Worker onboarding overview

Suppliers play a critical role in ensuring service workers have completed customer compliance requirements before assignments begin. Your customers can configure these requirements, such as non-disclosure agreements (NDAs), proof of compliance with background checks or drug test requirements, and so on, and link them to specific job roles.

Coupa automatically sends configured forms to the designated recipients when assignment-related events occur, such as when an assignment is created or confirmed.

Depending on the buyer’s configuration, compliance forms may be assigned to the supplier user, the worker, or both. Suppliers should monitor the Coupa Supplier Portal (CSP) for forms requiring their action.

Invite workers to the CSP

Workers must have a valid user account on the CSP to review and complete their compliance forms. If the worker on an assignment does not have a login for the Coupa Supplier Portal (CSP), you'll have to invite them to register and ensure the Portal Access on their account is set to Active. This is crucial, as suppliers are responsible for ensuring their workers complete compliance forms on time. In some cases, assignments can't be confirmed until the required compliance forms are completed.

Complete compliance forms and track their status

When a buyer requires a form, Coupa sends a notification to the designated recipient. While workers sometimes complete their own forms, buyers may assign forms specifically to a supplier contact.

• If you are listed as the Supplier Contact on the worker assignment, you receive the notification to complete the form.
• If the assignment does not specify a contact, or if the contact is not a valid CSP user, the notification defaults to any supplier user with the Manage Assignment permission.

You can track the readiness of your workers by viewing the status of their compliance forms. It is recommended that you review the list of form responses regularly to avoid delays in assignment confirmation or start dates. Follow these steps:

1. Go to Workers > Worker Compliance Form Responses in the CSP to see responses for all of your workers. Or, visit an individual assignment page to see responses associated with that assignment only.
2. Review the list of submitted forms. For each form response you can see the assignment, worker’s name, date the form was submitted, date the form was last updated, and the status of the response (New, Draft, Pending Approval, Approved, or Manually Canceled).
3. Select an assignment ID to view the Worker Compliance Status of that assignment. Status can be one of the following:
   1. Compliant - All required forms have been completed and approved.
   2. Pending - One or more required forms are still outstanding.
4. To view details or take action on a form response (if you are the recipient, approver, or an admin), select the form name.

Suppliers assigned the Manage Assignment permission can view all compliance forms for their workers. However, there may be forms that are not visible to you in the CSP, as customers are able to restrict suppliers' visibility into certain forms. Customers can also prevent an assignment from being confirmed until required compliance documentation is completed.

Each worker can only view the forms assigned to them.

Receive assignment updates

You may receive email notifications containing assignment details, start and end dates, and a history of the last 10 changes to an assignment. Buyers can customize these notifications to include instructions specific to your workers or the assignment.