complycloud userguide v2.1 - 19-1-16

1 | P a g e Version 1.3 - December 2015

COMPLYCLOUD – USER MANUAL

Venue Compliance (RSA and Document)

Management System

mailto:[email protected]


TABLE OF CONTENTS

Table of Contents ................................................................................................................................. 2

A. Registration ................................................................................................................................... 4

B. Initial Set up screen & Dashboard ................................................................................................ 5

1. How to Add Licensee: ........................................................................................................................... 6

2. How to add a venues: ............................................................................................................................ 6

3. How to Edit a Venue: ............................................................................................................................ 6

4. How to Delete a Venue: ........................................................................................................................ 7

5. Add staff to the system: ....................................................................................................................... 7

6. To add Minor to the Register: ............................................................................................................... 9

7. Upgrade / Downgrade Package: ......................................................................................................... 10

8. Deactivate Account: ........................................................................................................................... 11

9. Add more subscription packages: ...................................................................................................... 11

10. How to view an uploaded Liquor Licence file: .................................................................................... 11

C. Responsible Service of Alcohol (RSA) Register Page ................................................................. 12

1. RSA Register Page: ......................................................................................................................... 13

2. Add Account Holder RSA Details: ................................................................................................... 13

3. Edit Account Holder Details: ........................................................................................................... 14

4. Add staff to the system: .................................................................................................................. 14

5. Edit Staff Member / Add Nominee: ................................................................................................ 16

6. Print / Email RSA Register Page: .................................................................................................... 17

7. Upgrading a minor to the RSA Register: ........................................................................................ 18

D. Premise Plans ...............................................................................................................................19

1. How to add a Premise Plan: ............................................................................................................ 19

2. Edit Premise Plan: ........................................................................................................................... 19

3. View Plan: ........................................................................................................................................ 19

E. Inspections Page ......................................................................................................................... 20

1. How to add an inspection: .............................................................................................................. 20

2. Viewing an Inspection: .................................................................................................................... 21

F. Help Page .................................................................................................................................... 22

G. Frequently asked questions (FAQ’s) ............................................................................................. 23

1. What time of day are recurring payments processed? .............................................................................. 23

2. Does my subscription payment include GST? ........................................................................................... 23

3. What is the credit card security code and where can I find it? ................................................................... 23

4. What credit cards can I use to create a subscription? ................................................................................ 23

5. How do I update the credit card details for my ComplyCloud subscription? .............................................. 23


6. If a credit card expires midway through a subscription period, and the subscription cannot be renewed,

what happens? ............................................................................................................................................. 24

7. Is the credit card payment secure? ............................................................................................................ 24

8. How long will a subscriber have to re-activate a subscription that has lapsed before they are locked out?

..................................................................................................................................................................... 24

9. If an account is locked out, can it be reactivated? ..................................................................................... 24

10. What data is stored on your systems? ..................................................................................................... 24

11. How will I know when my subscription is due? ........................................................................................ 25

12. What happens if the system is down, how do I access the information I need for an inspector? .............. 25

13. What happens if I cannot log in to my account? ...................................................................................... 25

14. What can I access the system on? ........................................................................................................... 26

15. I have more than 9 venues, who do I call to get them all on? ................................................................... 26

16. Will ComplyCloud pay for any of my fines if I use the system and some of the information is wrong? .... 26

17. Who is responsible for maintaining my account and venue data? ........................................................... 26

18. Will ComplyCloud advise me of any updates or changes in the legislation? ............................................ 26

19. Where do I go to update my RSA certificate? .......................................................................................... 26

20. Will the police or an inspector accept this as a legal document? ............................................................. 27

21. How often will I get a reminder email about RSA renewals? ................................................................... 27

22. Who will get an RSA renewal reminder? ................................................................................................. 27

23. How do I change the account holder’s details? ....................................................................................... 27

24. If I have venues in all states, can I use the same information from one database in all the other states? . 27

25. When will the system be released throughout Australia? ....................................................................... 28

26. How many venues can I create under each account? .............................................................................. 28


A. REGISTRATION

In order to use the ComplyCloud venue compliance management system you are required to register. The

registration process involves the following;

1. Selecting the package you desire to use in your account (starter, small, medium or large)

2. Click on the “Register Now” link.

3. A pop up screen will be displayed where you will need to enter relevant business details and your log in

credentials which include a valid email address, username and password. ABN and CAN will be required.

If you do not hold an CAN simply record “000 000 000”

#The email address entered here will receive reminder emails from the system, so we suggest that

the email used is one set up to receive the reminder emails for the venue.

4. Once this page is completed a selection box at the bottom of the page needs to be selected to indicate

that you have read and agreed to the Terms and Conditions and the Privacy Policy associated with the use

of the ComplyCloud system.

5. Once the Register button is selected a payment

page will be displayed where a valid credit card

from which the subscription will be paid will also

need to be entered. Payments are made using the

Eway payment gateway to ensure security of

credit card credentials.

