User Manual

Complete guide for all user roles on TavaSIS.

Platform Overview

TavaSIS is a multi-role platform for managing GSTC sustainable tourism certification projects. It connects consulting firms, their clients, and Certification Bodies through a structured three-stage certification process.

The platform has five user tiers, each with a dedicated interface:

Blue sidebar — Consulting Firm Manager: Full project and client management
Blue sidebar — Consultant Staff: Sub-criterion review and validation
Indigo sidebar — Client Manager: Team oversight, assigned checklist, and sign-off
Indigo sidebar — Client Operational Staff: Checklist completion and evidence upload
Teal sidebar — Certification Body (CB) User: Read-only checklist access during Onsite Audit

💡 ZYT administrators (green sidebar) manage the platform itself — firm subscriptions, standard entitlements, and the demo environment. This guide focuses on the five operational user roles.

Logging In

Consulting firm users and client users log in at tavasis.com/login. CB users also use the same login page. ZYT administrators log in at tavasis.com/zyt/login.

Navigate to tavasis.com/login

Enter your email address and password. Your account is created by your firm manager or ZYT administrator — you will receive an invitation email with a link to set your password.

Click Sign in. You will be directed to your role-specific dashboard. Client users with access to multiple projects will see a project picker first.

⚠️ Sessions time out automatically after a period of inactivity. You will see a warning before automatic sign-out. If you have been signed out unexpectedly, simply log in again — your work is saved.

⚠️ If you have not received your invitation email, check your spam folder. Contact your firm manager or service@tavasis.com if the issue persists.

The left sidebar is your primary navigation. Each section in the sidebar corresponds to a major platform function. The top of the sidebar shows the platform name and your firm or client name.

Notifications (the bell icon) show recent activity relevant to your role — submissions, validations, revision requests, sign-off updates, and stage transitions. Each notification shows the date and time in Singapore Time (SGT).

The Reports link in the consultant sidebar is context-aware — if you are inside a project, clicking Reports takes you directly to that project's reports. If you are on another page, it shows all projects.

Consultant Manager — Dashboard

The dashboard gives you a bird's-eye view of all active projects under your firm. Each project card shows the client name, GSTC standard, current stage, and overall progress.

Creating a new project

From the dashboard, click New Project

Enter the project name, select the client (or create a new client record), and choose the GSTC standard

Assign a lead consultant and any collaborators from your firm

The project is created at Pre-assessment stage with all sub-criteria initialised

Consultant Manager — Managing Projects

Click on any project card to open the project view. The left panel shows section breakdown with progress bars. The right panel shows the review queue, validated sub-criteria, sign-off status, and reports.

Inviting client staff

From the project view, use the Team section to invite client managers and operational staff. Enter their full name and email — they will receive an invitation to set their password and access the platform. If they already have an account on another project, they will receive an email notification instead and access is granted immediately.

💡 Client managers can then invite additional operational staff from their own dashboard, without needing to go through the consulting firm.

Consultant Manager — Validating Sub-criteria

The review queue shows all sub-criteria submitted by the client that are awaiting consultant review. Sub-criteria are grouped by section (A, B, C, D) and sub-section.

Reviewing a submitted sub-criterion

Click on a sub-criterion in the review queue to expand it

Review the client's self-assessment status (Complete / Unsure / Not Complete), their notes, and any uploaded evidence files

Add your consultant observations in the text field

Choose one of two actions: Validate (accepts the submission) or Request Revision (returns to client with your notes)

⚠️ At Pre-assessment stage, the consultant's role is observation only — use Save Observation rather than Validate. The tab label shows "Observed" instead of "Validated" at this stage. Formal validation occurs from Desk Assessment onwards.

Consultant Manager — Sign-off & Reports

When all sub-criteria in the current stage are validated, a sign-off banner appears at the top of the project view. Both the consultant and the client must sign off before the stage advances.

Sign-off process

When the sign-off banner appears, click Sign off

At Onsite Audit stage, a confirmation modal appears: "Has the CB accepted all sub-criteria?" — confirm before proceeding

The sign-off status boxes show which parties have signed. Once both have signed, the stage advances and the Stage Sign-off Report is automatically generated and stored

💡 Either party can sign first. The other party receives a notification prompting them to sign.

Consultant Staff — Project View

Consultant staff access the projects they are assigned to. The project view shows two tabs: Review (sub-criteria awaiting your action) and Observed / Validated (completed sub-criteria). The tab label changes from "Observed" at Pre-assessment to "Validated" from Desk Assessment onwards.

The section breakdown on the right shows progress per section (A/B/C/D) with a progress bar and counts.

Consultant Staff — Reviewing Submissions

The Review tab is split into two queues: Submitted for review (needs your action) and Awaiting revision (you requested a revision, waiting for the client to resubmit).

