Getting Started
Please review this Getting Started guide to get up and running as quickly as possible.
Should you get stuck at any point, just reach out to support.
WorkZerk Works in any Browser
With WorkZerk there is nothing to install or update, it works within any browser tab (Chrome, Edge, Safari) on just about every device.
Admin Users will need to login using their email address and password, but Workers accessing any of your portals are not required to login, they simply use their unique URL which can be emailed to Workers when you invite them to use the Worker Portal/s.
In WorkZerk what is a Worker?
A Worker in WorkZerk is someone who is granted access to the Portal for Onboarding purposes to your worksite or workplace. Therefore, a Worker is a guest of your portal in this sense.
A Worker is a broad terms for someone engaging in Work, whether than is at a worksite or workplace. This might include contractors (suppliers), staff, visitors, students, volunteers, patients in your vernacular - but in WorkZerk they are all classified as workers. The Workers will not see this term ‘Worker’ its just used in the Admin area.
Open a Single Instance of WorkZerk
WorkZerk is a modern, real-time 'single page application' (SPA), meaning it works best contained in a single browser tab or instance.
Think of WorkZerk as similar to something like Slack, where messages and updates are coming in all the time behind the scenes.
Just like in Slack, you wouldn't want or need to have multiple instances of WorkZerk running in the background simultaneously.
If you open more than a few tabs per User, some of the older tabs might be signed out automatically.
Workers are Added from Contacts
Contacts (Contractors, Locations, Venues, People) > Workers
The main thing to remember in WorkZerk is that every person involved with the event (including Contractors, Venues, Locations and People) should be added as Workers, which are first added as Contacts.
That way, when you create the Onboarding step you can easily assign tasks to the Workers.
Think of Contacts as your persistent, centralised database of contacts (everyone you know) associated with the worksite or workplace.
It is recommended that you setup WorkZerk in the following order:
Add a Portal in Admin Area
Click on the Portals tab and the Add/Save button.
Add the portal information (Portal Name is a required fields).
WorkZerk will set the 'Portal Context' to this newly created event. The Space context is also shown in the top left hand corner, together with the currently logged in User.
You view data within WorkZerk in two main contexts. The Space (Workspace) you are viewing, and the Portal.
You change the Space by creating a new Space and switching to that Space
Portlas are switched in the Portal tab. The Event you are currently editing will show a green Tick next to it.
Import Existing Contacts
If you don't currently have any contacts or workers to add yet you can skip this step because it involves importing existing data.
Export any existing contacts you would like to use within WorkZerk. Sources of contacts are unlimited, but might include:
Existing spreadsheets or documents.
CRM platforms such as Salesforce, Zoho CRM, Hubspot, Pipedrive etc.
Google Contacts (Android), Apple Contacts (Mac) etc.
Social media platforms such as Facebook, LinkedIn etc.
All of the above platforms support the export of contacts to a CSV file (so they can be bulk imported into WorkZerk). CSV stands for Çomma Separated Values, and it’s the standard way to export and import data from different sources.
WorkZerk can import contacts & workers via any standard CSV file. CSV files are organised into columns and comma separated with the correct field headers.
How to Import a CSV File into WorkZerk
Click on the Contacts tab and then 'Import' button to start the import.
Map fields from your data source, to the correct fields within WorkZerk. WorkZerk will also automatically auto-map fields that it thinks are good matches (for example, 'telephone' = 'phone').
Proceed with the contact import and check contacts are added correctly.
If you made a mistake with the mapping or wish to reverse the import, you can go back into IMPORT and delete all past imports. Use this carefully to reverse failed imports until the data is correct.
You can also of enter contacts and crew 'one by one' from within 1pm by adding all persons, suppliers, venues and locations individually. This would be appropriate if you are starting from scratch without an existing contact or crew list to import.
You can also automatically add Workers to the portal at the same time you import Contacts, if that makes sense in your scenario.
When importing future csv files you can choose what action WorkZerk will take when the Contacts match existing records (to avoid duplicate records). This also applies to Workers. This makes it possible to update or sync your contacts and crew with other data sources (if those other sources are the ‘single source of truth’).
Workers (Portal Guests) are added in WorkZerk from Contacts. So to add a Worker they first must exist as a Contact. That way, you can reuse these Contacts for future portals and retain all Compliance history. Contacts persist for future use within the Space. Workers are therefore always a subset of Contacts within a Space. There will also be more Contacts in your Space than Workers within a single Portal, because Workers and linked to Contacts.
If you get stuck importing your Contacts into WorkZerk, please reach out and lodge a support request and we will get right back to you.
We also offer a white glove data import of Contacts/Workers for a fixed fee (we will do it all for you!).
