Coordination Assistant

The coordination assistant is the main resource manager of a coordination and also acts as its main editor. From here you can review and modify all the elements that make up the CAE: identification data, managers, employees, vehicles/machines, job positions, and special jobs or risks.

Accessing the assistant

To open the coordination assistant:

1. Locate the coordination you want to edit.
2. Click the Edit coordination option.

The assistant opens as a guided flow in several numbered steps that will allow you to go through all the information of the coordination.

Step 1 · Basic coordination data

In the first step you will find the basic identification data of your coordination with the main company.

Here you can consult and, if necessary, adjust the information that identifies the coordination within the platform.

Step 2 · Managers

In step 2 you will see two blocks of managers:

• Manager of the external company: the person who will receive document requests and manage the coordination’s resources.
• Managers of the main company: reference contacts on the main company’s side.

Note

The managers of the main company and their additional managers are not editable from here. They appear for informational purposes only, so you know who will receive the documents you send for validation.

Additional managers

If the CAE is managed by several people or you will be on holiday, you can assign additional managers in the external company. See How to create additional managers for more information.

Step 3 · Employees

In step 3 you can manage the employees assigned to the coordination.

The main available actions are:

• Creating employees
• Assigning employees to the coordination
• Unassigning employees from the coordination
• Permanent employee removal

Step 4 · Vehicles and machines

In step 4 you can manage the vehicles and machines linked to the coordination.

The main available actions are:

• Creating vehicles / machines
• Assigning vehicles / machines to the coordination
• Unassigning vehicles / machines from the coordination
• Permanent vehicle / machine removal

Step 5 · CAE job positions

In step 5, CAE job positions, you can link each employee to the corresponding position within the coordination.

The main available actions are:

• Assign CAE job positions to employees
• Add CAE job positions

Step 6 · Special jobs and risks

In step 6, Special jobs / Risks, you can link each employee to the special job or risk that applies to them.

The main available actions are:

• Assign special jobs / risks to employees
• Add special jobs / risks

Finishing the editing

Once you have finished reviewing and editing all the steps, click the Finish button to save the changes and close the assistant.

Caution

Make sure to review all the steps before finishing. The assistant is the centralised point where the coordination is configured with its corresponding employees, vehicles, positions, and risks.

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Source: Smartosh internal documentation «Coordination assistant», available at Scribe.