An essential element of Workhub is the presence of Workers. Workhub allows you to create profiles within your organization for each individual Worker, manage their information, assign them items for onboarding and overall compliance, and to manage their ongoing tasks. Part of the beauty of Workhub is that by creating Worker profiles, you enable your Workers to input and manage their own data and compliance rather than having to track it all yourself as an admin.
Workers are also the way we charge our Standard plan customers. Each active Worker in an organization's account costs $4 CAD/$3 USD per month. Our pricing is pro-rated, so if you have a Worker active for less that a full month's billing period, you will only be charged for the period they are active. When a Worker is made inactive, they will be removed from billing for the portion of the month they are inactive.
Note: Inactive Workers will maintain their completed work and compliance, but it will not be possible to view their compliance until they are once again listed as active. Depending on how long the Worker is inactive, some of their compliance items may expire. If that is the case, they will appear as Expired in their compliance overview.
Creating Workers
To get started with Workers, your first step is to create a Worker Profile for someone in your organization. To begin, start on your Admin dash and click into the Workers component in your Administration box.
The Workers component houses all the information for the Workers you opt to include in your organization. The landing page for the Worker component is the Worker List, which lists all the Workers in your organization.
From the Worker List page, click the Add Worker button in the top right corner of your screen. A panel will open for you to add your new worker:
To add a new Worker, you'll need to fill in all the fields with asterisks (*). These fields include:
First Name
Last Name
Position
Location
Email address
Worker Type
Time zone
You can also include any information in the other fields that you have available or deem appropriate.
Workers will be prompted when they log in for the first time to enter their Contact Information and Emergency Contact Information.
You can also set how often those fields need to be reviewed by Workers in the Settings for your Workers component.
On the left side of the screen, you can optionally upload an employee image. If your organization account is on a Standard plan (our paid service level), you can also use the Request Compliance Copy button to request an employee's information from previous accounts be copied to the new account. Please see our Help article on the subject for more information.
At the top of the Worker profile information, you can choose from several password options upon the creation of the account.
Send Login Email: this option will generate a password email that is sent to the Worker upon account creation that prompts them to create a password to access their account.
Create Temporary Password: this option will allow you as an admin to create a password for your Worker to use to log in with the first time. After they have logged in using the temporary password, they will be prompted to create their own personalized password for all future log ins.
Don't Create Password Yet: this option is self-explanatory. The Worker will not receive any information for logging in. This option will keep an account out of reach from a Worker and can be chosen if you aren't ready for the Worker to access their account yet.
Be sure to choose one of the first two options when you are ready for your Workers to access their account!
These options will be present in the Worker Detail screen only until the Worker has logged in for the first time. After the Worker has logged in for the first time, these options will disappear and a Reset Password option will appear alongside the User Status buttons.
When you have entered all the necessary information and made your password setting choice, hit Save Worker in the top right corner of your Worker Detail screen.
Issues creating a Worker?
Sometimes you'll receive error messages when you're trying to create a Worker in your organization. These errors are usually caused by a few key things:
If you get an error message like this:
It is likely because
The Worker existed in the account previously but was deactivated. You can resolve this by removing the Active filter from your Worker list and using the search bar to find the other profile with the same email address. You can then
choose to reactivate the old account if the Worker is the same person
choose to change the email address in the old account to remove the conflict
choose to use a different email address for your new employee
The Worker existed in the account previously but was deleted. This situation is a bit harder to detect, as removing the filter in your Worker list won't show any deleted Workers. You can try this step, and if no results that match come up, you can reach out to us in the Workhub Support Centre to search for a deleted Worker.
If you get an error message like this:
It is likely because
One of the necessary fields for a Worker profile is missing information. Verify that all the mandatory fields have accurate information. Those fields include
First Name
Last Name
Position
Location
Email address
Worker Type
Time zone
Time Zone can be tricky, as occasionally the system will automatically generate a time zone but saving won't register properly! If you repeatedly get the error that you're missing data, try changing the time zone and saving again. You can always change it back after!
Green Hand Status
If you've chosen to use the Green Hand toggle to indicate the Worker is new, you will need to fill the Green Hand Until field beneath the Green Hand toggle:
Managing Workers
Once you have added Workers to your organization, you can manage their information and view their compliance using the Workers component.