#ComplyCloud Pty Ltd does not store credit

card details in the system.

6. Once completed you will receive an email advising

of the payment and the screen will change to the

ComplyCloud log in screen.

7. Using the created username and password

created during setup, you can access the system

and commence the process of setting up your

ComplyCloud compliance system.

Welcome to the easy way to manage your venue compliance


B. INITIAL SET UP SCREEN & DASHBOARD

After logging into the ComplyCloud system the first screen you see will ask you to insert the licensee details via a pop up screen similar to that shown below. Simply add the name of the licensee (as indicated on your liquor licence) and click “Create Licensee”. If you don’t wish to add a licensee simply click “Cancel”.

Once a licensee is created the ComplyCloud dashboard is displayed. The dashboard is the location where you will

be able to view information associated with the account.

a. Tabs at the top of the page allow

easy navigation to the differing

screens that store venue critical

information.

b. Notifications: shows details of

RSA renewals for staff that are due

and are colour coded representing

the urgency with Red as the most

urgent.

c. Users: details staff whom have log

in access and shows the access

level they have. By default the

account creator has Admin level

access.

d. Inspections: Lists a clickable link

to inspections that require further

attention.

e. Licensee and Venues: Lists the

name of the licensee/s created and

the venues created under each

licensee that has been entered.

f. Subscription: Details information

related to the subscription

selected, allows for the ability to

upgrade/downgrade or deactivate a subscription as well as add additional packages.

g. Add staff / Licensee / Venue information: Information related to adding data can be selected from the

dashboard. See below for more information on adding data to the system.


1. HOW TO ADD LICENSEE:

In order to add an additional licensee onto the system move your mouse to the “+Add New Licensee” button on the right of the dashboard screen and click on it. A pop up box (as displayed above) will be displayed. Here you can create a new licensee that will be recorded in the system. The licensee is the name recorded on the liquor licence associated with the venue you are creating in the ComplyCloud system.

# If you have more than one venue and each venue has a different licensee then you will need to create a licensee for each separate venue using this method.

a) When the “+Add New Licensee” button is selected a popup box will be displayed; b) Enter the name of the licensee as indicated on the liquor licence that you wish to use in the

system; c) Select “Create Licensee” and the details will be stored in the database. d) Select “Cancel” to stop the process.

2. HOW TO ADD A VENUES:

To add a venue into the ComplyCloud system, select the “+ Add New Venue” button located on the bottom right of the Dashboard under the heading of “Licensee and Venues”. To add additional venues (if your subscriptions package allows) simply select the “+ Add New Venue” button again and a pop up screen will be displayed as shown below.

Venues from different states can be recorded under the one account.

a) Select the licensee you wish to use via

the drop down box; b) Type in the venue name; c) Type in the venue address; d) Type in the venue suburb; e) Select the state that the venue is located

in using the drop box; f) Type in the venue post code; g) Using the drop box select the licence

category – Note that the licence categories will change with the selected state;

h) Type in the liquor licence number / identifier;

i) Upload a copy of the liquor licence in an acceptable format (.jpeg, .bmp or .pdf).

j) Click on “Create Venue” to include the venue in the system.

k) To cancel the process select the “Cancel” Button.

3. HOW TO EDIT A VENUE:

To edit a venue simply select the “green pencil” icon to the right of the venue the venue details will then be displayed, once finished select “create venue” to save the changes to the system.


4. HOW TO DELETE A VENUE:

To delete a venue select the “red” cross (x) to the right of the venue, a pop up box will be displayed to confirm the deletion. Once selected the venue and all details associated with it will be deleted. If this has been done in error please contact ComplyCloud support for assistance.

5. ADD STAFF TO THE SYS TEM:

In order to add a new staff member onto the ComplyCloud system select the “+Add New Staff Member” button located on dashboard. (This options is also located on the RSA Register page.) Responsible Service of Alcohol (RSA) certification differs from state to state in Australia and as such the ComplyCloud system have been adapted to identify the differing requirements. The ComplyCloud system will automatically calculate the next RSA renewal date based on the state selected. Here you can create a new entry and decide if that user will have;

1. Login ability with password to access the

system; 2. Create the level (if any) of access for the user; 3. Upload RSA certificates (if they have one); 4. Add start date and last RSA refresher date.

To add staff:

a) Select “+Add New Staff Member”;

b) A pop up box will then be displayed as indicated

in the image to the right;

c) Select the venue via the drop down box and click the “Add” button;

# If the staff member works at more than one venue simply select the additional venue and click Add.

d) Enter the staff members first name and then surname;

e) Enter the staff members email address – this email address will be used to send reminder emails

associated with RSA renewals to the staff member. In future enhancements of the ComplyCloud system this email address will be used to send other important details to the staff member;

f) Enter the contact phone number/s for the staff member;

g) Check the “Login User” box if the staff member is to have the ability to log into the ComplyCloud system.

