First access to Smart CAE (Initial summary tutorial)

Welcome to Smart CAE! Here we will briefly show you the first steps you need to take to coordinate business activities with your client or contractor.

Oriol Lopez
16 steps
2 minutes

Smartosh

When your client or contractor wants to carry out coordination of business activities, the first thing you will receive is a welcome email in which you will find the essentials to get started.

Refer to the "User Manual" for any questions or enquiries about the actions you can carry out in Smart CAE.

The first thing you should do is claim your user account. To do this, as well as finding out which username has been assigned to you, you must update the password. For more detail, you can consult the [Change password](https://scribehow.com/viewer/Change_your_user_password__PpN-yD8VR-C5aioVieBqKA?referrer=documents) tutorial.

Once you have your own credentials, click on "Access to MySmart OSH" and enter the application. For more details, you can consult the [Access to MySmart OSH](https://scribehow.com/viewer/Access_to_MySmart_OSH_the_Smart_CAE_application__T2f8H2F6Tzi6WmTw_MvOAQ?referrer=documents) tutorial

If at any time you lose the welcome email or forget the access URL, you can always access Smart CAE from [my.smartosh.com](http://my.smartosh.com)

Go to the "CAE" module -> "Coordinations"

To view all your coordinations, you can go to the "Show all coordinations" option.

Select the coordination you wish to edit and enter it.

In step 1, check that the basic identifying information is correct.

In step 2, check that the details of the person responsible at the external company (who will receive the document requests and will have to manage the coordination resources) are correct.

Note: the primary company's responsible persons and any additional responsible persons are not changed. They are for information only, to show who receives the documents you send for validation.

If more than one person is managing the CAE or you are going on holiday, you can assign additional responsible persons. For more information, see how to [create additional responsible persons](https://scribehow.com/viewer/Add_additional_responsible_persons___XLhNs_FQgW1lZKOIer9fA?referrer=documents).

In step 3, manage the coordination's employees. For further details, see the main actions: - [Employee creation](https://scribehow.com/viewer/Crear_nous_empleats_a_una_coordinacio__WCq7SpQbRCGG94k1SGI1Gg?referrer=documents) - [Assignment of employees to the coordination](https://scribehow.com/viewer/Assign_employees_to_a_coordination__hoOYwplHRjaZxb5SxYY9gw?referrer=documents) - [Unassignment of employees from the coordination](https://scribehow.com/viewer/Unassign_employees_from_a_coordination__VOnufhKvS1uxBNL2E8KiuQ?referrer=documents) - [Permanent termination of employees](https://scribehow.com/viewer/Permanent_termination_of_employees__To1AEI3iQmeBsTYlTIVwNw?referrer=documents)

In step 4, manage the coordination's vehicles/machinery. For more detail, see the main actions: - [Creating vehicles/machinery](https://scribehow.com/viewer/Create_vehiclesmachines_for_a_coordination__eOKr3v9cQV-fv0zqtkqxAw?referrer=documents) - [Assigning vehicles/machinery to the coordination](https://scribehow.com/viewer/Assign_vehiclesmachinery_to_a_coordination__YKfDlEU4SD2SgWOP-yS09w?referrer=documents) - [Unassigning vehicles/machinery from the coordination](https://scribehow.com/viewer/Unassign_vehiclesmachines_from_a_coordination__njCo_9wjTvylaYZDwEoufw?referrer=documents) - [Permanent removal of vehicles/machinery](https://scribehow.com/viewer/Permanent_decommissioning_of_vehicles__machines__LLEUA2QfQ6qSLO5rXqAxXw?referrer=documents)

In step 5, "CAE job positions", you must link each employee to the position that applies to them. For more detail, see the main actions: - [Assign CAE job positions to employees](https://scribehow.com/viewer/Assign_CAE_job_positions_to_coordination_staff__cLMIoXP9Rx2k9M8r_B6dZw?referrer=documents) - [Add CAE job positions](https://scribehow.com/viewer/Add_CAE_workstations_to_the_coordination__e4YejFF_R-K6ksY84mQ33Q?referrer=documents)

In step 6, ""Special jobs / Risks"", you must link each employee to the special job / risk that applies to them. For more detail, see the main actions: - [Assign special jobs / risks to employees](https://scribehow.com/viewer/Assign_special_tasks__risks_to_coordination_staff__djjxiQnTTyK1J2j6ybbbMg?referrer=documents) - [Add special jobs / risks](https://scribehow.com/viewer/Add_special_tasksrisks_to_the_coordination__JxaRrUWzQCutk5lYFgkGTw?referrer=documents)

Once you have finished adding and managing resources, you can click the "Finish" button.

The system notifies you whether you have gone through all the steps and carried out the necessary procedures, because there are likely to be mandatory steps such as employees needing to exist or being required to be assigned to CAE job posts. If you have done everything correctly, your coordination will change to the status "In progress". If not, you will see that the coordination remains in the status "Pending data".

When you return to the coordinations screen, you may not see the document requests yet. You haven't done anything wrong, nor has the main contractor waived the uploading of documents; rather the system has a short delay in creating the requests and you should wait a few minutes, refresh the browser and you'll see how everything that was green turns red. At that point you can manage the documentation.