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Last-minute registrations: background and overview

  • Updated

In Oribi WorkpassID, you can still register workers correctly even if they were not enrolled in advance. In this article, you can read how it works, what the advantages and disadvantages are, and which data is processed.

There are also work instructions for using last-minute registrations:

What is a last-minute registration?

In WorkpassID, there are three ways to enter workers:

  1. Pre-registration via the employer's or self-employed worker's vault
    The best and most important way to add people to WorkpassID

    1. The employer fills in the details, or

    2. The worker fills in the details themselves via My Oribi WorkpassID

  2. Quick enrollment
    The way to link an existing worker in WorkpassID to your project

  3. Last-minute registration (the subject of this article)

When you use a last-minute registration, only the minimum details are requested. This gives you insight into the greatest risks, while still recording enough information for you to take action and put your records in order afterwards.

Advantages and disadvantages of last-minute registration

The enrollment process is very fast, which is useful for urgent jobs

The enrollment process ensures that you process only the minimum details

You can link the last-minute registration to a full WorkpassID registration afterwards

Workers can complete the Safety Instruction and use the Oribi WorkpassID app immediately after a last-minute registration

You may run a considerable risk under the Wet Arbeid Vreemdelingen (Dutch Foreign Nationals Employment Act) if you work with foreign workers from outside the EEA. Always check an identity document to see where the worker comes from

You skip the assessment process, so you also run a risk with regard to other legislation

If you update your records afterwards, you may no longer be able to collect the correct information

Who is this a solution for?

Unplanned (urgent) jobs

Schedules change. Sometimes there is simply no time to enroll someone in the project in good time.

Last-minute registration is explicitly not a replacement for the normal enrolment procedure, because last-minute registration carries more risk

Projects with access control

A workaround that some users applied was to enroll these workers as visitors. This leads to two problems:

  1. You do not collect enough information about the worker to comply with laws and regulations

  2. You no longer know who is really a visitor and who is actually a worker

This makes it virtually impossible to comply with laws and regulations afterwards.

How does the last-minute registration process work?

  1. Register
    The worker (or the site supervisor/gatekeeper) fills in the sign-up form, so that the basic details are entered into the system. Has a Safety Instruction been set up? It starts immediately after the sign-up form has been filled in.

  2. Sign
    Together with the site supervisor/gatekeeper, the worker can sign the registration form on the site supervisor's PC or laptop. This completes the basic registration.

  3. Create a card (if applicable)
    Are you working on a project with access control? You can now create a card for the worker. You can also activate the WorkpassID app if you use it.

  4. Administrative processing
    The list of last-minute registrations must be processed in order to comply with legislation. Every worker must be linked to a company on your project. WorkpassID then suggests linking the last-minute registration to an existing worker with the same details.

  5. Assessment and signing again
    Now that the person and the company are known, the assessment process still takes place afterwards, as you are used to in WorkpassID.
    If the worker is still working on your project, you can have them sign again. This gives you a signed form with all the assessed information, which replaces the previously signed form.

Which data is processed during a last-minute registration?

Fair work

  • First name

  • Surname prefix (e.g. "van", "de". “el”)

  • Surname

  • Date of birth

  • Mobile phone number

  • Email address

  • Nationality type (NL, EEA or non-EEA)

  • Whether the worker is employed or self-employed

  • Employer's company name (if self-employed: also the KvK (Dutch Chamber of Commerce) number)

  • Social Security Number (BSN) (optional) if Dutch law is selected on the project

Safe work

  • Required safety equipment, based on what you have made mandatory in your project settings

  • Required certificates, based on what you have made mandatory in your project settings

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