In the Worker Detail screen, where you would originally have entered the information to create a new Worker, you can update their information, assign a Supervisor, add any notes you want to share with that particular Worker in the Shared Notes field, update HR & Notes where Admins are able to add some HR related information like release date, and eligibility for rehire.
Worker Detail
Active and Inactive
If a Worker is no longer active with your organization, you can deactivate their profile. To do so, simply click the Inactive/Active toggle in their profile so the Inactive portion is highlighted.
Workers can always be brought back to an Active status when you need them to be present within the account once again. You just need to toggle the same switch in their profile!
You will also see a Delete Worker button in the top right corner of the page.
We strongly advise against using this tool, as Deleted Workers will not be retrievable by you as an Admin in case of accidental deletion or other needful retrieval.
If a Worker is no longer with your organization, deactivation is a better route!
Reset Password
Next to the Inactive/Active toggle, you will see a button for Reset Password. If your Worker is having trouble accessing Workhub, you can use this tool to either send that Worker a Password Reset link or to set a temporary password for them to login with.
If you choose to send the link, an email will be sent to that Worker. They need to have access to the email address listed in their profile. They can click the link in that email to set a new password for themself.
If you choose to set a temporary password, you choose what their password will be for their next login. Enter the password in the two fields provided, ensuring both are entered the same. You can also opt to send the Worker an email with the information for their next login.
The temporary password will only work for their next login. After using it just once, Workhub will prompt them to create a unique password for all their future logins.
Emergency Contact
In the Emergency Contact box, information for your Worker's preferred points of contact in case of emergency can be entered. Workers will be prompted to enter this information for themselves when they first login to Workhub, but you as an admin can also add this information on their behalf.
To add information for a Worker, simply click the + button and fill in the relevant fields with the name and phone number for the contact as well as their relationship to the Worker. If you need to enter an international format number, click the globe icon to switch from a North American format to international.
Much of the information in this box will appear masked as dots. This is in order to keep the information from being seen by those who do not need to view it. It isn't mandatory to have someone's emergency contact phone numbers visible, so it's hidden until it's needed!
To view the information in those fields, you can use the Eye icon. Doing so will be recorded by Workhub, and you will receive a pop-up notifying you that is the case. Any view of this information will be listed in the Privacy tab along the top of each profile (discussed a little bit later in this article!).
Company Emergency Role(s)
The Company Emergency Roles section allows you to list which roles the Worker holds in terms of emergency response. Doing so allows you to filter your Worker list to find those who fulfill specific roles, and will also list those Workers in the Locations component for their particular location.
To add an Emergency Role to a Worker, click the + button and check the box(es) for the role(s) for that Worker.
When you're ready, click Add.
Shared Notes
The Shared Notes field allows you as an admin to share a note with a Worker through their profile. This note will be visible to the Worker, so be sure to include only the information they need to see!
In their Worker profile, the note will appear as such.
To include notes on a Worker's profile visible only to administrators, you can use the Notes function under the HR & Notes section (discussed in detail later in this article).
Worker ID
On the left side of the page, you will see a box labeled Worker ID with a QR code. Worker ID is a complementary app to Workhub, available from each Worker dashboard for Workers to download to their devices. A unique QR code is generated for every Worker profile within Workhub, and scanning the QR code will direct the viewer to see a basic summary of the Worker's compliance. For more information about Worker ID and its use, please refer to our Worker ID help article (coming soon!) or reach out to our Support team.
The QR code can be used for easy access to information in the field or in workspaces where computers aren't readily available. The printer icon next to it will allow you to download labels of two sizes so you can create badges, stickers, or reference items to allow folks to quickly view a Worker's compliance summary.
Tools & Activity
On the left side of the page, you will see a small box entitled Tools & Activity. This box may have up to three options within it.
The Reassign Responsibilities button will appear if the Worker has been assigned:
as an operator of an asset
a contact for a course, certificate, policy, procedure, or competency
an Action Item
Direct Reports
as a Possible Recipient for Incidents & Hazards
as a Critical Issue Notification recipient for Inspections
You can click the line for each category to see the items are listed for that Worker. You can choose to unassign or reassign those responsibilities from that Worker by checking the checkbox next to them, then entering the name of who you would like to assign them to instead in the field on the right.
