Temporary supply for planned event

Download a pdf of this guidance: Establishing a RealMe® account and creating a user account in Hinekōrako

This guide takes you through the steps to create a user account in the Supplier Portal part of Hinekōrako. To access your Hinekōrako account you’ll need a RealMe® account. RealMe® is the New Zealand Government’s identity management service. Find out more hereoutbound.

If you don’t already have a RealMe® account, you’ll be able to create one during this process. Thereafter, you'll aways log in to Hinekōrako using your RealMe® account.

If you already have a RealMe® account that you use to access work and/or personal services, you can use it here. You don't need a new one. Your RealMe® account is only tied to your Hinekōrako account for the purposes of making sure it's really  you who's logging in.

Email invitation

Establishment of your Hinekōrako user account begins when you receive an email from us with a link inviting you to create an account.

Step 1
Click on the link in the email.

Step 2
You’ll be taken to the Hinekōrako portal and from there transferred to RealMe®.

The transfer might take a moment. If it does, you may see this page. Please wait until you're redirected.

Step 3
It's possible that, for your protection, your email platform may have encrypted the link in the email and then unencrypted it when you clicked on it, changing the invitation code in the link in the process.  In this case you may receive an Incorrect Invitation Code error.

If you do:

1. Go back to the invitation email and select and copy the invitation code included in it.
2. In the Hinekōrako screen where the error is displayed, delete the current invitation code, paste in the invitation code copied from the email and hit Enter.

If you still experience an error, contact us at info@taumataarowai.govt.nz

Once you're on the RealMe® page you have the following options:

• Create a RealMe® account. Go to Step 4.
• Retrieve your forgotten RealMe® username or password. Go to Step 9.
• Link an existing RealMe® account to your Hinekōrako account. Go to Step 10. 

Creating a new RealMe® account

Step 4
Click on the Create Your RealMe® Login button.

Before you go further, we recommend you read the guidance for creating a new account on the RealMe®outbound website.

Step 5
You'll be taken to a page where you can set up your RealMe® log in details.

1. Enter your email address. This does not have to be the same as the one on your Hinekōrako account. It will be the email address RealMe® uses to send you emails relating to forgotten passwords or usernames.
2. Start the process of confirming the email address is yours by clicking Send Code.

Step 6
A field will appear for entering the confirmation code sent to the email address you specified.

1. Enter the code.
2. Click Confirm Code.

Step 7
Once you have entered the correct code:

1. Enter a unique username. RealMe® will tell you if the name you have selected is already in use.
2. Enter a password and then confirm that password. The passwords must match and meet the security requirements listed on the page.

Click Continue.

Step 8
You’ll then be taken to a page where you can provide additional security details. You can complete your account by:

1. Optionally providing your mobile number. As with the password, you’ll be asked to click on Send Code and then enter the code received by text message in the field that appears.
2.  Optionally provide an additional contact number for RealMe® ’s helpdesk.
3. Select and provide the answers to three security questions, which RealMe® ’s helpdesk will use to confirm you are who you say you are if you contact them.
4. Optionally set up a 5-digit PIN as another option to confirm your identity with the helpdesk or when resetting your password.
5. Read and accept the RealMe® terms of use.
6. Click Create to create your account.

Retrieve your RealMe® username or reset your password

Step 9
If you have an existing RealMe® account you can use the links on the login page:

• Retrieve your RealMe® username if you've forgotten it, or
•  Reset your RealMe® password if you've forgotten that.

For further instruction on how to do either, please refer to the RealMe® websiteoutbound.

Link an existing RealMe® account to your Hinekōrako account

Step 10
To link your existing RealMe® account to your Hinekōrako account simply log in to RealMe® at this point by:

1. entering your username and password
2. clicking Login.

Read and accept the Hinekōrako terms of use and privacy statement

Step 11
Before you can access Hinekōrako you'll need to acknowledge that you've read and agree to comply with the Hinekōrako terms of access and privacy statement:

1. Open and read the terms of access by clicking the Terms of Access link. The terms will open in a separate tab in your browser.
2. Return to the acknowledgment page and open and read the privacy statement by clicking the Privacy Statement link. This also opens in a separate browser tab.
3. Click in the acknowledgement checkbox.
4. Click Continue.

Bookmark Hinekōrako for future logins

Step 12
After acknowledging the terms of access and privacy statements, you'll be taken to the My Supplies page. This is your home page for Hinekōrako.

We recommend that you add this page to your list of browser bookmarks so you can return to it easily in future. Alternatively, you can return to Hinekōrako and log in at this URL: hinekorako.taumataarowai.govt.nz.outbound

Be aware of Hinekōrako timeouts

Step 13
For your security, Hinekōrako will time out after 30 minutes of inactivity. 

If you return to a Hinekōrako screen after it has timed out and attempt to move to another page, Hinekōrako will send you to RealMe® to log in again.  If you were in the middle of completing a form and attempt to keep working on it, you may receive error messages relating to permissions or other system-related matters.

If you receive such messages, click Sign out on the dropdown menu by your name and then click on the RealMe® login button to log in again. 

Familiarise yourself with the My Supplies page

Step 14
From the My Supplies page you can do a number of things:

1. See your supplies and, depending on your level of access:

• • click through to view the supply details, including all things related to the supply (e.g. any drinking water safety plans submitted to The Authority and any drinking water safety issues notified to The Authority)
  • register a new supply or click through to an existing supply to view notifications related to the supply or submit a new notification. Previously unregistered supplies do not have to be registered for some time yet. Please ensure you have spoken to The Authority about your reasons for registering a new supply.

Exactly which supplies you see and what you can do with them will depend on the Hinekōrako user role you've been assigned.  See the Understanding supply groups, supply relationships and Hinekōrako user roles guidance (in the expandable panel below) for further information.

