new Expiry Date, and choose the new file.
3. Select Renew Document.

Teralo adds the renewed document and archives the old one, which no longer appears on the card.

To change a document's name, category or expiry date, select the pencil icon on its row, make the change, then select Update. Editing can't replace the file: renew the document instead.

A project's host sets the documents every organisation on the project must provide, its own organisation included.

1. In the project sidebar, under Project Settings, select Settings.
2. On the Compliance Requirements card, select Add Requirement.
3. Select one of the Common types, or enter a Requirement Name.
4. Choose the Category.
5. Leave Mandatory ticked if every organisation must provide the document, or clear it to make the requirement optional.
6. Select Add Requirement.

The common types are Public Liability Insurance, Workers Compensation Insurance, Professional Indemnity Insurance, Trade Licence and ISO Certification.

To change a requirement, select the pencil icon on its row. To remove one, select the bin icon.

An exemption excuses one organisation from one requirement.

1. On the Compliance Requirements card, select Exemptions on the requirement.
2. Under Grant new exemption, choose the Organisation.
3. Optionally, enter a Reason.
4. Select Grant Exemption.

An exempted requirement no longer counts towards that organisation's compliance status. It still appears on the organisation's Compliance tab in My Items.

To revoke an exemption, open Exemptions on the requirement and select the cross beside the organisation under Current exemptions.

Each organisation submits its documents from My Items, on the Compliance tab. The tab appears when the project has at least one mandatory requirement, and its count is the mandatory requirements your organisation hasn't submitted anything against.

1. On the Compliance tab, select Submit beside the requirement.
2. Choose how to provide the document:
   • Choose from library: under Select document, choose one of your organisation's documents in the requirement's category. Its expiry date is filled in.
   • Upload New File: choose the File, and optionally enter the Expiry date.
3. Select Submit Document.

A submission keeps the expiry date it was submitted with. Renewing or editing the document in your library doesn't change it.

To replace a submission, select the bin icon beside it, then submit again. Only your own organisation can remove its submissions.

The Organisations tab of the project Directory has a Compliance column. Each organisation shows one of:

• -: the project has no requirements.
• Missing Docs: a mandatory requirement has nothing submitted against it.
• Overdue: a submitted document has expired.
• Expiring Soon: a submitted document expires within 30 days.
• Compliant: every mandatory requirement has a document in date.

Only mandatory requirements count, and exempted ones are skipped. A submission with no expiry date counts as in date.

The Organisation Compliance Status report template lists every organisation's submissions with their expiry dates. Learn more about the report builder.

Compliance documents don't stop anyone signing in to site. When a worker signs in and their employer's mandatory documents on the project have all expired, the sign-in shows a warning to speak to their supervisor. Learn more about inductions.

Contracts have their own compliance documents, set per contract and attached to each progress claim. A claim can't be approved while a required one is missing or unverified. A claim's From Library tab attaches documents from your organisation's compliance library.

Compliance documents have no tool of their own in the sidebar:

• your organisation's documents are on the organisation Settings page;
• a project's requirements and exemptions are on the project Settings page;
• submissions are on the Compliance tab in My Items;
• each organisation's status is in the project Directory.

There's no compliance permission. Access follows the page each part is on:

• Your organisation's documents: members who hold Can view organisation settings can add, edit, renew and delete them.
• A project's requirements and exemptions: host staff who hold Can view project settings.
• Submitting: anyone on the project, for their own organisation.
• The Compliance column: anyone who holds Can view the project directory, including guests. It shows every organisation's status.

Guests see their own organisation's submissions, never another organisation's.