Q&A
You can find a list of frequently asked questions below. Don’t see what you’re looking for? Just get in touch.
Onyx One is GDPR-compliant. That means we respect the legal framework governing the collection and processing of individual European Union (EU) residents.
The client determines which data are retrieved and can justify this under the GDPR. Onyx acts as Processor and is responsible for secure and professional storage and processing. The client becomes the data owner on the contractor company’s submission of the data.
The entire application is available by default in four languages: Dutch, English, French, and German. Onyx One uses integrated translation software for the forms. It can be used to set them up in 72 different languages.
Only the client has a full overview. Contractor companies cannot see which other contractors are active on the site, except for its own active subcontractors.
The client sends an invite to contractor companies. When creating the contractor company’s profile, the VAT number is verified to prevent duplication of the company’s files.
Onyx One employs security settings that ensure only the right people have access to the right data. Data can be linked to specific people or groups.
Onyx One does use role-based authorization management. Users with access to a portal are assigned to a “group”. This group defines the user’s permissions. Role-based authorization applies to clients and contractors.
The system takes care of monitoring validity dates. So, clients don’t need to worry about it.
Contractors are notified automatically by email and well in advance.
Onyx One’s standard for modeling and displaying business processes is Business Process Model and Notation (BPMN). BPMN’s objective is to make business process management clearer for technical and non-technical users with a format that feels intuitive to non-technical users, but that’s also capable of rendering complex process semantics. The primary objective of BPMN is to provide a standard notation that all stakeholders can understand.
Onyx One has several standard flows that update various parties via e-mail notifications. Below are a few examples:
The client is notified when:
– the contractor submits their business qualification
– a contractor/subcontractor is registered
The contractor is updated when:
– a client awards them a contract
– a document or certificate expires
– a training course must be attended or will be canceled
– new procedures are activated
– new instructions are communicated
The subcontractor is notified when:
– a contractor subcontracts a contract
– a document or certificate expires
– a training course must be attended or will be canceled
It is also possible to send out additional dynamic workflows and notifications.
Onyx One users only need limited training because the system supports best practices logically and intuitively. Training is provided at various levels during implementation, and courses remain available online for new users.
Onyx One users can count on different kinds of support as needed. Both clients and contractors can count on it. How?
– Via an online knowledge base with screenshots and videos
– By sending an email to the Onyx One Help Desk
– By booking a callback appointment for telephone support
– Clients (including internal monitoring) can directly contact the Customer Care Department with problems by email or phone.
All changes are tracked. You can see which data have been updated and when.
Onyx One’s system is configured to link certain job types to whether or not a registration requires the approval step.
“Without approval” means that the contractor can assign team members at any time. “With approval” means that a contractor must have team members validated first.
“Automatic approval” means that contractors can assign team members; however, the client will be notified, which means they can still opt to reject the contractor’s choice.
Additional approvals can be generated using a form, e.g., to launch an additional risk analysis because the contractor standard doesn’t satisfy the requirements.
Yes, both in advance and on-site. What’s more, a testing system is also available.
Safety training courses that already exist can be imported. We can also create new, customized safety training courses.
Onyx created “Contractor Care”, an optional service intended to make life as easy as possible for the client. It includes actively monitoring your contractors and notifying you of any inconsistencies.
Support is available in Dutch, English, French, and German. We aim to respond within six (business) hours.
Implementing Onyx One takes the various process factors into account: the new software, the user, the social environment, and the organizational context.
Implementation starts with a kick-off meeting that briefs the project team about Onyx One’s implementation strategy. At this meeting, insight into the project’s scope and the method of communication and documentation are shared, and agreements are made for the planned workshops.
An online project environment is also set up, accessible to key stakeholders and the Onyx team. This is where all records and communications are stored. This online environment remains available even after implementation so that any changes (updates to qualifications, groups, rights, process flows) are always up to date.