1. If “Login User” box is selected three additional dialog boxes will be displayed as indicated to the right.

2. Enter the new users Login ID, example: For John Doe the ID may be “JDoe”.


3. Enter a password for the user. Please note that the user can change the password at a later date by accessing the system.

4. At the bottom you can select the access level; a. Admin – Read / Write / Edit b. Privileged User – Read / Write c. User – Read only

h) At the “Date Commence” box enter the date the staff member commenced working at the venue;

i) You can now select to add an RSA certificate by using the RSA check box or leave it blank to not include an RSA certificate.

1. If the box is not selected there will be no option to add the RSA certification at this time. 2. The option to not add an RSA would be utilised if a new staff member does not hold an RSA

certification and it is up to the licensee / management to ensure that the staff member will complete RSA training within the legislated timeframe associated with the state of operation.

3. Once RSA is completed the RSA certificate can be uploaded to the employee details using the edit tool on the RSA Register page.

j) If the RSA box is select additional dialog boxes will be displayed as indicated in the image to the right.

1. Enter the staff members classification;

Manager

Staff

Minor 2. Enter the RSA certificate number; 3. Select “Browse” to locate the copy of the RSA

certification to upload into the ComplyCloud system in an allowable format (.jpeg, .bmp, .pdf)

4. Enter the RSA issue date as indicated on the certification; 5. The next RSA refresher date will automatically be calculated based on the state that the venue

is in to allow the system to identify when reminder emails will be sent. Victoria – 3 years for renewal NSW – 5 years for renewal RSA reminder emails will be sent to the Account holder email address entered during registration and to the staff members email address as follows;

120 days from the renewal date;


60 days from renewal date;


7 days from the renewal date; and then

Daily until the final day. Once all reminders are sent there will be no further notification other than the name of the staff member listed in the “Notification” section of the Dashboard and coloured red.

k) Once all details have been entered select and click on the “Create Staff” button and the staff member will be added to the venue/s selected during the process.

l) If you wish to cease the process select and click on the “Cancel” button.


6. TO ADD MINOR TO THE REGISTER:


b) A pop up box will then be displayed as indicated in the image to the right;


# If the staff member (minor) works at more than one venue simply select the additional venue and click Add.

d) Enter the staff members first name and then surname;

e) Enter the staff members email address – this email address will be used to send reminder emails

associated with RSA renewals to the staff member. In future enhancements of the ComplyCloud system this email address will be used to send other important details to the staff member;

*Note: no two identical email address can be recorded in the ComplyCloud system. Each user will require a unique email address.

f) Enter the contact phone number/s for the staff member;

g) Check the “Login User” box if the staff member is to have the ability to log into the ComplyCloud system.




4. At the bottom you can select the access level; d. Admin – Read / Write / Edit e. Privileged User – Read / Write f. User – Read only

h) At the “Date Commence” box enter the date the staff member commenced working at the venue;

i) Enter the staff member’s classification from the drop down box as Minor.

j) Additional information can now be entered, here the minor’s date of birth needs to be added. This date of birth will then calculate the age of the minor and details will be displayed on the RSA Register page.

k) Once all details have been entered select and click on the “Create Staff” button and the staff member

will be added to the venue/s selected during the process.

l) If you wish to cease the process select and click on the “Cancel” button.


7. UPGRADE / DOWNGRADE PACKAGE:

To upgrade, down or add a package to the ComplyCloud system, proceed to the dashboard. On the lower half of the screen can be seen the subscription information such as days left in the current subscription, the number of venues available under the subscription as well as the number of packages associated with the account. An option to deactivate a subscription is also provided.

To upgrade / downgrade a subscribed package

a) Identify the package you wish to either Upgrade or Downgrade; b) Select and click on the “Upgrade/Downgrade Package” button in line with the package you wish to

alter. c) The package screen as indicated below will be shown, then select the package you wish to use.

d) When the desired package is selected the next page displayed will the details of the current venues identified in the ComplyCloud system. Here you select the venues you wish to associate with the upgrade / downgrade.

# If you do not select any venues you will not be able to continue. Any venues not selected will be

removed from the system and your account.

e) Click continue and the system will change to the credit card payment page. Enter a valid credit card to commence the new subscription period with the new package. # Any subscription time remaining and monies paid for the previous subscription will be forfeited as per the terms and

conditions.


8. DEACTIVATE ACCOUNT:

When this is selected the package and subscription associated with the account will be deactivated. The automatic renewal payments will also be terminated. A Renew Package button will be displayed next to the deactivated account to enable the account holder to reactivate the package at any time. All data will be kept for a period of time.

9. ADD MORE SUBSCRIPTION PACKAGES:

In order to add an additional package to the current subscription the “Click here” link needs to be selected. This is located

on the bottom right of the Subscriptions area next to the “Need More Venues” heading.

