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FAQ for the working environment self-service of the Labour Inspectorate

Dear user, thank you for using the self-service environment of the Working Life information system (TEIS) under the Labour Inspectorate. The services offered by this system will be further developed, thus its appearance and content may change over time.

Firstly, we would like to point out that the use of the TEIS self-service environment and one of its main features – the risk assessment tool – is not mandatory. It is still possible to forward all materials, including the risk assessment, to the Labour Inspectorate by e-mail or paper-based mail. However, we do recommend using the TEIS self-service environment as it makes the exchange of information, registration and supervision easier for all parties.

In accordance with clause 13 (1) 3) of the Occupational Health and Safety Act (OHSA), an employer is required to organise the risk assessment of the working environment. This means that the preparation of a risk assessment as such is mandatory but its format has not been specified. The mapping and management of hazards is important. The objective of the risk assessment tool is to provide employers a free and easy way to fulfil this obligation and to ensure the safety of themselves and their employees. The system displays to the employer the hazards related to their field of activity and provides typical measures to mitigate these hazards. The main target group is small- and medium-sized enterprises for whom finding a risk assessment service provider may be a significant additional cost. A member of the management board, a working environment specialist appointed by the employer, or another authorised person can use the tool to map the hazards present at the working environment and, based on the results of the mapping, prepare an action plan for addressing the hazards – for mitigating, preventing and avoiding them. The time spent on hazard mapping and preparing the action plan depends on the field of activity of a particular enterprise and the current state of the working environment.

We hope that with the self-service environment of the Working Life information system and the risk assessment tool we can make the working environment safer for everyone.

Frequently asked questions

LOGGING INTO THE SYSTEM

I came to the self-service website but it looks like the website is broken (the page is grey and does not display things properly).
You are most likely using an outdated browser. If you are using Internet Explorer, you will get an error because Internet Explorer is outdated and should no longer be used (even the developer Microsoft does not support it anymore). We recommend that you access the self-service environment with a Google Chrome or Safari browser.
How do I log into the self-service?
You can log in using your ID card, Mobile-ID or Smart-ID. In the case of foreign nationals, the possibility to log in depends on whether they are registered as an employee in an Estonian enterprise and whether they have an Estonian Smart-ID or are an e-resident and have all the corresponding certificates that they can use to log in with an ID card or Mobile-ID.
Can foreign enterprises use the self-service environment?
Only enterprises entered in the Estonian commercial register can use the self-service. In the future, if we can access the data of foreign commercial registers, it is possible that foreign enterprises will be able to use the self-service environment of the Labour Inspectorate while they are operating in Estonia. This will depend on whether their home country has joined the EU-wide identification service eIDAS or not.

AUTHORISATION

Can the Labour Inspectorate grant authorisation on behalf of the enterprise in the new self-service environment if a member of the management board cannot log in? Who will do that and on what basis?
Yes, in extraordinary circumstances, the Labour Inspectorate is allowed to assist enterprises in granting authorisation if the Labour Inspectorate can verify the existence of the right of authorisation, for example, from the commercial register or a separate document.
How does authorisation work in the self-service, e.g. how can I add an external working environment specialist to the enterprise?
First, a member of the management board should log into the self-service who can then give the role of the working environment specialist to the desired person. All authorisations are performed on the basis of a personal identification code.
If authorisation is granted to an external person, do they have to confirm that they agree to represent the enterprise?
The authorised person will not receive a notification immediately that they have been authorised; however, if they log into the self-service, they can see with which enterprises they are associated.
Can the working environment specialist also delegate authorisation in the self-service, i.e. enter the working environment representative, first aid provider, etc.?
Yes, similarly to a member of the management board, the working environment specialist has the right to grant authorisation.
What happens if an enterprise refuses to log into the self-service and enter the data, in other words, they submit everything on paper, by mail or e-mail?
In that case, the Labour Inspectorate enters the necessary data via the official application but will continue to redirect the employer to use the self-service with subsequent letters.

