One of the main reasons duplicate accounts get created is that new users are not aware that their organisation already exists in myWorksites. Rather than joining an existing organisation (which requires their company admin approval) it is often quicker or easier for a new user to simply create a new organisation.
Unintentionally creating duplicate accounts is something we would like to avoid.
Duplicate accounts can be problematic for several reasons:
New users may not know which organisation to join, slowing down their onboarding or having them submit under the wrong account.
Worksite and TMP applications can become siloed across different accounts meaning no one in your organisation can get a clear view of all the applications your organisation has created.
Siloed applications may create risks for your company if not managed.
Your RCA customer number may not be associated with all of your accounts, delaying processing with any RCAs which may require one.
Your teams may not be able to access Global Worksites and Generic TMPs across everyone in your organisation
It can be challenging for applicants to associate the correct organisation and contacts with a Worksite.
Multiple Accounts
Sometimes it may be beneficial to have multiple organisational accounts within myWorksites. For organisations with regional offices, distinct divisions in their business, or are perhaps delivering services as part of a joint venture - it can be helpful to set these up as separate accounts and have separate users in each account.
When creating multiple accounts we recommend that you:
Do this intentionally - take steps to make sure your staff don't set up duplicates without thinking it through
Try to use a naming convention which makes each account distinct and clear what each account is to be used for
Provide training or guidance to your staff around the different accounts and who they can contact in your organisation if they have questions
Document the reasons why you are using multiple accounts within your organisation
Consider giving some staff access to all of your accounts to provide any oversight and account administration which may be needed from time to time. Tip: users can belong to more than one organisation and easily change between organisations
Consider how any fees might be billed from the RCA to each of your accounts Tip: a single account can be associated with multiple RCA customer numbers i.e., one account can be used for both Auckland Transport and Christchurch City Council
When to use separate accounts
If you require operational, legal or logical separation of your users
If you require fees from RCAs to be billed to different parts of your organisation (and you have multiple customer numbers with the same RCA)
Benefits of a single account
You can see all your applications in one place
It is easier to manage access when people join or leave your organisation
Simpler for your users to request they join the correct organisation
Ability to use Global Worksites and Generic TMP across your whole organisation (although some organisations prefer to keep these separate to ensure their staff use Globals and Generics appropriately)
The myth about too much noise in your account
We often hear that having everything in one account will just create lots of noise for people. Doesn't something happening in the Waikato just create noise for someone in Canterbury?
Well, yes it can. But with the use of some search filters and saved searches, you can set things up so that you only see what you need to see. If you only want to see applications from your company to the RCAs in your area, you can set that up using the search filters. Saving the search filters allows you to share them with other users in your organisation.
Not sure which is right for you?
Our recommendation is to try to keep to one account for your company until you have a very clear reason for creating more than one.
Merging Accounts
Our support team has the ability to merge accounts for you.
However, before we can merge any accounts we need to make sure that you own each of the accounts being merged. The easiest way to do this is if you are the company admin for all the accounts which are being merged. If requesting a merge we recommend you have yourself added as the company admin on both accounts beforehand.
If you are unsure who the company admins are, let us know which companies you want to merge. We can help track down existing admins and request they add you to the account.
When merging, you will need to tell us which account should be the primary account after the merge.
Merging accounts is not something that can be undone - so care needs to be taken with each merge.