Instruction manual Xpert Suite Cohesie
Select one of the tabs below. Still have questions? Call 088 – 988 0 988 and ask for Sulejman Hot.
Log in to Xpert Suite
In order to start working with Xpert Suite, you need to log into its portal. How to do that we prime you in the following steps below.
Have you logged in before?
If you have logged in before, continue reading below the heading 2: ‘Logging in the next time’.
1. Logging in for the first time
To start using Xpert Suite for the first time, we sent you two e-mails, containing an user name and a password. This data will provide you access to Xpert Suite’s portal.
Two-factor authentication
Because of legal privacy requirements, our system is equipped with two-factor authentication. This means: access is granted in two stages, to be sure you are authorized to log in to your account.
- After you have logged in to the system, you receive an unique code via a text message.
- Then go to https://login.xpertsuite.nl and click on LOG IN at the top right.
- Now click on LOGIN Xpert Suite and enter your login name and password, which you have received in the two separate e-mails.
- Click on LOG IN.
- An once-only screen will appear in which you’ll be requested to enter your telephone number.
- Enter your telephone number (without interspacing or a hyphen).
- Click on SEND CONFIRMATION SMS.
- You will receive a second text message with an unique code on your mobile. Enter this code next to CONFIRMATION CODE.
- Then click on APPLY.
- In case you would like to use two-factor through an authenticator (Google Authenticator or Microsoft Authenticator via Appstore or Playstore), then configure it during this step. If you consider a text message sufficient, choose this option.
- When logging in for the first time next a screen with a backup code will appear. Keep this code following the instructions on the screen.
- Then click on CONTINUE : the next screen will request entering a security question.
- Choose from one of the security questions and input your answer.
- Click SAVE.
- After this you are logged in to Xpert Suite.
2. Logging in Xpert Suite the next time
The next time you log in Xpert Suite, the procedure will be a lot faster.
- Go to the Xpert Suite login page.
- Enter your login name and password, which you have received in two separate e-mails and click on LOG IN.
- Next, a second login screen will appear. You will then receive a text message with an unique code on your mobile phone.
- Enter the code here click on LOG IN.
- You will then be logged in on Xpert Suite.
2. Een volgende keer inloggen
Na een eerste keer inloggen gaat de inlogprocedure sneller.
- Ga naar de inlogpagina van Xpert Suite.
- Voer hier je inlognaam en wachtwoord in die je in twee afzonderlijke e-mails hebt ontvangen en klik op INLOGGEN, in Xpert Suite verschijnt een tweede inlogscherm.
- Hierna ontvang je op je mobiele telefoon een SMS met een unieke code.
- Voer hier de SMS-code in en klik op INLOGGEN.
- Hierna ben je ingelogd in Xpert Suite van Cohesie.
The buttons explained
The buttons are explained in accordance with the numeration.
Menu’s
- Good afternoon …… .. The first button has a personal welcoming text and mentions your last login. In case you need to reach our helpdesk, the telephone number is stated here: 088-9880988.
- Workflow Case Files: clicking on a file of a specific employee, will take you straight to the case file.2 a. TO WORKFLOWS : by clicking on this button an overview of all the current case files will be shown on a workflow thread. Also, you can finetune your search of a specific file by means of a workflow filter.
- TASKS : this button will take you to your tasks.
- ACTIONS : by clicking on one of the buttons, the following pages will appear:· ZIEK : report sickness
· HERSTEL : report recovery
· OVERZICHT TRAJECTEN : workflow case files
- SEARCH FILE : by typing the employee’s name in the search bar, you turn up the employee’s file.· EXTENDED SEARCH : through this link you can search more accurately by using additional search filters.
- RECENTLY VISITED CASE FILES : here you will find your last visited files. Clicking on one of the files, takes you back to the file page in question.
Report sickness
To report an employee sick, proceed as follows:
- Log in on the portal of Xpert Suite.
- Then click on the button ZIEK on the right under Actions.
- Click on the magnifier to select the sick employee by name from the drop-down thread or enter the name of the employee.
- Then click on ZIEK MELDEN. This will take you to the screen in which you can report the employee sick.
- First enter the absence classification by making a choice from the drop-down menu:· Sick due to a work accident (Ziek t.g.v. arbeidsongeval);
· Sick due to an accident with recourse (Ziek t.g.v. ongeval met regresmogelijkheid);
· Sick due to organ donation (Ziek t.g.v. orgaandonatie).
- Then select the first day of absence by clicking on the calendar and selecting the correct date.
- Enter the correct percentage of absence by clicking on the calculator.
- Finally, click on SAVE to register the sickness report.
Report recovery
To report an employee partially or fully recovered, take the following steps:
- Log into the portal of Xpert Suite.
- Next, click on the icon HERSTEL, under Action, on the right side of the screen.
The page Recovered opens, offering you options to retrieve an employee’s case file.
- Click on the magnifier to select the name of the sick employee from the drop-down menu or type in the name of the employee.
- Click on TO CASE FILE, which will take you to the page where you can report the employee partially or fully recovered.
Three situations regarding reporting recovery
Check on the situation, which applies to the employee’s condition.
A. Employee reports full recovery
- Select the last sick day by clicking on the calendar.
- Possibly, you could add an explanation.
- Click on END WORKFLOW to process the recovery report.
B. The employee reports sick for a higher / lower percentage
- Indicate the date of alteration by clicking on the calendar.
- Adapt the sickness absence percentage by clicking on the calculator.
- Possibly, adjust the absence classification, by choosing from the following options:
· Sick due to a work accident (Ziek t.g.v. arbeidsongeval);
· Sick due to an accident with recourse (Ziek t.g.v. ongeval met regresmogelijkheid);
· Sick due to organ donation (Ziek t.g.v. orgaandonatie).
Click on CHANGE ABSENCE PERCENTAGE to process the changes made.
C. Sickness workflow for employee closed for a different reason
If there is a different reason to end the sickness workflow, take the following steps.
- Select a reason by making a choice from the drop-down menu.
- Indicate the end date by clicking on the calendar.
- Possibly, provide an explanation why you are closing the sickness workflow.
- Click on TRAJECT BEEINDIGEN to process the changes.
Employee’s file
Turn up the employee’s file in the Xpert Suite’s portal by:
- entering the employee’s name, or
- clicking on the magnifier and choosing the name from the drop-down thread of files.
You are now on the file page of the employee.
- The address bar shows the URL of the case file, which consists of:
- the name of your company;
- the department/unit;
- the employee’s name.
- From OVERVIEW you can go to:
- the TASKS that belong to this specific employee’s case file;
- WORKFLOW CASE FILES (= all documents belonging to this file). This tab is separately explained in more detail elsewhere in the manual.
- RECENT WORKFLOWS shows the recent case files.
- Additional information is displayed here: e.g. the duration of a specific case file; the absence classification and the sickness percentage.
- By ticking the box of ALL WORKFLOWS on the right-hand side of the blue bar, the workflow history of this specific employee will appear.
- The personal details are listed under EMPLOYEE.
- PERSONAL NOTES includes the notes that have been made with regard to this file.
- CONTACT PERSONS OF EMPLOYER lists the contact persons in the company.
- EMPLOYMENT displays relevant terms of employment like working hours and the working department.
CASE FILE SHARING STATUS is not yet applicable.
Workflow case file
Under the WORKFLOW CASE FILE tab you will find:
- all documents you have completed yourself;
- all documents prepared for you by Cohesie.
Under the tab CASE FILE you will find the imported documents as well as an overview of the documents pertaining to this case file.