If the item has the option to unassign as well, you can check the Unassign box to the right of the Name field to remove the item from anyone's assignments.
When you're happy with your changes to responsibilities, click the Save button in the top right to finalize your changes.
If you want to deactivate or delete a Worker, their responsibilities need to be reassigned/unassigned first. You will receive a pop-up notification when attempting to deactivate or delete a Worker this needs to be done.
The Download Activity History option allows you to download a list of that Worker's compliance-related activity. You can choose if you would like a PDF or Excel format for the download. It's important to note that activity that is not compliance related, such as Inspections or Incident reporting, is not included in this report.
You can use the Request Compliance Copy button to submit a request to our Support team to have that Worker's previously completed Online Training and Orientations progress copied to their profile with your organization. For more information on that process, please see our Requesting a Compliance Copy article.
HR & Notes
In the bottom portion of the page, there is a section devoted to HR-related content. The content within this section is controlled by its own Permission, so you can control who in your organization will be able to view, insert, edit, or delete content in this portion. You can make changes to your Permissions either within the Permissions tab along the top of the Workers component, or you can make changes from the Positions component.
In the Address box, you can enter address information for your Worker. They can also enter this information for themselves in their own Worker profile.
In the HR Status box, you can include information regarding the Worker's employment status with your organization. These fields can be useful to manage your Workers' tenure, especially if you have a contract-based or seasonal workforce.
In the Personal Details/Employment Equity box, you can add information including:
birth date
social insurance number
health care number
allergies or medications
identify if the Worker is a member of a minority community or a member of an Indigenous community
The bottom portion of the screen allows the addition of any notes or documents relevant to the Worker. You can choose if these notes and documents will be shared with the Worker using a toggle in the pop-up. If you would like these items to only be accessible to admins, make sure you keep the toggle off!
Compliance
The Compliance screen allows Admins to access a Worker's Onboarding Compliance information through a summary chart that displays Historical Compliance and a Compliance bar. The Compliance bar reflects a summary of the Worker's total compliance.
The Compliance screen in its entirety is a valuable tool insights into your Workers' progress in all the compliance components. It also allows you to see their current Points History if your organization is using our Rewards program.
You can click into any of the listed components to see the Worker's completions and missing items in greater detail.
If needed, this page also displays the Worker's WorkerID QR Code. This allows you to see how their compliance summary appears using the WorkerID app.
Correspondence
The Correspondence tab allows admins to review what emails and SMS notifications were sent to the Worker's email address or mobile device. It will indicate the type, date sent, who the correspondence was sent by, the notification method, and a basic description of the contents.
This tab can be useful to review what information should have made its way to Workers if there are any issues of miscommunication or a lack of communication of important information.
Direct Reports
Direct Reports allows you to see the subordinate Workers of the Worker you're currently looking at. A Worker who is listed as another Worker's Supervisor will have listings in this tab. Information for each of the listed workers will include their ID number, name, Location and Division, their Worker Type, and a summary of their overall compliance.
Admins can click through to see the Worker detail for any of the Workers on this list, but we do not currently offer the option to add Direct Reports from this screen. To make a Worker a Direct Report of another Worker, you need to fill the Supervisor field within the Direct Report's profile.
Incidents
The Incidents tab will list an incidents in the Incidents & Hazards component that the Worker is involved with. Involvement can include submission of a report, reporting the incident to another (who then submitted the report within Workhub), or investigation of a report.
This page will list the date and Incident ID of the Incident itself as well as the involvement of the Worker in that Incident. You can click into any of the listings to view the details of that particular Incident.
Privacy
Finally, the Privacy tab allows to review what sensitive information for the Worker has been viewed and by whom, and what sensitive data has been viewed by the Worker. Sensitive data within Workhub is displayed as dots rather than as characters, and includes fields like their Emergency Contact or birthdate information in the Worker Detail screen.
If you suspect a Worker may have seen sensitive information for another Worker within Workhub, this is a great place to check for verification.
Need Help?
Those are the basic steps in creating and managing your Workers. If you run into any trouble or if you have any questions, you can always contact our Support Centre for assistance. You can click the orange question mark Help Chat button in the bottom left corner of your screen for chat support.
You can also email our Support Centre at [email protected].
Finally, if your account is on a paid plan, you can also call in for phone support. The number for our Support Centre is 1-888-668-6403.