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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: support@rcscard.co.uk

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

support@rcscard.co.uk 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 accounts@rcscard.co.uk 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

support@rcscard.co.uk 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

E: info@rcscard.co.uk

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

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Iss

ued

01

Jun

230

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