Frequently Asked Questions

• What do the widgets mean? 
• How do I customise my dashboard?
• How do I change the Quick Links?
• Why does my dashboard look different to my colleagues? 

• What are Actions? 
• Where do actions feature throughout Engage?
• How do I mark my assigned action complete? 
• Can I mark my assigned action complete via the mobile app?
• Who can view the 'Actions Summary' Report?

• How do I log in to Engage?
• How do I download the Engage app?
• What do I do if I've lost my password?
• I don't want to enter my password every time (SSO)?
• I want to increase my security when logging in (2FA)?
• What is reCAPTCHA? Why do I have to do it sometimes when I log in?

Creating / Terminating Employees

• How do I add a new employee to Engage?
• How do I make a user active?
• What should I do if I have employees sharing a communal tablet?
• How do I terminate an employee that is leaving the company?
• A pop up has told me the employee I am terminating has Direct Reports that I need to change, how do I do this?
• How do I change an employee's authorities?

I've logged in successfully but have Questions

• What do I do if I want to change my password?
• Why is my employee listing screen different to my colleagues? 
• What if I want employees to use a shared tablet (kiosk user)?

• What is my Employee Bio?
• My employee data is wrong, but I can't change it?
• How do I amend an employee's address / phone number / last name etc?
• How do I change my profile picture?
• What are these QR codes used for on my employee profile?
• What do I do if an employee is going on an extended period of leave (maternity leave or paternity leave / sabbatical / stood down)?

• How do I add a health check against an employee?
• What do I do if I don't want an employee to see the Health tab? 
• How to add a pre-existing health condition against an employee?
• How to report on health information?

Uniform

• How do I add uniform against an employee?
• What do my allocations mean?
• How do I place an order for uniform?
• Why am I not allowed to place an order for uniform?

Assets

• How do I add an asset to an employee?
• How do I get an employee to view asset information? 

Documents - Contracts

• How do I add a contract against an employee?
• What security levels do you have available for storing employee contracts?

Documents - Policies

• How do I read a policy?
• How do I add a new policy?

Documents - Health and Safety Documents

• Where do I go to add Health and Safety documents?

Documents - Procedures

• How do I read/acknowledge a Procedure?
• How do I add a new Procedure?
• How do I search for a specific procedure document I am after?
• Where do the Procedure Tags pull through from?

Documents - Other Documents

• What are 'Other Documents' used for?
• What are the security levels for Other Documents?
• Where is the best place to store Performance Review documents in Engage? 

Documents - Driver's Licence

• How do I add Driver's licence information to an employee?
• How do I stop the Driver's licence reminder emails?

Documents - Passport

• How do I add a Passport document against an employee?

Documents - Work Permits

• How do I add Work Permit information against an employee?

Documents - Tax and Kiwisaver

• How do I add Tax and Kiwisaver information against an employee?

Direct Reports

• What do I do if I am popping on leave and need to add a temporary manager to my reporting employees?
• What to do if someone is leaving the company and needs to have their employee's manager replaced?

Emergency Contacts

• How do I change my Emergency Contacts?

Incidents

Change Log

• Someone made a change to my profile - how do I check who this was?

Temporary Employees

• What is the Temporary Employees module?
• How do I create new temp employees?
• What do temp employees see / have access to?
• How do I terminate an Temp Employee's profile?

Employee Bio

• How do I make changes to the employee info?

• How do I add training against a temp employee?

• How do I add a Procedure against a temp employee?
• What are "Other" Documents?

• How do I add emergency contact information against a temp employee?

Assets

• How do I create a new Asset?
• Who has the ability to create/edit/view assets?
• How do I assign an asset to an employee?
• What are Actions and can I add these against my asset?
• Someone made a change to the asset - is there a way to check this?
• What are Tags, and can I pull a report on them?

• How do I add date-based maintenance to Engage?
• What notifications do you send when maintenance is due?
• How do I add meter-based maintenance to Engage?
• What about maintenance that wasn't planned but needs to be recorded?
• Can I view maintenance on the Engage Calendar?
• Where do I go to pull a full list of asset maintenance?
• Who gets notified about upcoming maintenance?

• Can I link my Form to assets?
• Where do I view completed forms against an asset?
• What if my asset was involved in an incident?
• What if my asset requires specific training in order for employees to use / operate it?
• Can I make it so that my approved Capex pulls through as an asset?

• What are the authorities for capex and expense claims?
• Can I have one or the other switched on for my business?

• What is a Capex?
• Who can submit Capex's?
• How do I submit a Capex request?
  
• How do I approve a Capex request?
• Can I approve a Capex via the Engage app?
• Where do the categories come from for my capexes?
• How do I change my Capex approvers?
• Why can't I change my Capex approvers?
• Can I link my approved Capex's to be an Asset in Engage? 
• Am I able to check the stages that my Capex went through?

