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vOnboard is a web-based portal that allows new workers to enter their personal details, upload documents, and complete onboarding tasks before they start work. Rather than collecting paperwork manually, you send workers a login link and they fill in everything themselves, with the data flowing straight into VCore.

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Setting up vOnboard

Before a worker can access the vOnboard portal, you need to set up their profile in VCore.
1

Create the worker profile in VCore

The following fields are required:
  • First and last name
  • Email
  • Tick Web Enabled and add a username
  • Tick vOnboard Portal
2

Save and send login details

Save the worker profile and send the login details to your worker. The first time they log in, they’ll be prompted to create a password.Worker profile setup in VCore showing web enabled and username fields
3

Assign a case manager (optional)

To receive email notifications when new workers update their profile, assign a case manager to the worker in VCore.

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Portal settings in VCore

You can customise the vOnboard portal from Settings → Portals → Onboarding Portal in VCore. The following options are available: Once you’ve made changes, click Save. Portal settings for vOnboard in VCore

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Logging in to vOnboard

Workers access the portal at onboard.visualcare.com.au. To log in, workers need: vOnboard login screen

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Entering details

Once logged in, workers can start entering their personal information. If they don’t have time to complete everything in one session, they can save their progress and come back later. If they try to close the page without saving, the portal automatically prompts them to save. Worker details entry screen
Moving between pages: Click on the tabs to move through the different sections.Tab navigation in vOnboardFree text fields: Click in the text box and type your information.Free text field exampleTick boxes: Click in the box to add a tick (for example, “Do you smoke?”).Tick box exampleDrop-down lists: Click the drop-down arrow to access lists (for example, the training list).Drop-down list exampleDate fields: Click on the date box, select the month, year, and day. The box closes automatically when you select the day.Date picker example

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Uploading documents

Workers can upload and remove documents as training items from the Training tab in the portal. Training tab document upload
This feature is controlled by the Upload Training Document tick box in VCore under Settings → Portals. By default, the feature is disabled.
Upload Training Document setting in VCore

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Mandatory fields

To require responses before a worker submits their onboarding (for example, car insurance details), review the mandatory field settings under Settings → Minimum Data Set → Workers. Fields marked as mandatory there must be completed in the portal before submission.

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Adding forms to the portal

To make a form available to workers in the vOnboard portal:
  1. Navigate to Maintenance → Templates
  2. Click Edit on the template and adjust the required settings
  3. Tick the onboarding portal option
  4. Save
Workers need to log out of the portal and log back in to see new forms after the setting is updated.

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After submission

Once a worker submits their vOnboard portal, all completed information flows directly into their Visualcare worker profile for review and approval. The case manager assigned to the worker in VCore is automatically notified by email. The information workers complete in the portal includes:
  • Personal and contact details
  • Certificates for training and qualifications
  • Skills selection and confirmation
  • Compliance items
  • Availability
  • A final declaration review and sign-off

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Running into issues?

See General troubleshooting for common errors and fixes.

vOnboard and Vworker access

Enabling and managing worker portal and app access

Creating a worker profile

Setting up a new worker in VCore

vBroker

The broker portal for managing subcontracted shifts

vAssessment

The assessment portal for workers conducting client assessments