FAQs Archive

Q: Navigate efficiently within the ViaSyst audit & CB management software

Several tips & tricks allow to navigate more efficiently within the various features of the ViaSyst audit management software. Here the most relevant: Use the Ariadne’s thread on the top right of the screen you have the Ariadne's thread each level of the navigation cascade is separated by a slash (/) by clicking on the corresponding item in the thread you will automatically be redirected at the intended level Open several pages / tabs within the browser if you are editing a module with several pages (typically the audit folder), it is advantageous to open one tab for each submenu of the folder this allows to switch easily from one submenu to another while editing just do not forget to save each tab individually by closing your work! other example: you can open the planning map in one page to localise organisations and auditors, and the planning page to add the missing audits, by assigning the most logical auditors (qualification & distance) use the left-hand side menus: the orange menu on the left-hand side allows access to all modules at CB level the blue menu on the left-hand side allows access specifically to all what is linked to an organisation

Q: How does the back-office save time thanks ViaSyst for managing CB operations?

The CB back-office officers using ViaSyst confirm that they save in average 1 to 1.5 hours per client per year. How can this dream happen? Everything is based on the fact that all information is managed as data, and that data are automatically stored and shared at the place of use, and can be retaken and processed, without copy/pasting. This principle applies at all possible levels, cumulating innumerable savings. Some examples: the organisation (client) data, entered by the organisation itself, are automatically retaken throughout the entire end-to-end workflow, from application to certification, the powerful planning module includes several views and search/filter and warning options, including an interactive map and a calendar, allowing to facilitate the planning work, ensuring not to mis any audit, assigning only qualified and available auditors, as proposed by the database , by assigning an organisation to an auditor, the entire organisation’s history and folder is shared with the auditor, i.e. no emails, files and folders to share, the same for the assigned reviewers (certification decision makers), the administrative review of the reports is 100% automatised and belongs to history, thanks the unavoidable report format structure and automatic check of the completion of mandatory fields, the NC completion workflow is managed by the platform, directly interacting between the client and the auditor, i.e. no need to store and hand over emails and files, the certificate data are structured and featured so as to allow feeding automatically a public list or a search engine for valid certificates, as well as the mandatory IAF certificate database, and many more … Altogether, this generates the substantial savings confirmed by the CB officers. But that’s not all: there are also great savings for auditors at reporting level!

Q: How does the auditor save time thanks ViaSyst for drafting an audit report?

The auditors using ViaSyst confirm that they save in average 1.5 to 2 hours per audit report. How can this happen? Everything is based on the fact that all information is managed as data, and that data can be automatically retaken, without copy/pasting. This principle applies at all possible levels, cumulating innumerable savings. Some examples: the applicable audit report format and the corresponding checklists are automatically generated by opening the audit, without any possible error, the data entered in the programme planning (e.g. audit duration, audit type, auditor, audit date) are retaken in the audit report, the organisation data (e.g. name, address, scope, standards) entered at the client creation retaken in the audit report, the data from previous audit can be retaken and proposed in the new audit report as authorized by the CB (e.g. organisation profile, auditees, number FTEs, general impression, …), audit notes and findings can be captured by vocal recognition with attached pictures through the offline auditing App and directly transferred to the audit report folder, prepopulated fields are available within the audit report folder, with either proposed text options, check-boxes, or similar time saving editing facilities, the entire client’s history with previous reports and findings is fully available and mapped through comprehensive views, allowing easy NC completion follow-up, the checklist tool scores and displays automatically the achieved level, according to the scheme’s features, the software automatically checks the report completion before validation by the auditor, and many more … Altogether, this generates the substantial savings confirmed by the auditors. But that’s not all: there are also great savings at back-office level!

Q: Is training included?

Yes! Training is an essential part of the onboarding process. It is delivered in two key phases: Self-Training: Before any live sessions, your team will receive access to detailed and progressive training materials and instructions related to the ViaSyst user guide. This allows users to explore the platform independently and become familiar with its features at their own pace. Remediation Session: After completing the self-training, we will conduct a remediation session. This live session is deemed to address any questions, clarify uncertainties, and ensure that your team fully understands the database processes and platform functionality. This approach ensures your team is well-prepared and confident to move forward with using the ViaSyst platform effectively.

