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User Guide:
Reset for
Companies
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Welcome Welcome to Reset Compliance Systems. Reset offers many
services to companies; in addition to quickly and easily
proving company and individual competence, your Reset
membership provides useful HR and admin tools. This User
Guide will guide you on how to access these services, but
if you need any further information please contact our
Support Team as shown below.
Email: [email protected]
Phone: 0845 519 5768
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Contents
Getting Started: Your Reset Dashboard .............................................. 4
Verify Now ................................................................................................ 5
My Employees ......................................................................................... 6
My Recognised Suppliers ....................................................................... 9
MyPQQ ................................................................................................... 13
Company Profile ................................................................................... 14
Reset Mandatory Organisations ......................................................... 24
Contact Us ............................................................................................. 24
Provide Feedback ................................................................................ 24
Troubleshooting ..................................................................................... 25
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Getting Started: Your Reset Dashboard
You can access all your Reset services via your Reset Dashboard.
• In your usual internet browser navigate to
www.rcscard.co.uk/dashboard
• Type in your Username and Password, found on your Welcome
Letter and click ‘Submit’.
o Please note your Username and Password are case sensitive.
• Once logged in you will see your own personalised Dashboard
like the one shown below.
• You can bookmark this website within your browser so you can
easily navigate to your Dashboard any time you need to
access your Reset services.
If you require a Username or Password reminder please email
[email protected] with your name & company and this will be
emailed to you.
This User Guide will take you through each section on your
Dashboard, what it does and how to use it.
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Verify Now
Check a Reset Individual card or Reset Company profile using their
Reset card details and their profile will be displayed.
• Opens in new window.
• Follow the instructions on-screen and the individual’s or
company’s profile will be displayed as shown below.
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My Employees
The My Employees home screen allows you to instantly see the
status of all your employees’ profiles. The simple traffic light system
highlights any individuals with expiring or expired elements – all in
addition to your usual Reset notification emails.
Clicking on the name or picture will open the individual’s profile in
a new window, showing their qualifications.
Clicking on the Notes tab while in the Personal Profile shows Notes
currently associated with the employee. To add a new Note simply
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type the details in the boxes and click ‘Add Note’. You can choose
to add an expiry date or upload a document to your Note. If you
add an expiry date you will receive an email notification 28 days
prior to expiry and upon expiry of your Note. All Notes added in this
way are visible to Verifiers within your organisation only.
You can also add a note from the ‘My Employees' main screen.
From here you can choose to make the Note public (seen by any
registered Verifier viewing the individual’s personal profile) or
private (only seen by registered Verifiers within your organisation).
To do this click the corresponding 'Add Note' button to the
individual you wish to add a Note to. Complete the fields in the Add
Note dialog box and click ‘Add Note’.
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The following shows examples of the sort of items you can record as
Notes:
Public Notes - External
• Toolbox talks
• Internal training
• PPE issue
• Training completed and
awaiting certificate
• Industry awards
• Site inductions
Private Notes - Internal
• Key and alarm code issue
• Fire induction
• Employee induction
• Driving Licence checks
• Company vehicle tax,
MOT, insurance records
• Company vehicle
inspection records
• Appraisals
• General HR record
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My Recognised Suppliers
My Recognised Suppliers is a tool for managing your Reset-
registered sub-contractors. All your sub-contractors are presented
in a single list with at-a-glance indicators of the status of their profiles
allowing for effective, efficient and continual sub-contractor
monitoring and management.
Building your My Recognised Suppliers List
To build your My Recognised Suppliers list ask your suppliers to share
their Reset Company number and CVC code (found on their
Welcome Pack letter). If you Verify their details using the Verify Now
function (page 5) you can then select ‘Add Recognised Supplier’.
An email request is sent to the company that they simply click
‘Accept’ to be added to your My Recognised Suppliers list.
Viewing your My Recognised Suppliers List
After clicking 'My Recognised Suppliers' you will be taken to the
main My Recognised Suppliers page.
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Clicking on the company’s name will take you through to their full
profile (opening in a new window). Alternatively, displayed in the
My Recognised Suppliers overview:
• Insurance - see a company’s insurance status.
• Company - ensure all elements of their company profile are
completed and in-date.
• MyPPQ - shows if the company matches your MyPQQ
requirements.
• More information on MyPQQ can be found in the MyPQQ section
on page 13.
• Send Reminder – click to email the company reminding them
to update their profile.
• After clicking the ‘Send Reminder’ button it will be replaced with
a 'Reminder sent' status including the date it was sent. The Send
Reminder button appears again 7 days following the last
reminder.
