8 Induction Portals
What is an induction portal?
An induction portal is your site’s own web page for online inductions. People sign up there, log in and do your inductions for that site. Each site has one portal with its own link. You can protect it with an auth key and add your colours, background and instructions.
Rules to know
- Plan: every site can have a portal, on every plan. You can change its look on every plan too.
- Who: the Account owner, Administration Users, Site Administrators and Site Managers can change a site’s portal. Site roles only see their own sites.
- Auth key: if you set one, people must type it as the Portal Authorisation Key when they sign up or log in.
- Send with invite: your special instructions are added to the email invites for that site.
- Do Not Verify Inductee: people can start without confirming their email address first.
- Turning the portal off: the link stops working. The site’s sign-in kiosk and incident reporting link stop too.
What you’ll need
- An admin login with access to the site, from Site Manager up.
- A site. See Multiple Portals to add one.
- A background photo, if you want one.
Open a site's portal
- In the left menu, click Sites / Portals, then click your site’s name.
- Click the Induction Portal tab.
Portal still off? Click the orange Enable Portal button first.
Share the portal link
- On Access, click Copy next to Public Link of Induction Portal.
- Send the link to your people, or put it in your own emails.
- For a poster, click Show Print Details and print the page with the QR code.
Protect it with an auth key
- Under Auth key, click Create Key.
- Give the key to the people who need it.
To make a new key, click Change. Click Remove to open the portal to anyone with the link.
Change the look
- Click the navy Look and Feel button on the left.
- Click the Site Colour box and pick your colour.
- Click Upload Background Image and pick a photo.
- Under Login form position, click an arrow to move the login box.
Add special instructions
- Click the navy Special Instructions button on the left.
- Click Edit, then type your instructions.
- Switch on Send with invite to add them to your email invites.
- Click Attach file to add a document, such as a site map.
- Click the orange Save button.
Choose the advanced settings
- Click the navy Advanced Settings button on the left.
- Switch on what you need. Each change saves straight away.
- Request Company Name: people type the company they work for when they sign up.
- Show Policies: adds a Policies page to the portal with your policies.
- Do Not Verify Inductee: skips the email check when people sign up.
- Show Legal Agreement: people must click Confirm and Proceed on a warning about false records, or they’re logged out.
- Used on shared Device: people are logged out when they finish an induction, so the next person can’t see their details.
- Text For Email Type: the hint shown in the email box.
- Show this portal in the portal hub: lists this site on your Portal Hub. See Multiple Portals.
Tip
The other buttons on the left change the site’s Address, its name (Change Site Title) and its contact person (Edit Contact Details). See Updating Portal Contact Details.
Turn the portal off
- Click the red Disable Portal button at the bottom left.
- Click Disable to confirm.
Your inductions stay as they are. Click Enable Portal to turn it back on.
What people see on your portal
People open your link and see your logo, colour and background, with the login box where you put it.
New people sign up with their name, email or mobile and a password. If you set an auth key, they type it under Portal Authorisation Key.
Once logged in, they see their inductions. The menu on the left also has Company Info, plus Special Instructions and Policies if you set them up.
Done! What happens next
- People can sign up on your portal and start their inductions.
- Your colours and background show straight away.
- Your instructions go out with each new email invite, if you switched on Send with invite.