The first time you log in as a supplier transferred from the Ministry of Health’s Register of Drinking Water Suppliers, you will see your supplies listed with the Origin of Migrated. These supply records are available for you to verify as complete and correct.  

2. Return to this page, by clicking the My Supplies menu option at the top.

3. If you are a Supply Group Administrator or Supply Administrator, manage the supply portal access of other users to your supplies by clicking on Manage Users.

4. Sign out or update your own profile, including contact details, by selecting from the dropdown menu by your name at the top right of the screen.

5.  Go to the Authority's website by clicking on the the Authority logo.

This guide explains supply groups, supply relationships and supply user roles in Hinekōrako, and how these things are related.

This is important information because it explains:

• for all users: why certain supplies can be seen but not others, and why certain actions can be taken in relation to those supplies but not others.
• for supply group administrators and supply administrators: how access to supplies works, informing decisions when managing user access.

Supply groups

Hinekōrako enables multiple supplies to be administered by one person by grouping supplies together into supply groups.  Every supply is in a supply group and every supply group must have a Supply Group Administrator who maintains the registration details of the supplies and manages the access of other Hinekōrako users to the supplies in the group. 

In simple supply set ups, the supply group may consist of a single supply and a single user who is the Supply Group Administrator.  In complex supply set ups, the supply group may consist of multiple supplies and multiple users who have different levels of access to some or all of the supplies.

Supply relationships

The responsibilities and statuses of the people and organisations that have a relationship with a supply are captured on the registration record as supply relationships. 

When creating a record of a supply relationship you can add a person or an organisation as a Contact, then indicate the nature of their relationship with the supply. For example, the person or organisation might be an Owner, Operator or Agent and the person might be the overall Supply Contact and/or Registration Contact. 

Supply relationship records serve three purposes:

1. They inform us of the people and organisations related to the supply and their responsibilities with respect to the supply.
2. Some of the information is used to display on the public register of drinking water supplies for the benefit of consumers.
3. They can be used to limit Hinekōrako user access to supplies.

Hinekōrako user roles

Often, when there are multiple supplies in a supply group, everyone connected with that supply group will have access to all supplies in it. In such cases, everyone will have one of the following Hinekōrako user roles:

In some circumstances you may need to provide someone with access to your supply group but restrict which supplies they can see (e.g. if a person works for an operator of only one supply in your supply group or if you are an agent for multiple supplies and want to provide the owner of one of those supplies with access to only their supply).

In those cases you should give that person one of the following non-supply group roles:

Download a pdf of this guidance: Supply data (for planned event temporary supply)

This guidance explains the data recorded in Hinekōrako about a temporary drinking water supply for a planned event, such as a festival or sports tournament.

Overview

Data held about planned event temporary supplies is divided into three sections in the registration form. Each section is completed on a separate screen

The following guidance explains the data able to be recorded in each of the above sections, including the allowable values and any other requirements. 'Mandatory field' means data is required in that field.  Mandatory fields are indicated by a red asterisk: 

There are different types of fields that provide different ways of recording data (see List of field types at the end of this guidance). If you attempt to move on from any screen and have not provided all the mandatory data, or there is some problem with the data you have provided, one or more error messages will be displayed indicating the problem. Where the problem is with a particular field, you can click on the error message link to go to that field.

Supply details

The Supply Details section of the registration form records the following data:

Supply relationships

In this section you can provide details of one or more:

• organisations that have a relationship with your supply
• individuals that have a relationship with your supply.

When creating a supply relationship with an organisation you can and, in the case of an Owner are required to, add an associated contact record for the person who is the Key Contact.

You must list all Owners and Operators of the supply and you can also list other organisations and individuals (e.g. agents) associated with the supply. You'll need to provide information for at least one Owner. You can indicate that each organisation or individual has more than one role, e.g. Owner and Operator or Owner and Trustee. If the list of relationship types doesn’t include the role you’re looking for, select Other and enter the role name (e.g. Event Organiser) in the free text field.

Your supply record must list a Registration Contact and Overall Supply Contact. The Registration Contact is the person we'll contact for anything to do with the supply registration.

If you administer (or will administer in future) a group of supplies (e.g. a series of different events that require temporary supplies, or the same event over several years, each of which is a separate supply) or administer other types of supplies in addition to planned event temporary supplies, all of those supplies will form part of a supply group. 

As a Supply Group Administrator you're able to invite other users to set up their own Hinekōrako user account and access one or more of the supplies you administer (and that they have a supply relationship with).

As a Supply Administrator, your access to supplies is restricted to those you have a supply relationship with and the users you can manage are only those who have a supply relationship with one or more of the same supplies. In addition, any role you assign to them will only allow them access the supplies they have a supply relationship with.

Organisation relationship

When you add or update an organisation relationship, you're able to record the following data:

Empty organisation supply relationship form

Populated organisation supply relationship form

Showing:

1. the relationship details that have been entered
2. some of the read only details of the organisation, with the option to edit those details
3. some of the read only details of the Key Contact individual (because, in this example, the organisation is a Supply Owner)
4. the option to submit the new or edited relationship or return to the previous screen without saving.

Organisation

When you create or edit an organisation, you're able to record:

Individual relationship

When you create or edit a relationship with an individual person, you're able to record the following data:

Populated individual supply relationship form

Showing:

1. the relationship details that have been entered
2. some of the read only details of the individual the relationship is with, and the option to edit those details
3. the option to submit the new or edited relationship or return to the previous screen without saving.

Individual

When you create or edit a record of an individual who has a relationship with a supply, you're able to record the following data:

Final details

In this section you can upload one or more documents that relate to your supply registration.

Document upload

When you upload a document, you'll be prompted for the following information:

List of field types