Selecting this button will take you to the package selection screen where you can select an additional package to add to

the current subscription.

Once the package is selected, the credit card payment screen will be displayed, enter the details related to the payment

and complete the transaction. An email will be sent with the receipt of payment.

The new package subscription will be added to the “Subscription” section of the dashboard where the days left will be

calculated. The additional venues will not be accessible for use.

If you need more than 9 venues it is advisable to contact ComplyCloud Pty Ltd to find an affordable solution.

10. HOW TO VIEW AN UPLOADED LIQUOR LICE NCE FILE:

Now that venues have been created they are all visible on the dashboard. Uploaded licence files can be viewed by clicking on

the hyperlink that reads “View Licence”. Once clicked the file will load on a page that can now be emailed or printed. To

perform the print function simply ensure that your system is printer enabled and select print.


C. RESPONSIBLE SERVICE OF ALCOHOL (RSA) REGISTER PAGE

The Responsible Service of Alcohol (RSA) page is the where all staff details that have been entered to be viewed at a later

date. All venues created on the Dashboard as per instructions at B.2 in this manual can now be viewed on the RSA register

page. Each venue under the Admin account can be seen on this page and viewed by clicking on the applicable venue.

Staff records can also be added via the RSA Register page as per instructions at B.5 in this manual. The RSA Register page is

the page that will be utilised during inspection by an authorised officer to view relevant details.


1. RSA REGISTER PAGE:

Venue: Shows all the venues listed under the account. Nominee: Displays the nominee associated with the selected venue. Manager / Person Responsible: Lists nominated managers or the person responsible for the management of the

selected venue. Staff: Lists the staff members associated with the venue. Minor: Lists any persons under the age of 18 years who works in the licensed venue.

a. To view venues click on the venue name and the RSA Training Register associated with that venue will be displayed

below it.

b. To view an uploaded RSA certificate file, locate the staff member and left mouse click on the hyperlink that states

“Click to View RSA”. From here the RSA file will be displayed on a separate page and able to be printed or emailed.

c. Staff details can be entered onto the RSA Register by selecting “+Add New Staff Member”.

d. The red cross X icon is used to delete an entry.

e. The green pencil icon is selected to edit a staff members details. Manager/Person Responsible for Management of Premises: This section lists the manager/s of the venue and/or the person who is responsible for management of the premises if the licensee is a body corporate (company listed under ASIC). Generally a manager or person responsible will have either Admin or Privileged user access to the account as well as a login created by you as the account holder. Full Name: Is the name of the full correct name of the created manager. Certificate Number: Is the RSA certificate located on the approved RSA certificate – each number if unique for

each person. RSA Issue Date: The date recorded on the RSA certificate that indicates the completion date. RSA Certificate: This is where an RSA certificate can be viewed but placing the mouse over and clicking. Date Commenced: This is the date that the staff member first served, sold or offered liquor for sale on the

licensed premises.

* Important information If a staff member does not possess an approved RSA certification (never trained) than you as the

licensee have a legislated period of time form the date that staff member first served, sold or offered liquor on the licensed premises to obtain an approved RSA certification. If the new staff

member holds a RSA certification, current or out of date, the details must be immediately recorded in the RSA training register at the time the staff member’s starts, if RSA is not current with the allowable legislated time from for your State, a refresher must be completed prior to

being involved in the supply of liquor.

Date of next RSA Refresher: Displays the date the staff member must complete an approved RSA fresher

program.

2. ADD ACCOUNT HOLDER RSA DETAILS:

A. By selecting this you as the account holder are able to upload and include your RSA certificate and dates into the training register for a selected the venue.

a. When the “Add Account Holder RSA Details” is selected a dialog box will be displayed allowing the upload of the account holders RSA certificate in the applicable format.


b. The RSA box is select additional dialog boxes will be displayed similar to the image to the right.

1. Enter the RSA certificate number; 2. Select “Browse” to locate the copy of the RSA


3. Enter the RSA issue date as indicated on the certification;

4. The next RSA refresher date will automatically be calculated to allow the system to identify when reminder emails will be sent. RSA reminder emails will be sent to the Account holder email address entered during registration and to the staff members email address as follows;







c. Once all details have been entered select and click on the “Create Staff” button and the staff member will be added to the venue/s selected during the process.

d. If you wish to cease the process select and click on the “Cancel” button.

3. EDIT ACCOUNT HOLDER DETAILS:

The Account holder details can be edited by selecting the green pencil icon situated to the right of the account holders

name in the RSA register page. From here a dialog will open where all details entered can be edited. This function will be

utilised when an RSA certificate is refreshed and a new completion date needs to be entered to restart the reminder

service.

Here the account holder can be entered as the nominee of one or more venues by ticking the “Nominee” box of the venue

in which the person is the nominee.

