Chase contractors to update documents
Email contractors one reminder each, listing exactly what to update, after a preview of who will get it.
1 min readLast updated
Applies to: Core (every organisation) · Administrator, Staff and team members, Safety officer (HSEQ), Project or site manager
On this page
Reminders go out automatically before documents expire. Chase is for when you want to nudge people now: each contractor gets one email listing exactly what to update.
How to chase
- Step 1: Open the register and select Review queue.
- Step 2: Under Chase, choose Who: everyone with something expiring in the next 30 days or 60 days; everyone not cleared on a site (if you use Sites); or the contractors of the documents you ticked in the list.
- Step 3: Select Preview who. You see how many would be emailed, and their names.
- Step 4: Select Send … emails.
What they get
- An email from iComply with your organisation's name, asking them to update each listed document.
- Where your organisation has them on, a Fix this now link: one secure link, just for them, that opens a checklist of exactly those documents. It works for 7 days and never skips two-step sign-in.
- A phone notification too, if they turned it on.
Fix this now links are on by default. Where Settings shows "Fix this now" links under Reminders, administrators can turn them off; reminders then just say what to update.
Limits
- Each contractor hears from your organisation at most once a day, however often anyone presses send. People already chased today, or who switched these emails off, are counted but not emailed again.
- Up to 300 contractors in one chase. For more, choose a site or a shorter window.
- Your organisation can send up to 20 chases an hour.
- If the list changed between the preview and sending, nothing is sent. Check the new number and send again.
Every chase is recorded in your audit log, for each contractor and for the chase as a whole.