Equipment Compliance

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How to create an Equipment Passport?

To add a piece of equipment to your management list, you need to create its Passport. The initial point is to identify correctly the equipment. In NeXafe, the equipment identification is composed of 3 mandatory fields:

    • The Type of equipment (Ex. forklift, gaz detector, harness…).
    • The Brand of equipment (Ex. Toyota, 3M, DBI Sala…).
    • The ID number (the system generates one by default, but your internal number will be used in priority).
And 4th optional one:
    • Details (you can specify any information to facilitate the equipment identification).

Before creating a Passport you must add the type of equipment and the brand to the respective master list (these lists allows for a quicker selection when you have several equipment of a same type and/or brand while insuring uniformity).

How to add types and Brands to their respective master list:

Access Equipment ⇒ Types

  • Click the blue + Type button at the top of the window.
    • The type creation/updating window will open.
  • Add a title.
    • The French version is optional and will only show up if a user as French as its selected language.
  • Click Save to register your information and exit.
    • The type is now in your list and available for selection in the scroll down list of all equipment Passports.

Access Equipment ⇒ Brands

  • Click the blue + Brand button at the top of the window.
    • The type creation/updating window will open.
  • Add a title.
  • Click Save to register your information and exit.
    • The brand is now in your list and available for selection in the scroll down list of all equipment Passports.

To create a Passport:

Access Equipment ⇒ Passports

  • Click the blue + Equipment button at the top of the window.
    • A blank Passport window will open in a new tab.
    • The window borders will be yellow indicating that you are in modification mode (vs blue in consultation mode).
  • Select a type (see above how to add types to your type master list).
  • Select a brand (see above how to add brands to your brand master list).

At this point, you can choose to click the blue save button at the top to create your Equipment Passport and update the rest of the information at a later time or you can keep adding optional information:

In the top window, you can add:

  • A photo of the equipment by clicking the black square with the wrench icon.
  • The equipment ID number (the NeXafe # will appear in its appropriated slot, once the Passport is saved).
  • Additional information to better identify the equipment in Details.
  • Click the blue Note button to add the note.

In the information window, you can add:

  • The serial number.
  • The rental company if the equipment is rented.
  • The user to which the equipment is assigned.
  • The location (must be created in your location list).
  • Other in information of choice in the 3 custom fields.

Click Save to register your information.

    • The Passport is now in consulting mode (blue windows).
    • The modify or add information, click the Edit blue button at the top.

Click the Exit icon at the top right of the window to close the tab and go back to your Passport table.

Once in your Passport table, click the blue Refresh icon to show immediately the new Passport in the list.

  • Good to know

You can alo create a Passport by cloning an existant one.

  • In your Passports list, click the Clone icon at the end of the row of the selected Passport. 
  • A new Passport will automatically be created with the following field content carried from the original Passport:
    • Type, brand, and detail information.
    • Management groups.
    • Rental.
    • Content from the 3 custom fields.
  • You need to click the blue Modify button to update, delete, or add information.
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How to create requirements or other tracked items?

To be added to a Passport, all items must first be created in the Items list. Requirements are items added to a Passport that affect the worker’s compliance status. Items added to a Passports that do not impact the compliance status of a worker are called Other Items.

Access Workers ⇒ Items

  • Click the blue + Item button at the top of the window.
    • The item creation/updating window will open.
  • Select the type of item you want to create in the scroll down list.
    • Specific: all documents that are not an eform.
    • Standard: not applicable for the moment.
    • Form: give accès to all the forms created in the Euipment section of the form builder.
  • Add a title.
    • The French version will display only for users who have French as a selected language in their profile.
    • If you don’t want to add a French translation, simply copy your English title in the French section.
  • Add a description (optional).
  • Select if the item will have a public access (all) or a private (Admin only).
  • Select if the obligation level of the attachement:
    • Mandatory: the item will be non-compliant if attachment is missing.
    • Required: the attachment is mandatory, but the item will not be non-compliant if the attachment is missing..
    • Optional: the item will not be non-compliant if the attachment is missing.
  • Select if the attachement can be shown publicly or not (private = Admin only).
  • You can select a pre-set duration that will calculate automatically the expiry date of the item once an issue date is added.
  • Click Save to register your information and exit.
    • The item has been created and added to your Items list.

To become a requirement, an item must be added to a requirement list. A requirement list can contain one or several requirements and is used to assign the requirements it contains in batch to one or several Passports to facilitate and speed-up the process.