• Remove – deletes the company from your list.
• Filter Results – based on any criteria in the overview.
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To order the list by column simply click on the column title you wish
to order by, once for ascending and click it again to order
descending.
Asbestos Details
Clicking on the Asbestos Details tab shows you a chart of the
Asbestos status of Reset Individual Cardholders working for
Companies on your My Recognised Suppliers list.
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Viewing your Suppliers
On the Supplier Information tab, clicking on the company name or
their logo opens the company’s profile in a new window. Clicking
on the grey tabs will display each section of information.
By selecting the Notes tab you can add Notes to a company’s
profile only to be viewed by registered Verifiers within your
organisation. These Notes could be used for recording details about
an organisation or uploading documents pertaining to them. You
can choose to set expiry dates for these Notes and you will be sent
an email reminder at 28 days prior to, and upon, expiry.
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MyPQQ
A tool used in conjunction with My Recognised Suppliers (page 9),
MyPQQ provides a quick and simple way for you to carry out full
pre-qualification sub-contractor assessment procedures online.
You choose the criteria you want to use to assess your sub-
contractors and the MyPQQ traffic light displayed in My
Recognised Suppliers enables you to quickly measure any
contractor against your criteria. Post-qualification, you can keep
tabs on your chosen sub-contractors by setting minimum standards
for a range of criteria, such as levels of insurance cover, health and
safety performance, RIDDOR statistics and more.
To complete your MyPQQ profile answer the questions with your
minimum requirements for contractors coming on to your site or
working for you. Click ‘Save’ to store your requirements.
In your My Recognised Suppliers list you will then see a traffic light
under the MyPQQ heading corresponding to the company and
whether their profile meets your requirements as stipulated in your
MyPQQ.
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Company Profile
Reset Company™ offers the convenience of inputting typical PQQ
information only once but being able to share it with multiple
organisations, effectively eliminating the need for PQQs. You are in
control of the data, so you can add and update information as and
when changes occur, for example if you implement a new
environmental policy or you renew your insurance cover.
We will automatically send you prompts, by email, when date
sensitive elements are about to expire. This means that you only
need to update your company information when required and
removes the need for constant monitoring by yourselves.
To allow clients access to your Reset Company™ profile, share with
them your Company card number and CVC code from your
Welcome Pack letter. Also supplied in your Welcome Pack, your
Reset Member Company certificate is for display in your office and
vehicle labels are for company vehicles. You can order additional
vehicle labels from Reset by completing the order form supplied in
your Welcome Pack.
You may have received an invitation to appear on a Verifier’s My
Recognised Suppliers List. Upon accepting this invitation, your
chosen Verifier can then view your Reset Company™ profile at any
time without the need for your card details. If you have not
completed your Reset Company™ profile, when accepting an
invitation to appear on a Verifier’s My Recognised Suppliers list you
may receive reminders from them to complete your profile. This is
so your Verifier(s) can effectively review your credentials with a view
to you working on their site(s).
Completing your Profile
There are 14 separate sections of information completed in two
steps.
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• Step One simply requires you to input general company
information and your insurance details. Once you have
completed and published this information then you unlock
Step Two.
• Step Two is the remaining 12 sections of information for
completion. You don’t have to complete all 12 sections in one
go; you can save where you are up to and come back to it
at any time.
Before beginning to complete your profile please read the
following guidance notes:
• If any questions do not apply to you please type ‘not
applicable’ or ‘n/a’ in the box. If you leave the field blank then
your profile will only show as partially complete and you will
not be able to publish it to the Reset Company™ site for your
Verifier to check.
• When asked to upload a document please ensure this is in PDF
format.
• Once all your information is complete or you wish to end your
session, please click ‘Save’ at the bottom of the page. If at
any time you wish to go back to the Main Menu without saving
click ‘Cancel’.
• You must publish your profile once it is complete, and again
after making any changes, to allow your Verifier(s) to view it.
More information on publishing can be found on pages 17 &
22.
• You can choose to complete each section at separate times
or input everything in one go. The management of the data is
entirely up to you. You can see the status of your data entry in
the ‘Status’ column.
• You can click ‘My Company’ in the top menu bar at any time
to return to the Main Menu.
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Completing your Profile – Step One
You will see in the Main Menu that only 2 sections are available for
selection; General Information and Insurance Details. Click on the
section name that you wish to edit.
You will only be able to publish Step One when both the sections
have been completed.
What you’ll need to hand
General Information Insurance Information
General company contact details
Certificate of Incorporation
VAT number
Unique Tax reference
DUNS number Accreditations
Insurance details (including name of
insurer, policy number, expiry date,
limit of indemnity, restrictions, excess)
and PDF of policies.