Setup Tags
Tags are used to classify contacts (Persons, Contractors, Locations and Venues). For example, you might tag a supplier as CARPENTER so you can search for all of this trade within your contacts in the future.
Tags can also be used in a special way by setting them as 'Hidden'. This means they won't show on the runsheet. This is very useful for internal tags such or other tags which are just used to group contacts together to easily add them as Workers to future events (but aren’t for display in the portal).
Note: You don't have to add Tags straight away, you can always add them later.
You can add multiple tags to a Contact, and these will be inherited when they are added as Workers.
Tags can be also be assigned to Onboarding, so only those Workers tagged with that Tag will see that Onboarding in their portal.
Create Workers (Portal Users)
Now you have entered Contacts & Tags, if you didn't add them as Workers when importing the Contacts, it's time to add Workers from existing Contacts.
Click on the Workers tab to add Workers to the portal.
There are two ways to add Wokers:
For workers not already added as contacts you can add a worker by just typing in their names and email addresses by clicking on Add by Typing or Pasting in the Worker tab. This will create new contacts for these Workers at the same time (so they persist for use in future portals).
For workers that are already added as contacts you can filter contacts into Persons, Contractors, Locations & Venues and select all the people you wish to add, then click 'Add'. You can also flag selected Workers to add as 'Assignable', so you can assign specific onboarding tasks to just these workers.
White Glove Data Import Service
We offer a white glove data import service for a fixed cost. You simple send us your current spreadsheets, and our support team will import the Contacts and Workers into your Space.
Please note that we may need to request changes to your spreadsheets to facilitate the import, for example adding additional fields that are required (where we don't have that information in the file).
Add Onboarding
Now you have added some Workers setup some Onboarding tasks.
Click on the Onboarding tab and start by adding a Section. You might name this ‘Onboarding’ or something simply if you only have a few Onboarding tasks, but for more complex Onboarding processes you can separate Onboarding tasks into sections.
Add some Onboarding tasks to the portal that are relevant for your situation. For example, this might be ‘Required PPE’, ‘Submit ID Documents’ etc.
Send a Test Email Invite
Congrats! If you haven't done so already, you are almost ready to invite Workers to your portal.
Always send a test portal invite to yourself before sending a bulk portal invite. That way you can test that the Portal displays everything you expect and require - before sending this to everyone.
To invite a Worker to start using their portal and complete Onboarding steps, click on Workers then the INVITE mode and select a test Worker to send an email invite to (to your email address, for example).
The email invite will automatically contain a personalised link to the Portal, so also be sure to click on this link and make sure the Portal is displaying everything as expected (all the Onboarding you added in the previous step).
Choose how to Email Invites
There are two ways to email portal invites to Workers so they can start using it, and the method you choose will depend on your situation.
Use the WorkZerk Email Server (Built-in, Easiest & Fastest)
If you send invites via WorkZerk they will appear to originate from WorkZerk from the email address invites@workzerk.com.au. Our email server is reliable and highly trackable, and is the easiest way to send the portal link.
The email sender (reply to) will be from WorkZerk though and not your email server or branding, but the email will contain everything required.
You will be able to track the progress of an email invite to individual Workers in terms of whether the email was successfully delivered to their inbox in real-time.
Email or SMS Links Directly from your Email Address or Phone
The simplest way to send a single Worker portal invite link is to use the manual Invite feature and simply copy and paste the worker’s invite URL into a new email message using your email service such as Google or Office 365.
You can also use manual invite to generate the invite link and copy this into an SMS message sent using your mobile phone.
The benefits of using this method are that the sender address will obviously be from you directly, which is likely to convey more trust to the Worker and allows you to fully maintain your brand within the communications.
Use your Email Service Provider (for Better Branding)
Alternatively, you can use your own email service provider or email marketing platform such as Mailchimp, Aweber, GetResponse, Zoho etc to send all the Worker invites as a bulk email.
To send your invites through a third party and not via the built-in WorkZerk email server, click on the Worker tab then INVITE and then EXPORT INVITES.
The exported CSV file will contain the personalised portal links for each portal worker. When you do your email blast from your email service provider, be sure to include the 'Link' field.
Exporting invites produces a csv file with these fields:
Email, FirstName, Surname, Company, Link
The Link field is the actual live portal link personalised for that individual worker. It will contains a link to au.workzerk.com.au together with a long and unique personalised token that grants them immediate access (without logging in or registering).
Be sure to include the Link field in your invite if sending via your email service provider otherwise Crew will not be able to view their personalised portal.
Workers will not have to register or login to view their Onboarding portal, but they will need to use their unique link.
Still have questions?
Lodge a support request.
