First access to Smart CAE

Welcome to Smart CAE! This guide summarises the first steps you need to take to start coordinating business activities with your client or contractor, from receiving the welcome email to having your first operational coordination.

1. Receive the welcome email

When your client or contractor registers a coordination with you, you will receive a welcome email with everything you need to get started: the name of the coordination, direct access links to the platform and the user manual, and your initial credentials.

For more details, see the tutorial Welcome email.

User manual

Always keep the User manual handy, available from the email. It is your quick reference to resolve any doubts about any action within Smart CAE.

2. Set your password

Before entering the platform, personalise your access:

1. Note your assigned username (shown in the welcome email).
2. Click Change password from the email and set your personal password.

For more details, see the tutorial Change password.

3. Access MySmart OSH

With your credentials already set, click Access MySmart OSH from the email and enter the application.

For more details, see the tutorial Access MySmart OSH.

Have you lost the email?

If you lose the welcome email or don’t remember the URL, you can always access Smart CAE from my.smartosh.com.

4. Locate your coordination

Once inside MySmart OSH:

1. Go to the CAE → Coordinations module.
2. Click Show all coordinations to see the full list.
3. Select the coordination you want to edit and enter it.

5. Go through the coordination wizard

The wizard guides you through 6 steps. Review them and complete the necessary information in each:

Step 1 · Basic data

Check that the identifying data of the coordination is correct.

Step 2 · Responsible persons

Verify that the external company’s responsible person is correct. This person will receive document requests and manage the coordination’s resources.

Note

The responsible persons of the main company appear for information only and cannot be modified here.

If the CAE is managed by several people or you will be on holiday, you can add additional responsible persons.

Step 3 · Employees

Manage the employees of the coordination. Available actions:

• Create employees
• Assign employees to the coordination
• Unassign employees from the coordination
• Permanent removal of employees

Step 4 · Vehicles and machines

Manage the vehicles and machines of the coordination. Available actions:

• Create vehicles / machines
• Assign vehicles / machines to the coordination
• Unassign vehicles / machines from the coordination
• Permanent removal of vehicles / machines

Step 5 · CAE workstations

Link each employee to the applicable CAE workstation:

• Assign CAE workstations to employees
• Add CAE workstations

Step 6 · Special jobs and risks

Link each employee to the applicable special job or risk:

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

6. Finalise the coordination

When you have completed all the steps, click Finalise. The system will verify that you have met the mandatory requirements:

• ✅ In progress: the coordination becomes active.
• ⚠️ Pending data: mandatory elements are missing (for example, employees not assigned to a CAE workstation). Return to the wizard and complete what is missing.

Wait a few minutes before checking requests

When returning to the coordinations screen, it is normal not to see document requests yet. This is not an error: the system has a certain delay in generating requests.

Wait a few minutes, refresh the browser, and you will see how the green indicators turn red. At that point, you can start managing the documentation.

Flow summary

#	Step	Result
1	Receive welcome email	You have credentials and access links
2	Change password	Your account is ready to use
3	Access MySmart OSH	You enter the platform
4	Locate the coordination	You open the wizard
5	Go through the 6 steps	You configure resources and assignments
6	Finalise	Coordination in In progress status

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Source: Smartosh internal documentation «First access to Smart CAE (Initial summary tutorial)», available at Scribe.