Instructions :

1- Browse www.viasyst.net

2- Enter the login codes you received (Username and password)

3- Click on “Log in”

Notes :

• To reset your password, click on “Forgot password?” available on the homepage

Tips and recommendations:

• Best browsers to use : Mozilla, Chrome, Opera: be sure to use the latest version

Mistakes to avoid :

• After 5 wrong login attempts, your account is blocked. In this case, you have to contact ViaSyst Helpline to unblock your account and reset a new password.
• For confidentiality and security reasons, never share your login and password with other users
• For security reasons also, never submit the login and password on the same email and via the same channel, and send this data only to the concerned person.

Instructions :

Proceed as follows to change your password, starting from the Homepage:

1- Click on “Edit profile” on the top right of the Homepage

2- In the field “Password”, delete the existing password and enter a new one

3- Re-enter your password in the field “Confirm password”

4- “Save”

You have now to use your new password to login.

Proceed as follows to change your profile language, starting from the Homepage:

1- Click on “Edit profile” on the top right of the Homepage

2- In the field “language”, scroll down the drop list

3- Select your preferred language

4- “Save”

Notes :

• If the password is not changed after 6 months an automatic email with instructions will be sent to the user, you have just to follow the instructions described on the email.
• Only the translated field labelling material (usually provided by the scheme owner if not part of the basic ISO vocabulary) is available in the selected language, i.e. some labelling might still be in English – but any translation proposal is welcome!

Tips and recommendations:

• If you lose your password, you can request a new password by contacting: helpline@viasyst.com

Mistakes to avoid :

• After 5 wrong login attempts, your account is blocked. In this case, you have to contact ViaSyst Helpline to unblock your account and reset a new password.

Instructions :

Proceed as follows to reset your password, starting from the login page:

1- Click on “Forgot password?” under the button “Log in”

2- Enter the Username or email address of the account for which you need to reset the password

3- Click on “Submit”. Password reset instructions are sent to the registered email address for this account.

4- Open the email and click on the available link or copy/paste it in your browser

5- Read the instructions and click on “Login”

6- Enter a new password in the fields “Password” and “Confirm password

7- “Generate”

You have now access to your account and you have to use your new password for future connections.

Notes :

• The link sent in the email to reset password is a one-time login, so it can be used only once. It expires after one day and nothing will happen if it’s not used.
• Password rules:
  • Password length must be at least 8 characters.
  • Password must contain at least 3 types of characters from the following character types: lowercase letters, uppercase letters, digits, special characters.
  • Password must not contain the user’s username.
  • The same password must not be used 2 consecutive times
  • Password must contain at least 2 numeric characters.
  • Password must contain at least 1 uppercase character.
  • Password must contain at least 1 special character.

Tips and recommendations:

• You can use the following website to create strong pswd: https://passwordsgenerator.net/

Mistakes to avoid :

• After 5 wrong login attempts, your account is blocked. In this case, you have to contact ViaSyst Helpline to unblock your account and reset a new password.
• Reset your password is not possible if your account is blocked by your site administrator

Instructions :

Proceed as follows to consult an organisation, starting from the left-hand side menu :

1- Click on “Organisations”

2- Enter the organisation name in the filter field and click on “Filter”

3- Open the organisation to consult

Notes :

• This list displays the organisations assigned to you as a contact organisation by the Certification Body
• To update any data, contact your Certification Body responsible (or auditor)

1. Access to “Organisation data”

Instructions :

Proceed as follows to consult Offer & contract, starting from the left menu:

As an organisation’s contact, you may have limited access to the Offers & Contracts module. Your possibilities depend on the rights given by your Certification Body (CB).

• If the CB user has granted you the rights, you may directly complete or update the “Organisation data” tab of your offer.
• To do so:
  1. Open the email notification received or log in to the platform.
  2. Go to Offers & Contracts in the left menu.
  3. Select the relevant Offer folder.
  4. Click on Organisation data.
  5. Complete or update the available fields.
  6. Click Save.

Notes :

• Only the fields visible in the “Organisation data” tab can be edited by you.
• Once your CB has reviewed the offer, the tab will be locked and you will no longer be able to modify the data.

• of all exchanges between you and your CB.

2. Reading your “Organisation data” & contract proposal

Instructions :

Even if you do not have editing rights, you can always read and check the information recorded in the “Organisation data” tab of your offer.

Once your CB has prepared and reviewed an offer, a Contract tab will be published for you.

• You can open it at any time to consult the proposed contract conditions (scope, audit stages, durations, prices, etc.).
• You may also download a PDF version if made available by your CB.

👉etween you and your CB.

3. Approving the contract online

Instructions

When the CB has validated the offer, the contract will be displayed in your Offer folder with the status “Reviewed by CB”.

• At this stage, you will see a button “Approve by the organisation”.
• Click on it to confirm your acceptance of the contract.

