How to

Create your sites

Who: Owner, Administrator, or Manager

1. Portfolios › New portfolioOptional: group your sites by client, region or mandate.
2. Sites › New siteName, code, address and country of the site, and its portfolio if it has one. Not needed if you only follow suppliers.
3. Equipment › New equipmentOptional: on the site's record, add the equipment to inspect (lifts, extinguishers…) and, in the next tab, the leased units.

Add a third party and its contact

Who: Owner, Administrator, or Manager

1. Third parties › New third partyCompany name, role (supplier, tenant, service provider…), country and registration number: a duplicate is stopped as you type.
2. Contacts › New contactOn the third party's record, add the person who receives the document requests, with their email and language.
3. Relationships › New relationshipLink the third party to the site or unit concerned (lease, contract), with its dates: a site's requirements follow these relationships.

Choose the documents and inspections to follow

Who: Owner or Administrator

1. Compliance types › Browse the libraryFilter by country and category: insurance, certificates, periodic inspections, certifications.
2. ActivateThe template becomes a compliance type of your account, with its fields, validity period and deadlines.
3. Edit before putting it into serviceTo change a deadline or a field before the first request, customize it before publishing.

Create requirements with a rule

Who: Owner or Administrator

1. Assignment rules › New ruleChoose the compliance type, then whom it applies to: third-party role, relationship type, portfolio, sites, site or equipment types, tags, country, custom fields (risk level, activity, amount).
2. Before activation, the preview counts the requirements the rule will create.
3. Once active, the rule also creates the requirements of sites and third parties added later.

Start the requests and reminders

Who: Owner or Administrator

1. Settings › Organization › Branding and senderLogo, color, sender name and reply-to address of the emails sent to third parties.
2. Reminders › Reminder calendarSteps before and after the due date. The proposed schedule suits most cases.
3. Message preview › Send me a testRead the email in each language and receive it yourself.
4. Settings › Organization › Automatic remindersKeep automatic reminders on: each third party receives its first request, then reminders until it submits.

Invite your team

Who: Owner or Administrator

1. Settings › Members › InviteEnter each person's email, role and scope: the whole organization, or portfolios and sites. They receive an invitation link.
2. Pending invitations › ResendIf the link did not arrive, resend the invitation; revoke it if it is no longer needed.
3. For many people, fill in the Team sheet of the import file.

Load everything from an Excel file

Who: Owner or Administrator

1. Sites › Import › Complete fileDownload the template, blank or with an example: one sheet per type of data, in import order.
2. Fill in the sheets you need (portfolios, sites, units, third parties, equipment, requirements, team), then upload the file.
3. Each error is given with its sheet, row and column; nothing is created while one remains.

Review a submitted document

Who: Owner, Administrator, or Manager

1. To reviewSubmitted documents wait here, oldest first. Opening one reserves it for you.
2. CheckpointsCompare the document with the dates and amounts entered, and tick each checkpoint.
3. ApproveThe requirement becomes compliant until the document's validity ends.
4. RejectOr reject with a reason: the third party reads it on its submission page and can send another document.

Assign a document to a colleague

Who: Owner, Administrator, or Manager

1. To review › Assign toOpen the document, choose the colleague and write what you expect (second opinion, amount to check). They are notified.
2. Documents › For meThe colleague finds the document under “For me”. Any member who can review can still decide.

Submit a document received by email or on paper

Who: Owner, Administrator, or Manager

1. RequirementsOpen the requirement: search by third party, site or type.
2. Submit on the third party's behalfAttach the file, say how and when you received it, then enter its dates. It goes to review; if your role allows it, you do it right away.

Send the submission link or remind a third party

Who: Owner, Administrator, or Manager

1. Requirements › Upload link for the third party › Copy the linkOn the requirement, copy the submission link to send it yourself. The third party needs no account.
2. Remind nowOr send the reminder email right away, without waiting for the schedule.
3. Third parties › Upload link (all their requests)For a third party with several requests, one link from its record.

Waive or exclude a requirement

Who: Owner, Administrator, or Manager

1. Requirements › WaiveOn the requirement: waived until a date or with no end date, it no longer counts as missing.
2. ExcludeWhen it does not concern this third party or site: it is closed.
3. Request a waiverIf your organization requires a second approval, the waiver becomes a request that another administrator approves or rejects.