4. ADD STAFF TO THE SYS TEM:

In order to add a new staff member onto the ComplyCloud system select the “+Add New Staff Member” button located on dashboard. (This options is also located on the RSA Register page.) Responsible Service of Alcohol (RSA) certification differs from state to state in Australia and as such the ComplyCloud system have been adapted to identify the differing requirements. The ComplyCloud system will automatically calculate the next RSA renewal date based on the state selected.


Here you can create a new entry and decide if that user will have;

Login ability with password to access the system;

Create the level (if any) of access for the user;

Upload RSA certificates (if they have one);

Add start date and last RSA refresher date.

To add staff:


b) A pop up box will then be displayed as indicated in the image to the right;


# If the staff member works at more than

one venue simply select the additional venue and click Add.

d) When a venue is added an additional selection is allowed in which the staff member can be selected

as the Nominee.

e) Enter the staff members first name and then surname;

f) Enter the staff members email address – this email address will be used to send reminder emails associated with RSA renewals to the staff member. In future enhancements of the ComplyCloud system this email address will be used to send other important details to the staff member;

g) Enter the contact phone number/s for the staff member;

h) Check the “Login User” box if the staff member is to have the ability to log into the ComplyCloud system.




4. At the bottom you can select the access level;

Admin – Read / Write / Edit

Privileged User – Read / Write

User – Read only

i) At the “Date Commence” box enter the date the staff member commenced working at the venue;

j) You can now select to add an RSA certificate by using the RSA check box or leave it blank to not include an RSA certificate.

1. If the box is not selected there will be no option to add the RSA certification at this time. 2. The option to not add an RSA would be utilised if a new staff member does not hold an RSA

certification and it is up to the licensee / management to ensure that the staff member will complete RSA training within the legislated timeframe associated with the state of operation.


3. Once RSA is completed the RSA certificate can be uploaded to the employee details using the edit tool on the RSA Register page.

k) If the RSA box is select additional dialog boxes will be displayed as indicated in the image to the right.

1. Enter the staff members classification;

Manager

Staff

Minor 2. Enter the RSA certificate number; 3. Select “Browse” to locate the copy of the RSA


4. Enter the RSA issue date as indicated on the certification; 5. The next RSA refresher date will automatically be calculated to allow the system to identify

when reminder emails will be sent. RSA reminder emails will be sent to the Account holder email address entered during registration and to the staff members email address as follows;







l) Once all details have been entered select and click on the “Create Staff” button and the staff member will be added to the venue/s selected during the process.

m) If you wish to cease the process select and click on the “Cancel” button.

5. EDIT STAFF MEMBER / ADD NOMINEE:

In order to edit a staff members details select the green pencil icon situated to the right of the staff member. From here a

dialog will open where all details entered when the staff member was first entered can be edited. This function will be

utilised when a staff member has refreshed an RSA certificate and a new completion date needs to be entered to restart

the reminder service.


6. PRINT / EMAIL RSA REGISTER PAGE:

A. In order to print the RSA register for a selected venue you will need to perform the following.

1. Ensure there is a printer connected to the device you are using; 2. Select the venue RSA register you wish to display on the screen and wait for

the register to load; 3. At the bottom of the RSA Register page there are two buttons “Print & Email”, to print you need to

select and click on Print; 4. Two popup boxes will be displayed, one showing the venue RSA Register and the other a Print dialog

box. 5. In the print dialog box ensure that the printer you wish to print to is selected and click OK. 6. The RSA register will now be printed with all relevant details. (Please note – The certificates associated

with the register will not be printed) 7. To cancel the process select and click “Cancel”.

B. In order to email the RSA register for a selected venue you will need to perform the following.

1. Ensure that the device you are using is email capable; 2. Select the venue RSA register you wish to display on the screen and wait for

the register to load; 3. At the bottom of the RSA Register page there are two buttons “Print & Email”, to email you need to

select and click on Email; 4. A popup boxes will be displayed showing the heading “Send Email”; 5. Enter the email address of the intended recipient. If there are more than one person to receive an email

click on add and a second recipient box will be displayed; 6. To remove an email address select the remove button and the email address will be removed; 7. Once all emails addresses are entered select “Send Mail”; 8. The RSA register will now be emailed with all relevant details. (Please note – The certificates

associated with the register will not be emailed)


7. UPGRADING A MINOR TO THE RSA REGISTER:

Once a minor has attained the age of 18 years the age of the minor will be displayed on the screen. If the minor has completed an approved RSA training program and has a certificate than the minor can be upgraded to the main RSA register for the venue/s they work in.

A. To upgrade a minor to the RSA Register follow the instructions: 1. Select and click on “Upgrade Minor to RSA User” located

under the minors name on the bottom right hand side. 2. A popup box will be displayed (see image) 3. Select the minor to upgrade from the dropdown box.

(Note: Staff will only appear in the dropdown box once they reach 18 years of age.)