Validate a sub-criterion

Click on the sub-criterion card to expand it

Review self-assessment, notes, and evidence files

Add consultant observations (required before validating)

Click Validate — the sub-criterion moves to the Validated tab

Or click Request Revision — the sub-criterion returns to the client with your notes; client is notified

Consultant Staff — Onsite Audit

When the project enters Onsite Audit, all sub-criteria carry over as validated. No sub-criteria are reset. The Validated tab shows all sub-criteria with checkbox selectors for re-activation.

Re-activating sub-criteria for CB review

If the CB points out specific sub-criteria during the onsite audit:

Go to the Validated tab

Check the checkbox next to each sub-criterion the CB has flagged

Click Re-activate selected for review (sticky button at the top)

All client staff receive notifications identifying the re-activated sub-criteria by location (section → sub-section → criterion)

💡 The re-activate button stays visible at the top of the screen as you scroll through sub-criteria.

Client Manager — Dashboard

Your dashboard shows the overall progress of your certification project: overall percentage validated (or observed at pre-assessment), section breakdown (A/B/C/D), team assignment progress, sign-off status, notifications, and available reports.

Reading the progress indicators

Observed / Validated — sub-criteria accepted by the consultant (label changes by stage)
To review — sub-criteria you have submitted, awaiting consultant action
Needs revision — sub-criteria returned by the consultant for correction
Not started — sub-criteria not yet submitted

Client Manager — Team Management & Assigned Checklist

The Team Assignment Progress box on your dashboard shows each operational staff member and the status of sub-criteria assigned to them. The Assigned Checklist page (in the sidebar) gives you a full breakdown of every assigned sub-criterion by staff member — useful for tracking who has completed what.

Assigning sub-criteria to staff

Go to the Assessment Checklist from the sidebar

Expand a section and criterion, then click on a sub-criterion

Use the Assign button to select a staff member and optionally set a due date

You can also select multiple sub-criteria and bulk-assign them

💡 Assignments can be made from the beginning of the project, before any sub-criteria are submitted. Staff see their assigned sub-criteria highlighted in their checklist.

Client Manager — Sign-off

When all sub-criteria in the current stage are validated by the consultant, a sign-off banner appears at the top of your dashboard. Only the Client Manager can sign off — operational staff cannot.

⚠️ At Onsite Audit stage, a confirmation modal appears before sign-off: "Has the CB accepted and committed to all sub-criteria?" Only proceed once you have confirmed this with your consulting team.

Client Operational Staff — Checklist

Your checklist shows all GSTC sub-criteria organised by section (A, B, C, D), sub-section, and criterion. The left panel is a collapsible tree — click any section to expand it. The right panel shows the sub-criterion detail.

Sub-criteria assigned to you are highlighted and appear in your Pending Assignments list. Sub-criteria showing a pin icon 📍 are assigned to you with a due date.

Filtering the checklist

Mine — shows only sub-criteria assigned to you
All (manager view only) — shows all sub-criteria for all staff
Status filters allow you to see only pending, submitted, validated, or revision-needed sub-criteria

Client Operational Staff — Evidence Upload

Each sub-criterion has an Evidence Files section. You can upload up to 5 files per sub-criterion (maximum 10MB each). Supported formats: PDF, Word (.docx), Excel (.xlsx), PowerPoint (.pptx), and images.

Uploading evidence

Select a sub-criterion in the checklist

Scroll to the Evidence Files section

Click Upload file and select your document

The file uploads and is immediately available to the consultant for review

💡 You can upload evidence before or after setting your self-assessment status. Evidence can be added at any time until the sub-criterion is validated.

Client Operational Staff — Submitting Sub-criteria

Once you have completed a sub-criterion's self-assessment, notes, and evidence upload, submit it for consultant review.

Select your self-assessment status: Complete, Unsure, or Not Complete

Add notes explaining your self-assessment (what evidence exists, what is still being worked on)

Upload supporting evidence files

Click Submit for Review. The sub-criterion is locked and a notification is sent to the consultant

⚠️ Once submitted, you cannot edit the sub-criterion until the consultant either validates it or requests a revision. If revision is requested, you will receive a notification and can resubmit.

Certification Body — Portal Access

CB users access a dedicated teal-branded portal that is separate from the consultant and client interfaces. CB access is granted during the Onsite Audit stage — the consulting firm sends an invitation by email, and the CB user sets their password to access the portal.

Through the CB portal, CB users can:

View the full checklist with all sub-criterion statuses
Read client notes, consultant observations, and evidence file listings
Access the four application sections (Destination Description, General Descriptions, Stakeholders & Sites, Relevant Legislation) for projects using CB-aligned checklists
Download reports generated by the consulting firm

💡 CB access is read-only. The CB does not submit or validate sub-criteria directly through the portal — they communicate flagged sub-criteria to the consulting firm, who re-activates them for client resubmission.