• What is an expense claim?
• Who can submit expense claims?
• How do I submit an expense claim? 
• Can I submit an expense claim via the app?
• Can I approve an expense claim via the app?
• Why can I submit an expense claim but not a capex?
• What is the best way to pull a report on expense claims?
• How do I change the GL Codes for my expense claims?
• Am I able to check the stages that my Expense Claim went through?

• Who can see the Contractors?
• How do I give someone authority to view the Contractors?

• What information does the Dashboard show?

• How do I enter a new Contractor?
• Can I amend the details of my Contractor if I need to change something?
• I no longer use a specific Contractor, how do I make them inactive?
• How do I add workers against my Contractor?
• I have a new worked loaded, how do I add information about their induction for my branch?
• I'm having a review with my Contractor - can I store this in Engage?
• What do I do if I need to add a new document against my Contractor?
• How do I check whether someone has made a change to Contractor information?

• How do I add a new H&S meeting?
• Who has access to be able to create new H&S meetings?
• Who can see my H&S meeting?
• What are Actions and can I store them against a H&S meeting?
• How do I add documents to my H&S meeting?
• How do I make a Custom Employee Group?
• What is a 'View Only'?
• Can I add details of an external person who was at our H&S meeting?
• What is the different between a Public and Private meeting?
• Am I able to download a PDF summary of the meeting? 
• Is there a way to check whether someone has amended my H&S meeting?

• Who is able to see the Risk Register?
• Can I see the Risk Register on the Engage app?
• How do I give someone authority to be able to create risks?
• How do I add a new risk to the risk register?
• How do I edit a risk?
• Can I copy a particular risk to another branch where this risk is also prevalent?
• Can I bulk copy risks to another branch?
• What is the "Employee Responsible" and what notifications do they get?
• What are Actions and can I store them against a risk?
• How do I store a document against a risk?
• What happens when a risk is no longer valid at a branch?
• What reports can I download for the Risk Register?
• Someone made a change to a risk - is there a way to check?

• Who can log a hazard in Engage?
• How do I log a hazard?
• Can I log a hazard using the Engage app?
• Who gets notified when I submit a hazard?
• How do I set health and safety contacts to get notified and be able to investigate the hazard?
• How do I investigate a hazard after receiving a notification?
• What are Actions and how do I store them against a hazard?
• Someone made a change to a hazard, how do I check who did this?
• Is it possible to pull a report on hazards?
• Do you have a visual report I can download with my companies branding on it?
• Am I able to download a PDF summary of a particular hazard?
• How do I store documents against a hazard?
• Someone made a change to a Hazard - is there a way to check?

• How do I log an incident?
• Can I log an incident on the Engage app? 
• Who can log incidents in Engage?
• Who gets notified when I submit an incident?
• What happens if I log an Aggression / Violence event?

H&S Contacts

• Why can I not see the incident listing screen?
• Why can the employee's manager not investigate the incident?
• How do I set health and safety contacts to get notified and be able to investigate the incident?
• How do I assign someone to investigate an incident?

• How do I add an employee to the Assign Reviewer drop-down?

Investigating an Incident

• How do I investigate an incident?
• How do I Save / Close the incident?
• Who can investigate an incident?
• Can I add an employees' manager to be able to investigate an incident?
• How do I add employees to the 'Assign Reviewer' drop-down?
• Can I add H&S Contacts from other branches to investigate my incident?
• What are Tags, and can I use them to customise a report?
• How do I amend my Critical Risks?
• What are Actions and how do I store them against an Incident?
• How do I set up my Branches, Areas and Sections?
• What happens if I Edit a submitted incident?
• Am I able to download a PDF of an incident so an employee can take it with them to the doctor?
• Are employees able to access an incident PDF?
• Who sees the Dashboard notifications if a new incident has been submitted?
• Am I able to report on Incident information?
• Do you have a visual report I am able to download with my companies branding on it?
• How do I add an attachment to an incident?
• Where is the best place to store my employee's injury/ACC documents?
• Someone made a change to the incident - how do I check this?

• What is 'Feedback'?
• How do I log a feedback?
• Can I submit feedback via the Engage app?
• Who is able to log a feedback?
• What are some examples of feedback that I could place?
• What is the difference between New Idea / Improvement / Recommend Someone?
• Who gets notified when I submit feedback?
• How do I respond to an employee's feedback?
• What are Actions and how do I store them against a Feedback?
• How do I store documents against a feedback?
• How do I 'Close' a feedback?
• Someone made a change to my feedback - how do I check this?

