Smart Compliance Systems

About the client

Smart Compliance Systems is a user-friendly software platform that enables NDIS providers to manage governance, quality, and compliance effectively. Through user-friendly forms and registers, the system helps organisations stay on track with their needs. It is licensed and managed by Effective Policy (EP), which also provides setup and administrative support.

Challenge

Secure Login (2FA & Visibility)

For safer logins, Smart Compliance Systems must implement two-factor authentication (2FA) to enhance platform security. To simplify password entry, a password visibility toggle was also required. The goal of these enhancements was to strike a balance between robust security protocols and a seamless, intuitive login process.

User Role Control

The platform needed intelligent user management, allowing administrators of the organisation to add only employees and not casual users. This limitation maintains a secure environment, which also serves to provide appropriate authorisation and maintain distinct user responsibilities within the system. Additionally, it ensures proper charging by adhering to user limit restrictions.

Data Import for Forms

A feature to import pre-filled data into all available forms and registers was deemed necessary by SCS. By streamlining the procedure, time would be saved, and errors resulting from manual data entry would be reduced. Managing compliance records would be more efficient overall with the additional import capabilities.

TalentLMS Integration

TalentLMS and SCS were connected to streamline the maintenance of training records. The SCS HR Training and CPD Register can automatically update staff training data through this interface. It guarantees accurate tracking and up-to-date training compliance without requiring manual labour.

Solution offered

Authentication Enhancements

To improve login security, Dotsquares implemented two-factor authentication (2FA). Additionally, a password visibility toggle was added to facilitate and improve the user experience of signing in. These features enhance the user experience while protecting user accounts.

User Management System

Organisation administrators can only add staff users due to a role-based user creation process that was created for them. In order to restrict billing, super admins enforce user limits, and organisation administrators are prohibited from creating casual users. This guarantees the maintenance of appropriate user roles and precise billing administration.

Import Functionality

Created a reliable import system that enables the direct import of structured data from the "Forms/Register" section into forms. This minimises manual labour and speeds up data entry. It greatly increases the effectiveness of handling compliance documentation.

TalentLMS Integration

To guarantee accurate information syncing, the team mapped cross-platform user matching. To keep records current, only the necessary staff training data is automatically collected and synchronised into SCS's HR Training and CPD Register. Training compliance is facilitated, and this integration streamlines the tracking process.

Result

• With better two-factor authentication, login is significantly safer today, and everyone can sign in more quickly and easily thanks to the updated design.

• The solution makes charging more transparent, fair, and accurate for organisations by precisely managing users and enforcing stringent limitations.

• Large volumes of form data can be imported all at once, saving administrators a significant amount of time and preventing expensive mistakes and manual labour.

• HR's administrative and tracking burden is reduced by the automatic and smooth syncing of training records from TalentLMS.