Access Workers ⇒ Requirement Lists

To create a requirement list:

  • Click the blue + List button at the top of the window.
    • The list creation window will open.
  • Add a title and click Save.
    • The list updating window will open. 
  • Add a description if you want.
  • Click Save to register your information and exit.
    • The list has been created and added to your list of Requirement Lists.

To add requirements (or delete from):

  • In your list of Requirement Lists, click on the list you want to update to open the  updating window.
  • Select the item in the scroll down list (shows all items from your Items list not already selected in the current Requirement list).
  • Click the blue + button to register your selection.
  • Repeat until your list is complete.
  • You can click the red Trash Can icon to remove an item from the list.
  • Good to know
  • Changes to the item selection in a list (add or delete) are automatically saved.
  • In your list of Requirement Lists, the blue rounded square of the Requirements column of the list you just updated will indicate the adjusted number of requirements in your list.
  • You need to click the blue Save button to register changes made to the title or description. 
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How to assign requirements to equipment?

Access Workers ⇒ Passports

From the Passport table:

  • Check the selection box of the selected equipment (select multiples equipment to batch assign the requirements).
  • Click the blue Assign Requirements button in the header section.
    • Your list of Requirement Lists will be displayed in a pop-up window.
  • Select the list(s) you want to assign and click Save.
  • All the requirements in the selected list(s) are now added to (1) the Requirements section of each selected Passport and (2) to your Tracking List (repeated for each worker).
  • They are ready to be updated with the required compliance information and documents.

From a Passport:

  • Click open the selected Passport.
  • Click the blue Manage Requirements button in the header section.
    • Your list of Requirement Lists will be displayed in a pop-up window.
  • Add (or Remove) the desired item.
  • Repeat if needed.
  • All the requirements in the selected list(s) are now added to (1) the Requirements section of each selected Passport and (2) to your Tracking List (repeated for each equipment).
  • They are ready to be updated with the required compliance information and documents.
  • Good to know
  • The new Requirements will have a red dot indicating that they are non-compliant until valid information and documents are added.
  • = Non-compliant requirements
  • If the item added as a Requirement is already in a Passport as an Other Item, it will be automatically transferred to the Requirements windows with its document, information, and compliance status.
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How to add a non-required item to a Passport?

All items in your Items list can be added to any Passport, even if they are not Requirements. Once added to a Passport, you can complete and upload the corresponding information and document, and track their validity status.

Access Workers ⇒ Passports

  • In the Passports list, click on the selected the equipment’s ID.
    • The equipment’s Passport will open.
  • Click the blue Edit button in right section of the header.
    • The grey + Item button in the header will become blue and be activated.
  • Click the blue + Item button.
    • The updating window will appear.

In the New Item window:

  • Select the item in the top scroll down list.
  • Upload the document file (if needed) by dragging and dropping the it in the dotted line zone or click in the zone to open a file selection window.
  • See the attached document by clicking the blue Paper Clip (the left one) to ensure that it is the right one or to consult the issue and expiry dates (you can delete the attached file by clicking the red Paper clip – the right one mark with an X).
  •  Add the Issue date and Expiry dates.
    •  If the item duration is pre-set, Expiry Date will be automatically calculated.
    • If the item has no Expiry Date, slide the Lifetime button right instead
  • Click the “check” icon on the right to directly approve the information (if you’re the person responsible for approval).
    •  If not checked, the requirement will go through the approval process before being declared compliant.
  • Click the blue Add button to save your information.
    •  The item with its information and document are now added to the Passport in the list of Other Items
  • Good to know
  • You can track the validity status of all non-required items in the Other Items section of the Tracking list.
  • When a non-required item included in Passport becomes a requirement and is assigned to the Passport, the item and its information and document will automatically transfer to the list of Requirements in both the Passport and Tracking.
  • The coloured dots (green, yellow, red) are used with non-required item to indicate if the information and document comply with the item specification.
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How to add compliance information and documents?

You can add compliance information and documents to comply with a requirement directly in your Tracking list or from an equipment Passport.

To update from your Tracking list:

Access Equipment ⇒ Tracking

  • In your Requirements table (left selection in left section of the header), find the equipment’s requirement you want to update.
    • If needed, use “sort” or “filter” in the column header.
  • Click on the requirement.
    • The updating window will appear.

To update from a Passport:

Access Equipment ⇒ Passports

  • Click on the selected equipment’s ID.
    • The equipment’s Passport will open.
  • In the Requirements list, find the equipment”s requirement you want to update.
  • Click on the requirement.
    • The updating window will appear.

