Online ServicesOnline Services
All your transactions with us are available in Online Services. You can submit forms online, track the progress of your submissions and use our messaging system to interact with us.
Online Services is where you submit all your:
In addition to submitting forms, you can also access reports and correspondence, making it easier for you to manage records and review your employee’s entitlements.
All employers who are registered in the Scheme are required to use Online Services. It is a requirement that all form submissions are uploaded via Online Services.
Online Services users must include everyone appointed as an authorised contact who can liaise with Coal LSL about long service leave matters, not just those who process form submissions.
Online Services makes it easier for you to manage your submissions in the one place. It enables you to submit, track, and review forms online via our safe and secure digital platform.
Our online submission process helps to protect the sensitive data you provide and comply with governing legislation. Find out more.
An employer must be registered in the scheme to access Online Services.
Enrolment to Online Services is currently managed by Coal LSL upon employer registration and onboarding.
Once enrolled, employers with account management system access can add up to 8 users for their organisation and manage user access to different functions (i.e. levies, leave applications, reimbursements etc). Find out more.
Our Online Services platform is built on an established secure Salesforce platform and inherits the stringent security protocols from both the Salesforce and Coal LSL infrastructure.
The Salesforce domain uses a secure connection (https) and is protected by a security certificate.
Only those with account management system access, otherwise known as account managers, can add and manage users as well as provide user access to functionality within Online Services.
A user can be set up with Online Services access to multiple functions or a single function, depending on their individual needs.
Account managers can also reset their account, tailor their own system access or update their contact details from the account details section.
Multi-factor authentication is a security measure requiring users to provide multiple proofs of identity before they can access a website or application. This is often done by entering a code received on your mobile or answering a security question.
To add a layer of security to the login process, Online Services requires multi-factor authentication (MFA). Find out more.
Our Online Services platform works best when accessed from a desktop or laptop computer, and are accessible via a standard internet browser.
If you are using Internet Explorer to access Online Services, you may see a permanent banner indicating that you are on an 'unsupported browser'.
You may still be able to access the platform but it will not work correctly. Find out more.
A password reset only resets a user’s password and does not affect the MFA app or device connection with their Online Services account. Registered users wishing to change or update only their password should use the forgot password link on the login screen.
A user access reset resets both a user’s password and the MFA app and device connection with their Online Services account, also suspending their platform access until they complete the registration process (setting a password and connecting an MFA app to their account). User access resets can only be performed by an account manager, from the account details screen.
You can manage your notification preferences directly in Online Services. Within your Account Settings you can select how you receive your notifications and at what stages during the process you would like to be notified.
To change your notification preferences, simply:
Log in to Online Services
Click the Account Icon (next to Notifications in the top right of the screen
Then click Settings, here you will be able to update your preferences
There are some notifications that you can’t edit. This ensures you are informed of important reminders or when a case requires your action.
If your submission has been approved, you will be notified via email and an alert in Online Services unless you have updated your preferences to turn email notifications off.
Yes, forms that require online submission can be accessed in Online Services.
This includes the following:
From time to time, we make improvements to our forms to ensure we are capturing the right information to help us process your submission.
To avoid an error when submitting your form, it is important you use the latest version of the form each time.
To ensure you are using the latest version, we recommend you download the form each time rather than using copies of previous forms submitted.
Downloading the form
You can download a form directly from Online Services:
Log into Online Services
Navigate to the main menu
Select the function you want to use (i.e. Levies, Reimbursements, Leave Applications)
Download the latest version of the form in the top right using the download text link
Or if there are multiple forms, select the correct form from the drop-down list
Not logged in? You can also access the latest version of the form from the Employer Resources section of this website.
You can track the progress of your submission by logging into Online Services.
Simply select the type of submission from the main menu (i.e. Levies, Leave Applications or Reimbursements) and then select the submission you want to track.
You can also go to your Notifications by selecting the bell icon in the top right of the screen. This will display the latest notifications for your submissions.
To view any messages relating to your submission, you can click on the case number or messages icon to expand the details.
You will not be able to view in Online Services any previously approved submissions that were submitted via email.
Only submissions via Online Services will be displayed.
Once a submission is approved, we generate a confirmation document that includes the Authorisation number for your leave application.
You can find your Authorisation number in Online Services in two ways:
View the Leave Approved report within the Reports section – located in the grey menu bar. Here you’ll see a list of approved leave applications and their Authorisation numbers.
Access the confirmation document (Leave Application Confirmation) within the Correspondence section – located in the grey menu bar. Here you’ll see a list of documents. Once you have found the document that matches your submission, simply view or download it using the icons on the far right.
We have created new How to Guides to help you complete the forms.
These guides provide helpful hints on how to fill out the forms and a checklist to help make sure you have included all the correct information.
Further information on how to submit your completed form online is available in our Online Services support section.
If you need further assistance on completing a form, please contact your Employer Relations Manager, or our general enquiries team on 1300 852 625, or email us.
If you have an open submission with Coal LSL, you can contact us using Messages within Online Services. This is a quick and easy way to interact with our processing team about a specific case.
Messages are received instantly and are actioned in a timely manner.
You can access our messaging system in Online Services by doing the following:
Log into Online Services
Navigate to the case you want to ask a question about
Click on the Messages icon (speech bubble), located to the right of the case
This will show any messages you have relating to the case
To write a new message, simply click the button labelled either New or Reply located to the right of the screen
This will open a new message window, once you have written the message click Send