OPERATIONS OF THE ENTERPRISE IN THE TEIS self-service 2021

Is it possible for one enterprise to have several contact addresses in TEIS?
The address in the commercial register is the contact address by default, however additional addresses and specifications can be added (e.g. for warehouses).
If the information in the commercial register (hereinafter CR) is incorrect, will the business operator be able to see where they can modify the information?
Yes, the self-service displays a notification that the information is taken from the commercial register and, if it is incorrect, it can be changed in the CR (a reference to the CR is displayed).
I am trying to enter a representative but my employee is not on the list.
You can appoint an employee of your company (i.e. a person who has been entered in the employment register as an employee of the enterprise) to be a representative. If you wish to appoint an external employee to be, for instance, the working environment specialist, first aid provider or trustee, select the option ‘other person’ when adding the person. If it is the enterprise’s own employee but the self-service is not displaying that employee, then it may be because it is a large company and it takes longer than normal to load the list of employees. Please try again in a few moments.
Can a member of the management board, working environment specialist and working environment representative see the same view of the self-service?
The roles of the member of the management board, working environment specialist and other authorised persons have equal rights in the self-service, including the right to assign another role to a person. Other roles (working environment representative, trustee, member of the working environment council, provider of first aid) have fewer rights.
Which operations can enterprises carry out in the TEIS self-service?
An employer can carry out the following operations in the self-service environment: enterprises can appoint the right people to the roles of occupational health and safety (working environment specialist, working environment representative, members of the working environment council, trustee, provider of first aid). By entering the data of the working environment specialist and working environment representative, the reporting obligation resulting from the OHSA is also fulfilled. In addition, the following operations can be carried out: submission of the risk assessment file and its preparation with the risk assessment tool, adding the places of business. If supervision proceedings have been commenced against the enterprise, all data exchange and communication between the party to the proceeding and the Labour Inspectorate will take place in the self-service.
Is it obligatory to submit the risk assessment of the working environment in the TEIS self-service?
In accordance with subsections 134 (6) and (7) of the OHSA, the employer must prepare the risk assessment in the working environment database or send it to the Labour Inspectorate in a format which can be reproduced in writing. Employers are required to submit a valid risk assessment of the working environment prepared before 1 March 2021 to the working environment database or send it to the Labour Inspectorate by no later than 1 September 2021.
What other documents must be submitted via the self-service?
There are no other legal obligations.
Who supports business operators and representatives in matters related to the self-service and risk assessment?
If you have any questions or experience issues while using the self-service, you can reach us at 640 6000 or you can write to us at ti@ti.ee
If a precept is issued to the employer via the TEIS self-service environment but they do not respond despite several notifications, is it possible to print the precept from the system and send it to them by post (in exceptional cases)?
Yes, it is possible.
Is the ‘Comments’ section in TEIS (when preparing the inspection report) visible to the employer?
Currently, the labour inspectors write the recommendations and observations to the employer in the inspection report under ‘Operations’. These will be included in the inspection report sent to the employer. In TEIS, these will be displayed as additional notes to the inspection which are only available for the inspector to use and view.

SUPERVISION

Our enterprise was placed under supervision. Who will come to inspect us and when?
You can see the time and place of inspection on the desktop of the self-service. One of our labour inspectors will conduct the inspection. If you wish to communicate with the inspector prior to the inspection, please do so via the self-service chat window.
We received an automatic message that the Labour Inspectorate will commence supervision. I logged into the self-service but cannot find the necessary information.
It is probably because you do not have the required rights. All employees of the enterprise can log into the self-service; however, only the working environment specialist, a member of the management board, or another authorised person will have access to information related to supervision. Click on ‘Representatives’ in the left menu and check whether you have been assigned the role of the working environment specialist or another authorised person. If you can see yourself there, you should be able to access the supervision information. If you cannot find yourself, a member of the management board (private company) or a person with right of representation (state or local government authority) can grant you user rights. They should log in and assign you the role of a working environment specialist or another authorised person. If a working environment specialist has been appointed, they already have access to the supervision data.

