15 Sign In Out
What is Visitor Management?
Visitor Management is your digital sign-in book. Employees, visitors and contractors sign in and out on a tablet at your site, or on their own phone. You always know who is on site. The kiosk can also make sure people have passed your online induction before they sign in.
Rules to know
- Plan: included on every plan, from Lite to Enterprise, and in the free trial. Every site gets its own kiosk at no extra cost.
- Portal first: a site’s Visitor Management tab only appears once its induction portal is on.
- Who: the Account owner, Administration Users and Site Administrators can change the settings. Every admin user can see who’s on site and sign people out. Site roles only see their own sites.
- Employees: sign in with their mobile number only. They must already be in People with an Employee Type such as Full Time, Part Time or Casual.
- Inductions: people must have passed the inductions you pick for their type, on the kiosk and on their phone. Expired inductions don’t count.
- Some, not all: set Must Complete At least to ask for only that many of the picked inductions. 0 means all of them.
- Allow today: letting a blocked contractor in for the day doesn’t skip the inductions.
- Sign-in types: people only see the types you switch on. Signing out doesn’t ask for a type.
- Emails: the person someone came to see gets an email when they sign in or out, if you switch it on. If they tap Person not listed, everyone who manages the site is emailed instead.
- Mobile numbers: if someone types a mobile that belongs to another person, they must confirm it with a text code. The kiosk never shows the other person’s name.
- Contractors: on the Enterprise plan, contractors’ workers are also checked by Contractor Management.
- Labels: printing visitor labels needs an IFW Print Server from us, Brother QL label printers (e.g. QL-800, QL-820NWB) and DK-22205 62 mm label tape.
- Kiosk only: labels print from a kiosk tablet set up with a print location, not when people sign in on their own phone.
- What’s on the label: your logo, the person’s name, their company, their sign-in type, the time they signed in, and their photo if you ask for one.
- Print window: a label waits up to 20 minutes for the printer, and only while the person is still signed in. Each label prints once.
What you’ll need
- An admin login. To change the settings, you need to be the Account owner, an Administration User or a Site Administrator.
- A site with its induction portal switched on. See Induction Portals.
- A tablet for the kiosk, or a printer for a QR code poster.
See who's on site
- In the left menu, click Visitor Management.
It opens on everyone who is signed in right now.
- Use the From, To, site and status lists at the top to find other visits.
- Someone forgot to sign out? Click the red Force Sign Out button next to them.
- Type a reason, then click Sign Out.
Tip
Click Export, top right, to download the list as a CSV or PDF file. Click Print for a paper copy.
Choose who visitors can see
- In the left menu, click Sites / Portals, then click your site’s name.
- Click the Visitor Management tab.
- Under Who can visitors be here to see?, search for a colleague and pick them.
- Switch on Notify On Sign-In and Notify On Sign-Out to email them.
- Under Employee, Visitor, Contractor and Other, switch Visible off for any type you don’t use.
- Switch on Request Sign-In Image to take a photo when people sign in.
- Click Customize Form to ask a type your own questions.
- Click the orange Save button at the bottom.
Choose the inductions people must pass
- Click the navy Onsite Kiosk Settings button on the left.
- Open the Available Induction Courses list.
- Tick the inductions under Employee, Visitor, Contractor or Other.
- Under Must Complete At least, type how many they must pass. Leave 0 for all.
- Click the orange Save button.
Set up the kiosk tablet
- On Onsite Kiosk Settings, scroll down to Installation.
- On the tablet, scan the QR code, or open the link below it.
- Follow the steps on the tablet’s screen.
- Leave the tablet at your site entrance, on the Welcome screen.
Let people sign in on their phone
- Click the navy Contactless Settings button on the left.
- Click Show Print Details and print the page with the QR code.
- Put the poster up at your site entrance. People scan it with their phone camera.
Print visitor labels
- Click the navy Print Locations button on the left.
- Type a Device Name, such as Reception, then click Add Device.
- Follow the Quick Setup Guide on the same page to connect the printer.
- Click Onsite Kiosk Settings and pick the printer in the Print Location list.
- Open the new Installation link on the tablet next to that printer.
- Sign in once on the tablet as a test, and check that a label prints.
- To rename or remove a printer, click Edit or Remove next to it under Configured Print Locations.
Every label uses the same standard layout: your logo, the person’s name and company, their sign-in type, the time and their photo.
What people see at the kiosk
People tap Sign In on the Welcome screen. It works the same on the tablet and on their phone.
They then choose Employee, Visitor, Contractor or Other.
- Employees type their mobile number. If they aren’t in People with an Employee Type, they see We couldn’t find you.
- Everyone else types their name, mobile and company. If they still need inductions, they see Inductions to complete and do them there.
- Next, they answer your own questions, if you added any.
- Visitors, contractors and others then pick who they’re here to see, or tap Person not listed. They sign with their finger and agree to your policies.
- Last, they take a photo, if you asked for one.
While it saves, the button shows Signing in. They then see You’re signed in!. If you set up a print location, their label prints.
To leave, they tap Sign Out and type their mobile number. They see You’re signed out!.
What people see on their phone
When people scan your QR poster, their phone opens the same kiosk screens as the tablet. They tap Sign In, then see I am a… and Choose how you’re signing in today.
They only see the types you switched on.
If they still need an induction, they see Inductions to complete before they can sign in. They tap Start next to each one, or Resume to carry on.
If you set Must Complete At least, it says Complete at least and the number left. Once they’ve done enough, they tap Next and carry on signing in.
Contractors’ workers go through more checks, and can be turned away. See Contractor Management.
Done! What happens next
- Everyone who signs in or out shows under Visitor Management, with the time and their photo.
- The people they came to see get an email, if you switched it on.
- Labels print at the print location you picked.
- Labels that don’t print within 20 minutes are skipped. Check the printer is on and has DK-22205 tape loaded.