4. Select the venue/s from the dropdown box and click “add” to ensure that the minor is added to the venues in which they will work. (Minor can be added to multiple venues)

5. Insert the date that the staff member first served, sold or offered liquor for sale on the licensed premises.

* Important information If a staff member does not possess an approved RSA certification (never trained) than you as the licensee have a legislated period of time form the

date that staff member first served, sold or offered liquor on the licensed premises to obtain an approved RSA certification. If the new staff

member holds a RSA certification, current or out of date, the details must be immediately recorded

in the RSA training register at the time the staff member’s starts, if RSA is not current with the allowable legislated time from for your State, a

refresher must be completed prior to being involved in the supply of liquor.

6. Locate the RSA certificate number on the approved RSA certificate and type details into the box. 7. Upload a copy of the RSA certificate in either JPEG, PDF or BMP file format. 8. Insert the date that the RSA certificate was issued as recorded on the front of the certificate. 9. The “RSA Next Refresher Date” will be calculated automatically for 3 years. 10. Click “Save” to save the data or “Cancel” to stop the process.


D. PREMISE PLANS

The Premise Plans tab is where plans associated with the liquor licence are stored. Here you can selected the venue you wish

to store a plan for and upload the file in the appropriate format on to the system where is can then be viewed, printed or

emailed as required.

1. HOW TO ADD A PREMISE PLAN:

1. Select the Premises Plans tab; 2. Locate and select the venue for which you wish to upload a copy of your premise plan; 3. Select “Upload RLP file” located on the right hand side above the preview section; 4. A pop up box will be displayed for you to locate the plan file to upload (must be in PDF, JPEG or BMP)

format; 5. Select “submit” and the file will be uploaded and visible in the preview box to the right. 6. Once the file is uploaded new buttons are displayed where you can “Email, Edit (change the

uploaded file) Print the file.

2. EDIT PREMISE PLAN:

When “Edit” is selected a “Delete” button appears below the preview page, here you are able to delete the file that has been uploaded and revert to the start as described above, or simply upload a new file.

3. VIEW PLAN:

To view the Premises Plan for the venue simply left click on the venue and the Premise Plan will be displayed in the box to the right.


E. INSPECTIONS PAGE

The Inspections page is where users can insert details related to inspections conducted on the venue by a Police, Gaming & Liquor Inspector or any other Authorised Individual. To access the Inspections area of the system, log into the account and select the In Inspections tab. Here a user can record all relevant information such as items that need to be rectified, dates to be rectified by as well as free text in the notes section

1. HOW TO ADD AN INSPECTION:

1. Select the “Inspections” tab. 2. Select “Add Inspection” a pop up box will open. 3. Select the venue you wish to create the

inspection details for. 4. Type in any text you wish to add related to the

inspection. 5. Select the date the inspection occurred. 6. Select a due date related to any matters that

need to be rectified that were noted during the inspection.

7. Now you can either add a file related to the inspection or not by selecting “Browse” and uploading the file (either PDF, JPEG or BMP format)

8. Select “Create Inspection” to store the inspection.

9. If you wish to cancel the process select “Cancel”


2. VIEWING AN INSPECTIO N:

When the inspection has been created it is listed under the “Inspections” section. To view the inspection just select the venue in the list and the notes will appear under notes. Inspections can be added to your account dashboard by selecting the “Place in dashboard notifications” and the as such the inspection will be able to be viewed on the dashboard. To view files uploaded into the system select “View Inspection file” and a pop up screen will display the file.


F. HELP PAGE

The help page will allow you to; 1. Raise a support ticket for issues you may encounter whilst using the system. 2. Refer to frequently asked questions in order to better assist in the operation of ComplyCloud. 3. Watch videos related to the operation of ComplyCloud and other services to come on line in the near

future. 4. Allow access for the account holder only to select “Account” and deactivate the account.

*Important Information:

If you as the account holder select to deactivate the account all data will not be accessible to you until you reactivate the account.

For further information or assistance please contact the ComplyCloud support team by Phoning 1300 792 950

(within Australia) or 61 3 8640 0930 (outside Australia)


G. FREQUENTLY ASKED QUESTIONS (FAQ ’S)

1. WHAT TIME OF DAY ARE RECURRING PAYMENTS PROCESSED?

Recurring payments (subscription) are processed by eWAY between 3am and 7am AEST every morning (including weekends).

2. DOES MY SUBSCRIPTION PAYMENT INCLUDE GST?

Yes, our monthly fees includes GST.

3. WHAT IS THE CREDIT CARD SECURITY CODE AND WHERE CAN I FIND IT?

Q. What is the Credit Card Security Code?

The security code is the 3-4 digit security code found on the back of a credit card (the front with AMEX cards). It is usually referred to as either a CVN (Card Verification Number), CVV & CVV2 (Card Verification Value), or CSC (Card Security Code).