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Publishing
To publish, you need to enter the names of the two people who are
authorising your company’s profile, one of whom must be an officer
of the company selected from a drop down list (Managing
Director, Director, Company Secretary, Proprietor or Business
Owner). The second person can be anyone within the organisation
but their name and job title will be noted as part of the publishing
process.
NB: If you have selected ‘Sole Trader’ as the legal status of
company then you will only need one name to publish.
By clicking ‘Publish’ you are releasing this information to your
company profile page for permitted viewing by your chosen
Verifier(s).
You will now have unlocked Step 2; the 12 remaining sections of
information requiring your completion and publishing. Please see
page 18 for more information on Step 2.
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Completing your profile - Step Two
Once you have successfully published Step One (your General
Information and Insurance Details) you will unlock Step Two - the
remaining 12 sections for completion.
As before you can choose to complete each section at separate
sessions or input everything in one go. The management of the data
is entirely up to you. You can see the status of your data entry in the
‘Status’ column.
Click on the section name that you wish to edit. You will find a guide
to each section showing the types of information you will need over
the following pages. When you are completing each section you
can click ‘Save’ at any time to save the information that you have
entered.
You will only be able to publish Step Two when all the sections have
been completed. This will not affect the General Information and
Insurance details which have already been published in Step One.
However, if you make any changes to these sections post-
publication you will need to re-publish your profile to ensure the up-
to-date details are live. See page 23 for more information on re-
publishing.
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What you’ll need & completion notes
Financial Information Management and Staff Information
Bank details (address, sort code,
account number)
Company turnover for last 3 years
(including percentage with largest
customer last year)
Maximum and minimum contract
values that you would be able to
undertake
In the Company Turnover section
you are asked to complete your
turnover for the last 3 years.
Numbers of staff you have at the
various levels of the organisation
(e.g. Directors, Management, Office,
Site Operatives, etc)
Details on how you monitor
employee and sub-contractor
competence
Company HR policies if you have
them (Alcohol & Drugs, Equality &
Diversity Statement and Policy)
Business Accreditations (non-
mandatory*)
Health and Safety Details
Details of any accreditation(s) that
your business has received
(including the title of the
accreditation and the expiry date).
Details of your internal responsible
person for Health and Safety
Details of the external resource
responsible for Health and Safety
Details of any Health and Safety
advisors
Health and Safety Statement and
Policy
Risk Assessment Information Health & Safety Record Information
2 typical risk assessments for usual
work activities
2 typical method statements for
usual work activities
Any HSE improvement notices
Training details
Induction procedures
First aiders and medical screening
Safety Management System
Details of any other card schemes
RIDDOR details
Accident frequency rate
Membership of any occupational
safety groups
*Your profile can still be published if any or all of the non-mandatory sections
are partially complete or incomplete
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What you’ll need & completion notes
Quality Assurance Environmental
Details of responsible Quality
Assurance person
Details of body who provide Quality
Assurance expertise/advice
ISO standard accreditations
Company Quality policy
Details of audits, guarantees, quality
records
Details of responsible person for
environmental issues
Details of any external body
responsible for or advising on
environmental issues
Company’s Environmental Policy
including any ISO14001
accreditation certificate
Details of Environmental
Management System
Details of environmental training,
audits and licences
Any Hazardous waste handling
Environmental Management System
Document
Environmental Risk Assessment and
Method Statement for usual work
activities
Environmental reporting method
document
Waste Transfer Licence document
Typical Contracts (non-mandatory*) References (non-mandatory*)
Typical contracts that your business
undertakes. Including the title of
contract, the name of the contract
client, and the contract details.
Once fields have been populated,
please click ‘Save’ this will save the
initial typical contract data entered
and open an option to insert a new
contract; this can be done multiple
times allowing you to list numerous
contracts.
Referees that you would like to
include on your profile with regards
to previous work completed. The
information required includes the
Referees Name, Position, Address,
Telephone Number and Email.
The section allows you to populate
up to 4 referees.
*Your profile can still be published if any or all of the non-mandatory sections
are partially complete or incomplete
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What you’ll need & completion notes
Geographical Area Additional Information
The geographical areas that your
business covers
Click in the boxes at the side of the
geographical areas that you cover
and they will be highlighted on the
map (please note you cannot click
them directly on the map). If you
click an area in error then simply
click the box again. If you offer UK-
wide coverage then click ‘Select
All’.
