Worker Onboarding - Important Updates
Improvement Summary
As part of our continuous improvement initiative, we will soon be making changes to the way
workers can be onboarded on the MSite Platform.
The process which has been developed by MSite takes into account recent customer feedback and
has been designed to improve both the worker's onboarding experience and provide the principal
contractor some key additional benefits.
Currently, most workers are invited to Pre-registration by an MSite user, be that their employer or a
member of the site team. Following these updates, workers will also be able to initiate the pre-registration process themselves without needing to be invited and can have multiple site
associations.
Key Benefits
- Saves time for your site team and subcontractors.
- Workers will be able to sign in at any time to receive training updates online (and use other
exciting future features such as timesheets). - Every time a worker is added to a site, they will be asked to update their consent and can
review available privacy notices. - Workers will be able to update personal information at any time ensuring you have the most
up-to-date details. - Moving forward, workers will have validated email addresses, giving you reliable contact
information for them (in future, email contact will be included in Workforce Notifications) - De-duplication of Profiles (Personal Data) via capturing and validation of email addresses.
- Improved adherence to GDPR article 5 principles.
- Magic links ensure the process remains as close to the existing invitation process as
possible, just allowing the workers to initiate it for themselves. - No passwords - workers can log in with a valid email address.
How it works
Workers will be given the MSite address to go to (i.e. companyName.msitecloud.com) and an
authorisation code for the site/project they need to register with.
Workers will then arrive on the MSite login page and will need to provide a valid email address. The
MSite system will in turn send a ‘magic link’ to that email address – a one-time, time-limited link
which the recipient can click on to log into MSite without needing to provide a password.
Once signed in, workers will need to enter the authorisation code to be able to register for a
site/project and if entered successfully, the pre-registration and online induction process will
remain largely as it does today from that point on, proceeding through the Privacy Policy, ‘Your
Details’, Online Induction and the Site Induction Booking sections.
A key difference will be an improvement in the way worker de-duplication takes place. Workers will
be able to verify access to their existing profiles but will need to successfully answer combinations
of questions related to the information stored on their profile.
On arrival at site, the site team will need to verify the workers choice of trade and role to prevent
any potential abuse.
Data Requirements
To proceed with the above changes MSite needs the permission of the principal contactor to
capture and process the below data points.
• Email Address*
• Date of Birth *
• Home Postcode/Eircode/Zip Code *
• National Insurance Number
• CSCS Number
*Minimum requirement
Changes to the principal contractor's privacy notice may be required as the above additional data
points and reason for processing may not be adequately covered at this time.
How will we use personal data
The use of the above data points will help validate contact details and be used to verify the worker
prior to them accessing any existing profiles preventing unauthorised access and data loss. This
change will not impact any other processing that MSite completes on behalf of the data controller
other than to prevent unnecessary duplication and improve data accuracy.
This means that the below processing will still occur:
- Workforce management (This includes being able to track and monitor, document completion
of induction, monitoring and verification of training records, supporting effective resource
planning and where applicable ensuring operatives are not victims of modern slavery). - Site Management (This includes ensuring access to the Principal Contractors site, tracking and
validating accuracy of working time, reviewing entry and exit logs, administrating and
maintaining MSite including sharing data with third-party suppliers and processors). - Project Management (This includes providing reports to authorised principal contractor
management staff or personnel of clients, client auditors or sub-contractors who have a strict
need to know). - Health and Safety Obligations (Reporting of data to ensure adequate controls and improve or
maintain the health and safety of employees and operatives working or entering the Principle
Contractors site). - Sustainability (Including reporting on CFC emissions data in connection with travel to and from
Principal Contractor sites to enable effective responses to statutory, regulatory or contractual
requirements set by our customers and/or public authorities). - Equality, Diversity and Inclusion (formal reporting of worker demographics to support our Social
and legal obligations to enable effective responses to statutory, regulatory or contractual
requirements set by our customers and/or public authorities). - Legal Claims (where necessary use of data to support the establishment/ defending or
pursuing of legal claims)
Lawfulness for Processing Personal Data
The nature of the data required means that MSite acting as the data processor will rely on the
principal contactors (Controllers) lawful basis for processing personal data.
Namely this will be the legitimate interest you have in maintenance and management of MSite in
order to invite workers, validating project working time, check the accuracy of training records,
respond to reporting requirements, ensuring the security of the site, Health and Safety and
defending against potential legal claims etc.
FAQs
Q. Will existing sites/projects have to offer self-registration?
A. No. Unless otherwise instructed, existing sites/projects will continue to operate as they are, on
an invitation-only basis and they will be unavailable for workers to initiate the onboarding process.
The default* for new sites created after this change will be to use self-registration but it can be
switched off on a case-by-case basis if required.
*Only where MSite is not configured to use these features whereby contractor users declare Right to Work compliance for the workers they invite. If these features are in use, self registration cannot be enabled.
Q. Can SMS invitations still be used?
A. Yes. You may continue to invite workers via SMS if you use that currently. The invite will be sent
via SMS but every worker will now need to have a valid email address in order to sign into the
system. This applies whether you choose to use self-registration or not.
Q. How will workers access existing profiles?
A. Workers will be able to access their existing profiles by proving their knowledge of its contents -
successfully answering combinations of questions related to the information stored on their profile.
This information they must know is as follows:
• First Name
• Last name
-- plus two of the following --
• Date of Birth
• Home Postcode/Eircode/Zip Code
• National Insurance Number
• CSCS Number
Q. Workers currently have their trade and role chosen for them at the point of invitation. How will
this be controlled without an invitation?
A. Workers will choose their own trade and role but site teams will need to verify the trade and role
of workers when marking them as inducted (does not apply to customers who choose not to use
site association or site induction features).
Q. Does this change how MSite admins log in?
A. The changes only apply to the way workers sign into MSite and do not change system access for
principal contractor or subcontractor admin users.
How to raise a concern or ask questions
Should you have any questions or concerns about the above please either contact your account
manager or email our Compliance Manager and DPO Darren Morgan at Darren.Morgan@msite.com