Q. Can the CVN be stored?

A. No, the CVN cannot be stored at any time. This is the case across the board - it is not an issue of PCI DSS compliance or security. Even eWAY do not store the CVN at any time.

Q. What is the format of the CVN for each card?

A. The majority of cards have a 3 digit CVN number.

Amex - 4 digits Visa - 3 digits MasterCard - 3 digits Diners - 3 digits.

4. WHAT CREDIT CARDS CAN I USE TO CREATE A SUBS CRIPTION?

At the present time ComplyCloud accepts;

Visa

MasterCard

5. HOW DO I UPDATE THE CREDIT CARD DETAILS FOR MY COMPLYCLOUD SUBSCRIPTION?

At this time customers will need to contact our staff via the “Contact Us” page to update their credit card

details used for their subscriptions. Future updates to the ComplyCloud service will include the ability for

customers to self-manage their payment details.


6. IF A CREDIT CARD EXPIRES MIDWAY THROUGH A SUBSCRIPTION PERIOD, AND THE SUBSCRIPTION

CANNOT BE RENEWED, WHAT HAPPENS?

At this time all payment changes to subscriptions are updated manually.

Generally, when a credit card is due to expire, customers should receive a new credit card from their

financial institution before the current card expires. Please use the “Contact Us” page to provide us with

any updated credit card details and our staff will ensure a subscription remains active.

In the unlikely event a subscription is made inactive please contact us immediately.

Future updates to the ComplyCloud service will include the ability for our customers to self-manage their

payment details.

7. IS THE CREDIT CARD PAYMENT SECURE?

ComplyCloud uses the latest industry standard of 2048bit SSL encryption for all data transfers. All

payments are processed through eWay who are PCI DSS compliant. This means ComplyCloud is using a

very secure method of data transfer between the customer’s browser and the ComplyCloud servers.

However no communication done over the internet is 100% secure. We encourage all customers to

ensure they use, and keep up to date, a firewall and real-time antivirus software, and also ensure their

browser and operating system is maintained with the latest updates.

8. HOW LONG WILL A SUBSCRIBER HAVE TO RE-ACTIVATE A SUBSCRIPTION THAT HAS LAPSED

BEFORE THEY ARE LOCK ED OUT?

If a subscription lapses, the account is made inactive and locked instantly. This occurs the moment the

renewal anniversary passes and a payment request has been unsuccessful through eWay. These steps are

taken to ensure data belonging to an account cannot be manipulated while inactive.

In the unlikely event a subscription is made inactive please contact us immediately via the “Contact Us”

page of our website.

9. IF AN ACCOUNT IS LOCKED OUT, CAN IT BE R EACTIVATED?

Yes, contact us immediately via the “Contact Us” page of our website. Please note there may be fees

associated with unlocking account.

10. WHAT DATA IS STORED ON YOUR SYSTEMS?

ComplyCloud stores and manages data and information pertaining to the management of a liquor

licence. The goal of the system is to ensure you meet your compliance obligations, but more importantly,

to make it simpler for you to manage ALL your affairs relevant to your liquor licence.

The ComplyCloud system will maintain an ‘RSA Training Register’ in the required format for the

jurisdiction of your state (currently we only provide services for Victoria), and the RSA training details of

all of your staff, across as many venues as you require.


You also have the option of uploading other compliance related documents and data associated with

your liquor licence which the Comply Cloud system will store and make available via any compatible

browser 24 hours a day, 7 days a week.

The system however can only work provided the data a customer uploads is up to date and correct. We

cannot take any responsibility for incorrect or out-dated data that is stored on our systems.

If customers have any ideas or suggestions on improving ComplyCloud, we would love to hear them,

please use the “Contact Us” page to send through your feedback. - Most great ideas come from a

company’s customer base. -

11. HOW WILL I KNOW WHEN MY SUBSCRIPTION IS DUE?

After logging into an account the main page displays the “Dashboard”. At the bottom of the dashboard,

there is the “Subscription” section this is where the number of days remaining on the subscription are

displayed.

If you need to update your credit card details please contact us immediately via the “Contact Us” page on

our website.

12. WHAT HAPPENS IF THE SYSTEM IS DOWN, HOW DO I ACCESS THE INFORMATION I NEED FOR AN

INSPECTOR?

ComplyCloud guarantees up time of 98% per year. Will also provide reasonable notice of any scheduled

system maintenance which may affect your ability to access the system.

This guarantee, however, does not cover access where the problem is found to originate from sources

outside of our control, such as the internet not being available from your ISP (Internet Service Provider),

incorrect software configuration on a firewall or anti-virus program, incorrect hardware configuration

such as a modem and router.

In the unlikely event that you are unable to access the ComplyCloud service, please contact us via the

“Contact Us” page on our website. We will do everything humanly possible to assist in a timely manner.