👉 Once you approve:

• Your name and the date of approval are automatically recorded in the system.
• The status of the offer changes to “Approved by the organisation”.
• The CB and the other contact organisation of your organisation are notified immediately of your approval

4. Communicating with your CB through the “Message box”

In addition to the data and contract tabs, you may also have access to a Message box.

• This is a secure area where you can exchange written comments and share documents directly with your CB.
• To use it:
  1. Go to the Message box tab.
  2. Write your comment and, if needed, attach a file.
  3. Tick the users to notify.
  4. Click Save.

Notes :

• Notifications are automatically sent by email to the persons you have ticked.
• The “Message box” ensures traceability of all exchanges between you and your CB.

Instructions :

Proceed as follows to consult Planning list, starting from the left menu:

1- Click on “Planning”

2- Use the search fields to find the corresponding planned audit to consult

3- Click on the open sign to open it

Notes :

• Only the published planning by your Certification Body are visible on your planning list

Instructions :

Proceed as follows to consult audit data, starting from the left-hand side menu:

1- Click on “Organisations”

2- Enter the organisation name in the filter field and click on “Filter”

3- Open the organisation

4- Click on “Audits” in the left-hand side menu

5- Open the audit to consult by clicking on the audit name

6- Browse the different sub-pages (Organisation profile, Details, …, Check-list), to read the audit report

Notes :

Only the following audits are visible on your audits list:

•  Sections of the audit folder published by the lead auditor (e.g. audit plan, audit findings)
•  Audits validated by the CB reviewer

Instructions :

Proceed as follows to generate a PDF version of your audit report, starting from the left-hand side menu :

1- Click on “Organisations”

2- Enter the organisation name in the filter field and click on “Filter”

3- Open the organisation

4- Click on “Audits” in the left-hand side menu

5- Open the audit for which you need to generate a PDF by clicking on the audit name

4- Click on “Reports” on left-hand side menu

5- Open the latest version of the generated audit report by clicking on “Report”

6- Click on “Print”

7- A PDF version is generated, open it or save it

Notes :

• If no audit report is generated, contact your Certification Body to generate a new version for you

Instructions :

Proceed as follows to complete corrective action plan, starting from the left-hand side menu:

1- Click on “Organisations”

2- Enter the organisation name in the filter field and click on “Filter”

3- Open the organisation

4- Click on “Audits” in the left-hand side menu

5- Open the audit report

6- Click on “Audit findings” on the left-hand side menu

7- Click on the view sign

8- Click on “Edit” and complete the corresponding fields

9- “Save”

Notes :

• After completing the corrective action plan for all the findings, the auditor will study your answers and validate the “Corrective action plan” (the section “Implemented corrective action” will be visible only upon the validation of the “Corrective action plan” by the lead auditor)
• You then have to proceed with completing the section “Implemented corrective action” (the section “Implemented corrective action” will be visible only upon the validation of the “Corrective action plan” by the lead auditor)
• After completing the implemented corrective actions for all the findings, the auditor will study your answers and validate the “Implemented corrective action”
• After this final validation, the findings are closed, no more action is needed from your side, and no edition is possible

Tips and recommendations :

• You can communicate with the auditor through the follow-up section if additional information is needed by clicking on “Add Follow-up”, completing information and saving

Instructions :

Proceed as follows to generate a PDF version of your finding list, starting from the left-hand side menu :

1- Click on “Organisations”

2- Enter the organisation name in the filter field and click on “Filter”

3- Open the organisation

4- Click on “Audits” in the left-hand side menu

5- Open the audit for which you need to generate a finding PDF by clicking on the audit name

4- Click on “Reports” on left-hand side menu

5- Open the latest version of the generated finding report by clicking on the name of the report

6- Click on “Print”

7- A PDF version is generated, open it or save it

Notes :

• If no finding report is generated, contact your Certification Body to generate a new version for you

Instructions :

Proceed as follows to communicate or share documents with the CB, starting from the left-hand side menu:

1- Click on “Organisations”

2- Enter the organisation name in the filter field and click on “Filter”

3- Open the organisation

4- Click on “Audits” in the left-hand side menu

5- Open the audit report

6- Click on “Message box” on the left-hand side menu

7- Enter the message to send in the “Comment” section

8- Attach a file if needed

– Notify the right persons in the section “Notify to”

10- “Save”

Notes :

• In the section “Notify to”, the user identified in “Team” is the lead auditor (ticked by defaut) and the user listed under “Read / Write” are the auditors.

Tips and recommendations :

• You can use this “Message box” section to share documents with the certification Body

Instructions :

Proceed as follows to consult your certificate data on the Database:

1- Click on “Organisations”

2- Enter the organisation name in the filter field and click on “Filter”

3- Open the organisation

4- Click on “Certificates” in the left-hand side menu

5- Open the certificate to consult