• How do I add a new hazardous substance in Engage?
• Can I Edit my hazardous substance information?
• Who can see Hazardous Substance data?
• Can I see Hazardous Substance data on the Engage app?
• Who can enter Hazardous Substance information?
• How do I amend the Hazardous Substance contacts for my company?
• Am I able to Copy my Hazardous Substance data if I have a substance that is very similar to one that has already been entered?
• I've since disposed of my substance, how do I mark the status as Disposed?
• How do I change the substance display picture?
• What are Actions and how do I add these against my substances?
• Can I record my Emergency Response Procedures against my substances?
• Someone logged an incident relevant to a particular substance, can I link the two?
• Someone has made a change to the substance, how do I find out more?

Safety Data Sheets (SDS)

• Will you send out notifications when an SDS is due to expire?
• Who do you send reminder notifications to when an SDS is expiring?
• I've added my new SDS document, how do I make the old one inactive?
• Can I add documents against my substance?

• Am I able to pull a report of all of my hazardous substance information?

• Can I download a full PDF list of all of my substances?

• Can I download an individual PDF of a particular substance?

• What are Health and Safety Documents?
• Who can see Health and Safety Documents?
• Can I see Health and Safety Documents on the Engage app?
• Who is able to add new Health and Safety Documents?
• What is the 'Public Library'?

• How do I add a new H&S contact?
• What can Health and Safety Contacts do?
• How do I amend the details of a particular H&S contact? 

• How do I add a new QA Event?
• How do I submit a QA Event?
• Can I submit a QA Event on the app?
• Who gets alerted when I submit a QA Event?
• How do I set my Branch / Company QA Contacts?
• Can I pull a report on QA Data?
• Can I download an individual PDF report for my QA Event?
• What are Actions and how do I add these to my QA Event?
• How do I investigate a QA Event after I received a notification?
• How do I add an attachment to my QA Event?
• Someone made a change to my QA Event - how do I check this?

• What information does the Calendar show?
• Why does my Calendar look different to my colleagues?
• How do I change the event types to see more information on the Calendar?
• How do I add a Manual Created Event on the Calendar?
• Can I make my Manual Created Event recurring?
• Do you send reminder notifications for the Manual Created Events?
• Am I able to access the Calendar on the Engage app?

Setting up the Uniform Module

Employee Ordering

• How do I allow an employee to be able to place an order?
• How do I order uniform?
• Can I order uniform on the Engage app?
• Why is there a pop up that I am over my 'allocation' when I try and order more shirts?

Approving Orders

• How do I set up my uniform approvers?
• How many levels of approvals can I have?
• An employee has placed an order, how do I approve this?
• Am I able to approve the order on the Engage app?
• How do I mark an order 'complete' and stop the reminder emails?
• What do I do if I need to mark a product as 'returned' as it is the wrong size for the employee?

• How do I book Training for my employees?
• How do I set up Training for my employees so that I can book them on the course?
• Can I see booked training on the Engage Calendar?
• Can I bulk-book employees on a training course?
• How do I mark the training order as complete?
• Can I mark multiple employees as completing the training at once?
• What do I do if someone else stepped in to fill someone else's booked training?

• How do I book Health Checks for my employees?
• How do I set up Health Checks for my employees so that I can book them for a check?

• What is the Serial Number Register and how is it used?

• How do I use the Report Builder?
• Why does my Report Builder look different to my colleagues?
• Can I save a template to come back to?
• How do I use the filters?
• Do you have any examples of how I can use the filters?
• Can I extract my report to Excel/CSV/PDF format?

• What are Quick Reports?

• What are Standard Reports used for?
• Why can I not see Standard Reports?
• Why do my Standard Reports look different to my colleagues?

• Can I customise my Training Report?
• Am I able to get my Training Report emailed to me weekly?
• Why does my Training Report look different to my colleagues?
• Are there other ways to report on training other than this particular training report?

• What information do you show in the Activity Overview report?

• What are Actions?
• Who can see the Actions Summary screen?
• Where else can employees find the actions that are assigned to them?

• My employee has ordered a product but it is the incorrect size, how do I mark the product as Returned so that they can order a new one?
• Will the returned item remove the product from an employees allocation amount?
• Where do I find a list of previously returned items in Engage?

• What is 'Certificates' on the side bar?
• What kind of certificates should I store here?
• Who can see these certificates?
• Who is able to store Certificates here?
• What if I want to load company certificates with an expiry date?

• Who can access the Customer Admin section?
• Why does my Customer Admin section look different to my colleagues?

• What are Products used for?
• How do I add a new uniform Product?
• What steps should I do before setting up my uniform Products?
• Can I sort my Products into groups?
• How do I add a new embellishment option? 
• How do I add a new embellishment position? 
• How do I link embellishments to my uniform Products?