RISK ASSESSMENT

Is the use of the risk assessment tool of the Working Life information system mandatory?
No, the use of the risk assessment tool of the TEIS self-service is not mandatory. We find that small- and medium-sized enterprises can benefit most from using this tool. It is still possible to continue preparing the risk assessment in the present form and to upload the prepared risk assessment file to TEIS. Employers are required to submit a valid risk assessment of the working environment prepared before 1 March 2021 to the working environment database or send it to the Labour Inspectorate by no later than 1 September 2021. In the future, all risk assessments of the working environment will either be prepared or available in TEIS.
I cannot find my field of activity (business type in the system) in the risk assessment tool. Can I not use the risk assessment tool of TEIS to prepare my risk assessment?
Currently, we have prepared and added to the system the fields of activity where the most enterprises operate. We are continuously adding more fields of activity to the system. If you cannot find your enterprise’s field of activity but would like to use the risk assessment tool of TEIS, please contact the Labour Inspectorate and let us know!
If my enterprise engages in several activities, can I choose all the activities of the enterprise and prepare a joint risk assessment?
Currently, only one business type (i.e. field of activity) can be selected in the tool for the risk assessment. If there are more activities, it would be reasonable to conduct separate risk assessments for them. This approach helps to keep the assessment and management of risks in different environments separate and provides a clearer picture of the situation. However, if you wish to prepare a joint risk assessment document, it is possible to manually add more hazards to the risk assessment started with one business type as well as write them down in free format. The enterprise can determine for themselves which approach is the best and what the most convenient way to use the risk assessment and action plan is. In the near future, we are planning to provide the opportunity to select the main business type (i.e. field of activity) in the system along with its most probable activities. Additionally, you can contact the Labour Inspectorate and request that they add an activity that is important to you to the specific business type. The Labour Inspectorate will definitely take these wishes into consideration wherever possible.
If I have already prepared and submitted my risk assessment and action plan to the Labour Inspectorate, but after some time, maybe even a couple weeks later, the working environment situation changes slightly (e.g. the rest area is being renovated or ventilation is repaired) – do I have to redo the entire risk assessment?
In this case, the submitted risk assessment data can be used to start preparing the new risk assessment. The data from the previously submitted risk assessment is available and only the data regarding the new situation should be updated. To do this, open the submitted risk assessment and on the right click on the button with three dots ‘Operations’ -> ‘Create new’ – now you can start preparing the new risk assessment which includes the data from the previously submitted risk assessment. If the previous risk assessment is no longer appropriate, it can be archived and subsequently restored if necessary.
If I encounter problems while filling out the risk assessment – I do not understand what a certain hazard or measure means or how to answer, or what happens when I click a specific button – is there somewhere I can ask for help?
Yes, of course there is. Firstly, you should read this FAQ section or frequently asked questions page and the referenced instructions for the self-service. If you did not find an answer to your problem here, then on working days from 9.00 to 16.30 you can call the information line (+372) 640 6000. Alternatively, you can send an e-mail to ti@ti.ee.
Can I change/enter a risk assessment title and how?
You can change the risk assessment title once you have started the risk assessment and selected the business type, however this can only be done before submitting the risk assessment to the Labour Inspectorate. To change the default title provided by the system, move the cursor near the risk assessment title -> click the pen icon -> a text input box opens -> type the desired risk assessment title in the box.
Is it necessary to upload all the individual risk assessments of teleworking employees?
The Occupational Health and Safety Act does not specify the volume or part to which the risk assessment prepared by the employer should be uploaded to the working environment database and no exceptions are provided. However, considering the objective of uploading the risk assessment of the working environment, the Labour Inspectorate expects that if the risk assessment has been prepared on an employee basis (e.g. due to teleworking or based on the needs of the employee), then based on the principle of personal data protection, the employer has two options: 1. to upload to the working environment database a general risk assessment of the working environment which reflects the company’s working environment hazards and their parameters where necessary, and includes an overall risk assessment of the effect of each hazard on the health and safety of an employee, with reference to the individual occupation or position based risk assessment and its location, or 2. to upload an occupation- or position-based risk assessment with processed personal data, taking into account the fact that all employees of the enterprise have access to the risk assessment in the TEIS self-service environment, thus removing all personal data before uploading.
Employers must upload a risk assessment to the Working Life information system. Do I only need to upload the risk assessment or is the action plan also required?
The risk assessment includes an action plan designating the measures applied in all fields of activity and at all management levels of the enterprise to prevent or reduce employees’ health risks, and a schedule for applying such measures and executors thereof. The employer allocates the necessary resources for carrying out the action plan (subsection 134 (2) of the Occupational Health and Safety Act). In other words, the action plan is part of the risk assessment and should also be uploaded. The risk assessment identifies the areas that need to be improved in the working environment and the action plan sets out how to tackle the problems. Both are necessary to improve the working environment.
In which language should the risk assessment be prepared and submitted to the Labour Inspectorate?
We kindly ask you to upload the risk assessment of the working environment to the Working Life information system in Estonian. Pursuant to subsection 10 (1) of the Language Act, the language of public administration in state agencies and local government authorities is Estonian. Pursuant to subsection 12 (1) of the same Act, if an application, request or other document submitted to a state agency or local government authority is in a foreign language, the agency has the right to require the person who submits the document to submit the translation of the document into Estonian. In order to ensure that instructions, including the risk assessment, are understandable to employees, it may be necessary to translate the instructions and risk assessment into a language they understand or to compile them in another language. Written translation should be preferred to interpretation because, in the case of interpretation, a dispute may arise whether all the information was translated or not. It is not necessary to submit a risk assessment translated into another language or prepared in another language to the self-service environment of the Labour Inspectorate; however, pursuant to section 134 of the OHSA, the employer is required to submit the Estonian version of that risk assessment to the Labour Inspectorate.