Q: Who supports us during onboarding?

The ViaSyst team will guide you throughout the process, from kick-off to pilot. You'll have a dedicated contact to answer questions, provide remediation session, and ensure a successful deployment.

Q: What do we need to prepare before onboarding starts?

Before the kick-off meeting, prepare: CB information and list of your standards A list of your client organizations (Excel format). Your audit report, certificates and offer templates.

Q: What are the main steps in the onboarding process?

Implementation Phase Step 1: Kick-off Meeting Define the project team and agree on the timeline. Overview of onboarding steps. Your audit environment will be set up in ViaSyst. Upload your list of client organizations (via Excel, in one batch). Step 2: Standard Integration We’ll import the required standards and configure system settings according to your needs. Step 3: Overall Platform Presentation Overview of the different platform modules. Training materials and instructions will be shared. Step 4: Audits, Findings & Certificates Review your current audit report template and create a mockup. Implement a customized report form within ViaSyst. Step 5: Offers & Contracts Analyze your current offer template. Implement a customized offer format in the system. Deployment Phase Remediation Session Assess your team's understanding of the system. Address any questions or issues with database processes. Pilot & Validation Run a pilot phase using real data and processes. Validate that everything works smoothly before full rollout.

Q: How long does onboarding typically take?

The timeline varies depending on the size and complexity of your organization, but most customers complete the onboarding in a matter of weeks. A detailed timeline will be shared during the kick-off meeting.

Q: What does the onboarding process involve?

The onboarding process is structured as a project with a series of clearly defined steps. It is designed to be smooth and progressive, with minimal resource demands, thanks to the intuitive nature of the ViaSyst platform.

Q: What is the pricing structure for using the ViaSyst audit management software?

ViaSyst audit management software is offered as a SaaS solution , meaning it is invoiced based on usage and number of clients . To keep things simple, the annual exploitation fees are structured as follows: Basic subscription fee : Covering SaaS maintenance and updates, helpline support, hosting, and data storage. Organisation fee : Applied for each client organization created within the platform. In addition, a one-time onboarding fee is applied to cover activation , setting and training services. There are no extra charges for auditors or any other user roles. The number of users is unlimited.

Navigate efficiently within the ViaSyst audit & CB management software

By Florence Le Lann|2025-05-20T19:50:47+02:0020 May 2025|Categories: Navigation & efficiency tools|

0

How does the back-office save time thanks ViaSyst for managing CB operations?

By Florence Le Lann|2025-05-21T16:16:31+02:0020 May 2025|Categories: Benefits & savings, Navigation & efficiency tools|

0

How does the auditor save time thanks ViaSyst for drafting an audit report?

By Florence Le Lann|2025-05-21T16:16:37+02:0020 May 2025|Categories: Benefits & savings, Navigation & efficiency tools|

0

Is training included?

By Marilou Andioc|2025-05-16T20:41:27+02:0016 May 2025|Categories: Hosting and support|

0

Who supports us during onboarding?

By Marilou Andioc|2025-05-16T20:40:27+02:0016 May 2025|Categories: Hosting and support|

0

What do we need to prepare before onboarding starts?

By Marilou Andioc|2025-05-16T20:39:39+02:0016 May 2025|Categories: Hosting and support|

0

What are the main steps in the onboarding process?

By Marilou Andioc|2025-05-16T20:38:42+02:0016 May 2025|Categories: Hosting and support|

0

How long does onboarding typically take?

By Marilou Andioc|2025-05-16T20:37:23+02:0016 May 2025|Categories: Hosting and support|

0

What does the onboarding process involve?

By Marilou Andioc|2025-05-16T20:36:43+02:0016 May 2025|Categories: Hosting and support|

0

What is the pricing structure for using the ViaSyst audit management software?

By Marilou Andioc|2025-05-13T12:02:46+02:0013 May 2025|Categories: Financial aspects|

0

FAQs

Subscribe To Our Newsletter