• How do I add a new training course? 
• How do I add a new Qualification?
• What are Qualifications? 
• How do I add a new training Provider?
• Why is my training course not pulling through onto my employee's bio?
• How do I link training courses to roles?
• How do I link training courses to branches?
• How do I make a particular training course Inactive? 
• What are Master / Sub courses, and how do I add these?
• How do I create an Induction course?
• What if I want to connect to a Third Party Training LMS provider?
• How does Role-Based training differ to "Other" training?
• Where do I store training that is outside of my employee's standard Role?
• What do I do if an employee has more than one role, so requires additional training outside of their main role?
• What are 'Secondary Training Roles'?

• How do I add a new Health Check?
• Who has access to Health Check information?
• Why can I not see my Health Check tab on my profile?
• How do I add a new Health Check Provider?

• Who has access to this page?
• Can I have multiple companies in Engage? How does this work, and should I use this function for my company? 
• What are the main contacts at company level, what do they do and how do I change these?
• How do I amend my Leave Balance type / format? 
• Can I change the text that appears on Leave requests?
• What are 'Over Allocation' actions and how do I change these?
• How do I change my company logo image that pulls through on all my reports?
• How do I add a Company Policy?
• Is there a way to pull a report on who has acknowledged the company policies?
• Can I send reminder notifications to get my employees to read their policies?
• Can I make a policy inactive if it's no longer required?
• How do I add a new Company Procedure?
• Am I able to have a function where I can pull an acknowledgement report for Procedures like Policies? 
• What are Procedure Tags? How do these work? 
• Can I organise my Procedures into Sections?
• Where do I upload Company Certificates?
• How do I add my Leave Balance file into Engage?
• Does Engage have a company Org Chart? How do I access this? 
• How do I amend my Critical Risks in Engage?
• Am I able to switch off the mobile notifications that get sent out? 
• What are Quick Links?
• How do I change the Quick Links that appear on the Engage Dashboard?

• How do I add a new branch? 
• How do I make a branch inactive if we no longer have that site available?
• What are the main contacts at Branch level, what do they do and how do I change these?
• I can't see my NZ regional public holiday on my Engage calendar, and it's not picked up when my employees apply for leave - how do I change this?
• What are Over Allocations actions and how do I change these for a branch?
• Why can my employees see uniform that has not been allocated to them?
• How do I add a Policy at branch level?
• Can I add certificates at branch level?
• What are Areas and Sections? How do I add these to a branch?

• What are Departments and where do they pull through to?
• How do I add / remove a department?

• What are Cost Centres and where do they pull through to?
• How do I add / remove a cost centre?
• Does Engage have specific authorities for cost centres?

• What are delivery locations and how are they used?
• How do I add / remove a delivery location?
• I've added a branch to my new employee profile but I am unable to save the profile without a delivery location?

• How are Roles used in Engage?
• How do I add / remove a Role?

• What are GL Codes and how are they used?
• How do I add / remove a GL code?

• Can I create a custom employee Profile Template to minimise the time it takes to enter a new employee record?
• How do I add / Edit a new Profile Template?

• What are Employee Groups and how do I add / edit a group?
• I've just been prompted to Save an employee group after a H&S Meeting, where does this information save to?
• Where can I use Employee Groups?

• What are SCIM Logs?

• How do I add a new Work Schedule into Engage?
• When I apply for Leave it has the wrong dates - can I amend my Work Schedule to reflect my correct hours? 
• How do I add a Work Schedule to an employee?

• What are Custom Alerts? 
• Is there a way I can be notified for an employees' 90 day trial period? 
• Can I set a reminder to let me know when an employee has been with us for a specific period of time?

• What is an Internal Supplier?
• What is an External Supplier?
• How do I add a new Internal Supplier?
• What if I want to connect to an External Supplier?
• The Supplier I use isn't listed in Engage - is there a way I can connect them? 
• How do I amend the approval processes for Internal Suppliers?
• How do I amend the approval process for External Suppliers?

• How do I create a new uniform in Engage?
• What are allocations used for?
• How do I amend my allocation quantities?
• Who can create new uniforms?

• What are Audits / Events and how are they used in Engage?
• Who can add new Audits / Events?
• Who can view the Audit / Events?
• What are Actions and can I create them against my Audit / Event? 
• Can I track whether someone has made a change to my Audit / Event?

• What are Forms and how are they used within Engage?
• Who has the ability to create new Forms? 
• How do I build my Form? 
• What are these things on the right hand side of my Form Template and how do I use these?
• Can I link my Form to an asset for my pre-start?
• Can I add an asset meter reading to my Form too?
• Can I copy a Form?
• Am I able to Edit a Form? What about after I have assigned it to someone? 
• How do I make an old Form template inactive so my employees cannot use it anymore?
• How do I assigned a Form for someone to complete?
• Where do I go to complete my Form?
• Can I view previous forms that I have submitted?
• Can I complete my Form on the Engage app?
• Am I able to have a PDF copy of a completed Form accessible on my Engage app?
• Is there a way I can automate alerts / actions when certain answers are selected?
• Is there a way I can pull reports that show me all previous Form answers?