Preferred Supplier Agreements
Any MoD projects you are or have
been involved in
Any further information you wish to
add to covered elsewhere in the
profile
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Step Two: Publishing
Once you have successfully populated all the required fields and
on the Main Menu all the ‘Status’ fields show as ‘Complete’(*) you
will see a Publish section at the top of the screen. To publish, you
need to type the names two people signing off your profile, one of
whom must be an officer of the company selected from a drop
down list (Managing Director, Director, Company Secretary,
Proprietor or Business Owner). The second individual can be anyone
within the organisation but their name and job title will be noted as
part of the publishing process.
NB: If you have selected ‘Sole Trader’ as the legal status of
company then you will only need one name to publish.
By clicking ‘Publish’ you are releasing this information to your
company profile page for permitted viewing by your chosen
Verifier(s).
(*) Please note that status fields from non-mandatory sections; Business Accreditation,
Typical Contracts and References may show up as ‘Partially Complete’ or
’Incomplete’. As these are non-mandatory sections, you are still able to publish your
profile if any or all of these sections show as ‘Partially Complete’ or ‘Incomplete’
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Re-Publishing
You are completely in control of the information on your Reset
Company™ profile. You can edit your profile at any time, as many
times as you wish. You will receive email notifications from Reset as
any date sensitive elements of your profile approach and reach
expiry.
Once your profile is published and you change any information
please ensure to re-publish your profile so the information your
Verifier(s) see is up-to-date.
When you edit any sections, the ‘Publish’ section will automatically
re-appear at the top of the screen (in the same way as when you
first published your profile). You simply type the name and position
of two staff members (one of whom must be an officer of the
company) signing off on the profile. The information will then be
updated and available for your chosen Verifier(s) to view.
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Reset Mandatory Organisations
Displays a list of all sites and organisations for which Reset is a
mandatory requirement to work on site. You can search and filter
the list by typing in the ‘Filter List’ box.
Contact Us
If you need to contact Reset, all the contact information you’ll
need is displayed here.
Provide Feedback
A feedback form is displayed allowing you to share any feedback
with Reset on any part of the service provision.
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Troubleshooting
General
1. Username or password not accepted
• Check you don’t have the CAPS button engaged.
• Contact Support Team to request a password reminder.
Reset Company
1. How can I change any of the documents I upload?
• You simply upload the new document and this will
replace the existing one. Each upload section only has
the capacity to hold one document so by uploading the
new document you effectively delete the existing one.
2. My document won’t upload
• Please check that are uploading a PDF document. The
system will only support uploaded PDF documents.
3. I’ve completed a section but it still shows as ‘Partially
Complete’
• All question fields must be completed and all documents
uploaded (where required) within each section to
enable the section to be registered as ‘Complete’. If any
questions don’t apply to you, then simply type ‘not
applicable’ or ‘n/a’ in the field.
4. The ‘Publish’ button has not appeared
• You need to ensure that all the sections are completed
on each section before you can publish. All question
fields must be completed within each section to enable
it to be registered as complete. If any questions don’t
apply to you, then simply type ‘not applicable’ or ‘n/a’
in the field.
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My Employees
1. One or more of our employees are not listed
• Reset Individual application has not been received by
Reset.
• Application is in process.
2. How can I delete an individual who has left our company?
• You cannot do this through My Employees - contact
Reset Accounts at [email protected] who will
adjust your subscriptions and remove from My
Employees. All cancellations must be in written form.
3. How do I edit a Note I have added to an Individual?
• Notes can only be added to or deleted from profiles – if
a Note is incorrect simply delete it and add a new,
correct Note.
My Recognised Suppliers
1. How do I edit a Note I have added to a supplier?
• Notes can only be added to or deleted from profiles – if
a Note is incorrect simply delete it and add a new,
correct Note.
2. How do I delete a supplier?
• At the right-hand side of each supplier there is a ‘Delete’
option. Please note than once deleted you will have to
add them manually by requesting their Reset Company
card details again and adding them as a supplier.
If you are still having difficulties please contact our Support Team at
[email protected] or call us on 0845 519 5768 (Monday to
Friday 0900-1700).
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My Notes
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Reset Compliance Systems Ltd
PO Box 4749
Sheffield S35 5BT
T: 0845 519 5768
www.rcscard.co.uk
Reset Compliance Systems Ltd.
Registered in England 6614285
Registered with the Information Commissioner’s Office (ICO)
General Data Protection Regulation (GDPR) 2018 - registration no. Z2238936
© Reset Compliance Systems Ltd. All rights reserved.
F20
0-15
-09
Iss
ued
01
Jun
230
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