Set up your property in 8 steps

Step 1 · 2 minutes

Create your account

1. Open the activation link from HGA.
2. Enter your name, your email and a password of 8 characters or more. The activation code is already filled in.
3. Click Create my account.
4. If a message asks you to confirm your email, open that email and click the link.

Result You arrive on your dashboard. Your level is Owner / HR: you see and manage everything.

Step 2 · 5 minutes

Add your logo, colour and departments

Where Tab Branding

1. Paste the web address of your logo.
2. Choose your main colour.
3. List your departments, one per line. Staff choose from this list, and each supervisor is attached to one or more of them.
4. Click Save and check the preview on the right.

Result Staff pages, certificates and the dashboard carry your brand, not HGA’s.

Step 3 · 5 minutes

Give access to your heads of department

Where Tab Team & access

1. Under Give access to someone, enter the person’s name and, if you wish, their email.
2. Keep the level Supervisor and tick their department or departments.
3. Click Create invitation link.
4. The link appears on screen: send it by WhatsApp or email. If you entered an email address, the invitation is also e-mailed once e-mail sending is switched on for your property.

Result Each head of department chooses a password and sees only their own department. A link works once and stays valid for 30 days.

Tip To give a colleague the same full access as you, choose the level Owner / HR.

Step 4 · 10 minutes

Adopt your first procedures

Where Tab SOPs

1. Choose a procedure and click Review & adopt.
2. Read it, then fill in Your property details: how to report a fault, your linen policy, the duty manager.
3. Enter the name of the person who approves it and click Adopt this SOP.

Result The procedure now shows your own details. Staff can read and confirm it, and it counts in your readiness score.

Tip Start with the procedures that have a training module: your staff are trained and checked on those.

Step 5 · 5 minutes

Bring in your staff

Where Tab Invite (link & QR)

1. Each department has its own link and QR code.
2. Click Share on WhatsApp, or print the QR code for the staff notice board.
3. The employee enters their full name as on the ID card, their job title and start date, picks a language (English or French) and accepts the privacy notice. No account, no password.
4. If you plan HRDC refund claims, open Staff → Staff details and enter each person’s national ID number once, from your HR file (or paste the list from Excel). Staff never type it themselves; only you see it, and it fills the HRDC packs automatically.

Result They arrive in the right department and receive a personal code to come back later.

Tip Your supervisors have the same tab for their own department, so they can do this step themselves.

Step 6 · A minute a day

Follow the training

Where Tab Quiz to pass

1. A module takes 15 to 20 minutes on a phone. The quiz has 10 questions and is passed with 7 correct answers.
2. This tab lists everyone who has not passed yet.
3. After two failed attempts the module locks. The supervisor (or you) makes sure the person goes through the lesson again, then clicks Allow 2 new attempts.

Result You know at any moment who is trained and who is not.

Step 7 · 15–20 minutes per person, once a week

Check the practice and issue the certificate

Where Tab Practice checks to do

1. Passing the quiz does not give a certificate yet.
2. Checks are grouped: once a week (for a new Room Attendant, at the end of weeks 1, 3 and 4), the supervisor clicks Group check next to the employee’s name and watches them work through a room.
3. On the phone, every module passed since the last check is listed with its 5 steps. Tick the steps you see. A module with all 5 ticked is set to Confirm; choose Needs more practice with a short note if needed; leave Not seen today for a module to check next time. Then click Save the group check.
4. No module should wait more than 14 days after its quiz. A trainee waiting longer is shown in red, and the overview lists it under To do now. Open check next to a single module still works for a one-off check.

Result The certificate is issued at that moment, with the supervisor’s name on it. The employee can open and download it.

Step 8 · 2 minutes

Keep the evidence

Where Tab Overview

1. Under Audit & HRDC evidence, choose the dates and click Evidence report (PDF).
2. Download CSV gives the same records for a spreadsheet.

Result One document shows who was trained, on which version of each module, and who verified the practice. It is designed to support eco-label audits and training-grant claims; check the exact requirements with each body.