Change several requirements at once

Who: Owner, Administrator, or Manager

1. RequirementsFilter the list (status, type, site, owner…), then tick rows, or select all the results of the filter (500 at most).
2. Actions › Change the due dateChoose the action: due date, owner, reminder, waiver…
3. The report gives the number processed and, by reason, the number refused.

Follow a finding until it is fixed

Who: Owner, Administrator, or Manager

1. Requirements › Add a findingOn the requirement, describe what the check found (inspection report, visit), its severity, who fixes it and by when.
2. FindingsFollow all open findings and the overdue ones.
3. Attach proof of the fix, then close the finding. Depending on the type, an open finding prevents compliance.

Add a requirement by hand

Who: Owner, Administrator, or Manager

1. Requirements › New requirementChoose the type, what it applies to (third party, site, unit, equipment or the organization) and the due date.
2. For a third party, choose whether the request goes out right away. To create many, use an assignment rule.

See where you stand

1. DashboardCompliance rate, counts by status and priorities: each figure opens the matching list.
2. Account healthFor administrators: what stops reminders or exports from going out, with the fix.

Get a report in Excel, CSV or PDF

Who: Owner, Administrator, or Manager

1. ReportsChoose the view, the filters (site, type, period…) and the columns.
2. ExportExcel, CSV or PDF. A very large file is prepared in the background: you are told by a notification and by email.
3. My exportsPrepared files stay there for 7 days.

Receive a report every week

Who: Owner or Administrator

1. Reports › Schedule this reportFrom the view and filters you want: frequency (day, week, month), format and recipients.
2. Scheduled reportsEdit, pause or delete the sendings.

Prove compliance on a past date

1. Third parties › At a dateOn a third party's or a site's record, choose the date: the status of each requirement on that day, with the document that covered it.
2. Download the table as CSV for the auditor.

Hand over the documents of a period to an auditor

Who: Owner, Administrator, or Manager

1. Reports › Download evidenceChoose the period and the filters: a ZIP of the approved documents, sorted by third party, with their register and fingerprints.
2. Files not included (infected, erased, being scanned) are listed in the ZIP.
3. On Windows, extract the ZIP close to the root of the drive (for example C:\Vigilo) or with 7-Zip: File Explorer refuses paths that are too long.

Download the evidence of a third party or of a selection

Who: Owner, Administrator, or Manager

1. Requirements › Actions › Download evidenceTick the requirements first: the latest evidence of each, all of it, or that of a period, in a ZIP.
2. Third parties › Download evidenceOn the third party's page, Requirements tab: all its evidence in a ZIP.
3. On Windows, extract the ZIP close to the root of the drive (for example C:\Vigilo) or with 7-Zip: File Explorer refuses paths that are too long.

Find the documents of a year and download them

Who: Owner, Administrator, or Manager

1. Documents › Valid inChoose the year (and the quarter), then open the folder of the compliance type or of the third party.
2. Download (ZIP)“Download (ZIP)”: every file of the folder shown, filed like the screen.
3. On Windows, extract the ZIP close to the root of the drive (for example C:\Vigilo) or with 7-Zip: File Explorer refuses paths that are too long.

Handle a member's departure

Who: Owner or Administrator

1. Settings › Members › Actions › RemoveTheir access is cut at once.
2. Choose whom to hand over their open requirements, sites, portfolios and findings to, within that person's scope.
3. Hand over responsibilitiesFor a change of job, hand over their responsibilities without removing their access.

Name a deputy during an absence

1. Notifications › See all › Plan an absenceFirst and last day, and the deputy who covers your scope.
2. During the absence, your work notifications are copied to them and internal reminders go to them.
3. Settings › Members › AbsenceAn administrator can also declare a member's absence.

Connect another software

Who: Owner or Administrator

1. Settings › API › New keyName the key and give it only the rights it needs. It is shown only once: copy it.
2. Add an endpointFor your software to be told of submissions and status changes: its address and the events you want.
3. The developer guide describes each API call.

Undo an import

Who: Owner or Administrator

1. Sites › Import › Recent imports › Undo this importWithin 30 days, once: what the import created is archived.
2. Fix the file and import it again: the codes are freed.