13. WHAT HAPPENS IF I CANNOT LOG IN TO MY ACCOUNT?

This may sound obvious however many times the main reason for not being able to access an account is

due to not be entering in login details correctly. Please ensure the username and password are entered in

correctly as per the account setup confirmation email.

If a customer is still unable to login to their account, please contact us immediately via the “Contact Us”

page on our website.


14. WHAT CAN I ACCESS THE SYSTEM ON?

The ComplyCloud system is accessible on any device which supports a HTML5 capable web browser.

15. I HAVE MORE THAN 9 VENUES, WHO DO I CALL TO GET THEM ALL ON?

You can contact ComplyCloud on email [email protected] or phone 1300 792 950 (within

Australia) or 61 3 8640 0930 (outside Australia) to discuss your needs.

Alternatively, follow the procedure to add an additional package.

16. WILL COMPLYCLOUD PAY FOR ANY OF MY FINES IF I USE THE S YSTEM AND SOME OF THE

INFORMATION IS WRONG ?

As per governing legislation, it is the responsibility of the customer, the licensee, to ensure all

information contained on ComplyCloud systems is up-to-date and correct.

Please refer to our terms and conditions for further information.

17. WHO IS RESPONSIBLE FOR MAINTAINING MY ACCOUNT AND VENUE DATA ?

It is the responsibility of the account holder to ensure that the data contained within the ComplyCloud

system is maintained appropriately.

18. WILL COMPLYCLOUD ADV ISE ME OF ANY UPDATES OR CHANGES IN THE LEGISLATION?

ComplyCloud will provide all account holders with regular updates on system updates and legislative

changes that are relevant to the functionality of ComplyCloud systems. Again, however, as per

governing legislation, it is the licensee’s responsibility to keep up to date with legislative changes which

may affect your business.

19. WHERE DO I GO TO UPDATE MY RSA CERTIFICA TE?

VICTORIA: The online RSA refresher course is available via the VCGLR’s website at

http://www.vcglr.vic.gov.au/home/liquor/education+and+training/responsible+service+of+alcohol/rsa+o

nline+refresher+course

NSW: http://www.olgr.nsw.gov.au/courses_students.asp#FAQs

mailto:[email protected]

http://www.vcglr.vic.gov.au/home/liquor/education+and+training/responsible+service+of+alcohol/rsa+online+refresher+course

http://www.vcglr.vic.gov.au/home/liquor/education+and+training/responsible+service+of+alcohol/rsa+online+refresher+course

http://www.olgr.nsw.gov.au/courses_students.asp#FAQs


20. WILL THE POLICE OR AN INSPECTOR ACCEPT THIS AS A LEGAL DOCUMENT?

Yes.

The data created by the ComplyCloud system is maintained in the required digital format, all aspects of

the information can be printed or emailed as required..

21. HOW OFTEN WILL I GET A REMINDER EMAIL ABOUT RSA RENEWALS?

Reminders for RSA Renewal Reminders will be sent at regular intervals as follows:

120 days,

90 days,

60 days,

30 days,

7 days

Then daily from the required renewal date.

Once an RSA is renewed a person with relevant access to the account will need to ensure that the new

certificate is uploaded onto the system for the staff member and the new completion date updated.

22. WHO WILL GET AN RSA RENEWAL REMINDER?

Both the account holder and the staff member affected will receive email reminders regarding RSA

renewals.

23. HOW DO I CHANGE THE ACCOUNT HOLDER’S DETAILS?

Changing your details can be done via logging into your account and clicking on the account holders

name on the top right hand side of the database screen.

24. IF I HAVE VENUES IN ALL STATES, CAN I USE THE SAME INFORMATION FROM ONE DATABASE IN

ALL THE OTHER STATES ?

Each state has its own unique legislation around liquor licensing, and while most have common

elements, there are differences between states that effect the functionality of the ComplyCloud system.

At this time Victoria & NSW are the only state that is covered by ComplyCloud, however this will change

over time as we bring more databases online that are specifically designed to cover the legislation of

each state in Australia.

Further details of these additions will posted on our website and social media services.


25. WHEN WILL THE SYSTEM BE RELEASED THROUGHOUT AUSTRALIA?

ComplyCloud is following the “Agile Development” process, basically what this means is we will

introduce small and large updates on an infrequent basis, and that there is no fixed schedule for releases.

What you will see is infrequent updates, some will be large and other small. We will have an update log

on our website. If a pending update will impact you in a major way, we will provide ample notice on our

website and via email.

Our ultimate goal is to have ComplyCloud available to all licensees across Australia. However as this is

our initial release we need time to fine tune the system and ensure we are satisfied with ComplyCloud’s

stability and performance so that you, the customer, can have the best possible experience in using

ComplyCloud.

26. HOW MANY VENUES CAN I CREATE UNDER EACH ACCOUNT?

The number of venues you can create will depend on which subscription you hold.

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