Certification Body — Re-activation Workflow

When the CB identifies sub-criteria that require a second review during the Onsite Audit:

CB communicates the flagged sub-criteria to the consulting firm (outside the platform, e.g. by email or in the audit meeting)

The consultant selects those sub-criteria in the Validated tab and clicks Re-activate selected for review

All client staff receive notifications identifying the re-activated sub-criteria

The client resubmits with updated information and evidence

The consultant reviews and validates; the CB can verify via their portal

This cycle repeats until the CB is satisfied. Once all sub-criteria are validated again, the dual sign-off for Certified stage can proceed.

Reports — Stage Sign-off Reports

A Stage Sign-off Report is automatically generated and permanently stored every time both parties complete dual sign-off at a stage transition. These reports cannot be deleted and serve as the formal record of the certification process.

Each Stage Sign-off Report contains:

Project and client details, assessment team, stage name and sign-off date
Sub-criterion status summary — counts and percentages for Complete, Unsure, Not Complete, and Pending
Full sub-criterion detail for every indicator: description, client self-assessment, client notes, consultant observations, completed by, assigned to, and evidence files listed
Dual sign-off record with full names and timestamps for both the consulting firm and client signatories

All previous stage reports remain available for download even after the project advances to the next stage.

Reports — Checklist Trial Report

The Checklist Trial Report is an on-demand PDF available from Desk Assessment stage onwards. It captures the current state of the checklist at the moment you generate it — without requiring sign-off.

Use the Checklist Trial Report for:

Internal review and progress updates within the consulting firm
Sharing a progress snapshot with the client at any point
A pre-submission check before sending to the CB

💡 The Checklist Trial Report is not a substitute for the Stage Sign-off Report. It does not contain sign-off records and is not generated automatically — you must request it manually from the Reports section.

Reports — Application Report

The Application Report is available for projects using CB-aligned checklists (GSTC-D-CB or GSTC-AT-CB). It is an on-demand PDF covering the four application sections required by the Certification Body as part of the certification process:

Destination Description — overview of the destination or attraction
General Descriptions — contextual background information
Stakeholders & Sites — key stakeholders and relevant sites
Relevant Legislation — applicable laws and regulations

These four sections are maintained under Project Data in the client sidebar. The client edits the content directly; the consultant has read access under their project view. The content of these sections can be updated at any time — the CB typically expects the Application Report prior to starting the certification process, but allows content to be updated as the project progresses.

💡 The Application Report covers only the four application sections above. It does not include the sub-criteria checklist — that is captured in the Checklist Trial Report and Stage Sign-off Reports.

💡 CB users can view all four application sections directly through their portal once the project reaches Onsite Audit stage — they do not need to wait for a generated PDF.

Generate the Application Report from the Reports section when ready for CB submission. It is available to both the consulting firm and the client for download.

Reference — Stage Guide

Stage	Consultant role	Client role	CB access	Reset on advance?
Pre-assessment	Observe and save observations	Self-assess all sub-criteria	None	Yes — all reset to draft
Desk Assessment	Formally validate each sub-criterion	Resubmit revisions, upload evidence	None	No — all carry over
Onsite Audit	Re-activate CB-flagged sub-criteria	Resubmit re-activated sub-criteria	Full portal access	No — all carry over
Certified	Locked — no edits	Locked — no edits	Portal access retained	N/A

Reference — Status Guide

Status	Meaning	Visible to
Not started / Pending	Sub-criterion not yet submitted by the client	All
Submitted for review	Client has submitted; awaiting consultant action	All
Under consultant review	Locked while consultant is reviewing	Client
Revision requested	Consultant returned the sub-criterion for correction	All
Observed	Consultant has saved an observation (Pre-assessment stage only)	All
Validated	Consultant has formally accepted the submission (Desk Assessment onwards)	All
Complete	Client self-assessed as fully meeting the sub-criterion	All
Unsure	Client self-assessed as partially meeting the sub-criterion	All
Not Complete	Client self-assessed as not meeting the sub-criterion	All

Need further assistance?

Contact our support team — we typically respond within one business day.

service@tavasis.com

User Manual

Platform Overview

Logging In

Navigation

Consultant Manager — Dashboard

Creating a new project

Consultant Manager — Managing Projects

Inviting client staff

Consultant Manager — Validating Sub-criteria

Reviewing a submitted sub-criterion

Consultant Manager — Sign-off & Reports

Sign-off process

Consultant Staff — Project View

Consultant Staff — Reviewing Submissions

Validate a sub-criterion

Consultant Staff — Onsite Audit

Re-activating sub-criteria for CB review

Client Manager — Dashboard

Reading the progress indicators

Client Manager — Team Management & Assigned Checklist

Assigning sub-criteria to staff

Client Manager — Sign-off

Client Operational Staff — Checklist

Filtering the checklist

Client Operational Staff — Evidence Upload

Uploading evidence

Client Operational Staff — Submitting Sub-criteria

Certification Body — Portal Access

Certification Body — Re-activation Workflow

Reports — Stage Sign-off Reports

Reports — Checklist Trial Report

Reports — Application Report

Reference — Stage Guide

Reference — Status Guide