In the updating window:

  • Upload the document file by dragging and dropping the it in the dotted line zone or click in the zone to open a file selection window.
  • See the attached document by clicking the blue Paper Clip (the left one) to ensure that it is the right one or to consult the issue and expiry dates (you can delete the attached file by clicking the red Paper clip – the right one mark with an X).
  •  Add the Issue date and Expiry dates.
    •  If the requirement has a pre-set duration, the Expiry Date will be automatically calculated and added.
    • If the uploaded document has no Expiry Date, slide the Lifetime button to the right.
  • Click the “check” icon on the right to directly approve the information (if you’re the person responsible for approval).
    •  If not checked, the requirement will go through the approval process before being declared compliant.
  • Click the blue Update button to save your information.
  • Good to know
  • If you approved your updating at this stage, the requirement will now have a green dot to indicate its compliance in both the your Tracking list and the list of Requirements in the worker’s Passport.
  • = Compliant
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How to see or share a public Passport?

The public Passport is a limited view of a full Passport that allows show and share selected information.

Access Equipment ⇒ Passports

  • On the row of the selected equipment, click the Eye icon to view the Public Passport.

In the equipment Passport:

  • Click the blue Public Passport button or scan the QR code to view the Passport.
  • Clickthe light grey Copy URL to be able to paste the URL in an email or document.
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How to decommission equipment or set it back in service?

THe standard status of a Passport are: compliant (if all requirements are compliant) or non-compliant (if at least one requirement is non-compliant). But, an equipment Passport can also be temporally set at Out of service to indicate that the equipment can not be used.

To manually change an equipment Passport status:

Access Equipments ⇒ Passports

  • On the row of the selected equipment, in the Status column:
    • Slide right the red toggle button to set the equipment back in service.
    • Slide left the blue toggle button to set the equipment out of service.
  •  In a Passport:
    • Click the Modify blue button.
    • Slide the Out of service / In service toggle button to the desired position. 

To automatically decommission an equipment following an inspection:

In an eform created in the equipment section of NeXafe’s form builder: 

  • Add the “Set out of service” condition to the answer of a question.
  • If selected, the equipment status will automatically change to Out of service once the form is submitted.
  • The status will instantly show in the public Passport.
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How to modify or delete a requirement list.

You can modify the name of an existing Requirement list, add/modify the description, add/delete requirements, or delete a list.

How to do it:

Access Equipment ⇒ Requirements

Click the name of the list to open the update window.

Name or description

  • Modify the content directly in the respective fields.
  • Click the blue Save button (The window will close. If you also want to modify the requirements, proceed with your modifications first, and afterwards click the blue Save button to exit the window and go back to the Requirement Lists).

Add a requirement

  • Select the item in the Item drop-down list on the right.
  • Click + to add and save your selection.
  • Click the Exit icon or the blue Save button to exit and go back to your list of Requirement Lists.
  • In your list of Requirement Lists, the blue rounded square of the Requirements column of the list you just updated will indicate the adjusted number of requirements in your list. 

Delete a requirement

  • Click the red Trash Can icon to remove on the line of the requirement.
  • Click the Exit icon or the blue Save button to exit and go back to your list of Requirement Lists.
  • In your list of Requirement Lists, the blue rounded square of the Requirements column of the list you just updated will indicate the adjusted number of requirements in your list. 

Delete a requirement list

  • Delete all requirements from the list.
  • Once the list is empty, click the red Delete button under the description zone, then confirm.
  • Good to know
  • If you modify or delete a requirement list, the changes will automatically affect all the equipment Passports the list was assigned to.
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How to print Passport Cards or QR code strickers?

NeXafe offers the printing service of plastic cards of the Passeports and of weather-resistance QR code stickers.

Princing

Count 5-10 working days for delivery. Delivery cost are extra. Please contact our customer support for all order.

To print them yourself (or your printer):

Access Workers ⇒ Passports

  • Click the checkbox of all selected equipment (the checkbox in the header checks all items at once).
  • Click the blue Export/Print button to download a CSV file of all the selected passport information, including the URL links to the QR code and equipment photo.
    • Convert the file to a regular Excel file to delete the column of irrelevant information according to your printing template and printing specifications. 
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Equipment Passport Pricing (Includes Form Builder)

Quantity Scale

The 1 to 250

The 251 to 500

The 501 to 1,000

The 1,001 and more

Unit Price / Month

$1.20 

$1.00

$0.75

$0.50

Minimum Invoiced Price *

$3.60

$3.00

$2.25

$1.50

  • Passports are invoiced every 3 months. Any passport active during the period is invoiced for 3 months, independently of its actual activation duration.
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