Site access / visitor register Workflow

Do I need to set up anything before visitors can start using this?

Once your workspace publishes this template, the public sign-in form is live and visitors can start using it straight away, no installation or setup project needed. Visitors don't need an account; they just fill in the form on their phone or a tablet at the gate. You can start collecting real sign-ins the same day you turn it on.

Can my team change what's on the sign-in or sign-out form?

Yes, you can describe the change you want in plain English, or edit the steps directly in the workflow editor. For example, if you want to add a question to the sign-out form or change what the induction task asks the supervisor to record, you can update it without any development work. Earlier versions of the workflow are kept, so you can always see what changed.

Who is responsible for inducting a visitor who hasn't been on site before?

When a visitor answers 'No' to being inducted on the site, the workflow sets the visit status to Induction Required and assigns the site supervisor a task, due in a day, to induct or escort the visitor. The supervisor records whether induction was given and any notes, and that information is saved to the visit record once the task is completed. The visit only moves to On Site status after that task is done.

What happens if a visitor reports a hazard or incident on their way out?

The sign-out form asks whether the visitor saw any incidents or hazards, and if they select 'Something to report', the workflow routes it to the site supervisor. A task is assigned to the supervisor, due in a day, to record the action taken, and that action is saved to the visit record. If there's nothing to report, the visit is signed out without that extra step.

Is this suitable for sites with multiple supervisors or shift patterns?

The workflow assigns induction and hazard tasks to team members in your workspace, so you can direct them to whichever supervisor is appropriate for a given task. Anyone set up as a workspace member can be assigned these tasks, and each assignment shows up clearly on the visit record's timeline. If your site runs shifts, you'd assign the relevant supervisor to each task as it comes up.

Can visitors sign out without needing to download an app or create a login?

Yes, visitors receive the sign-out form by email and fill it in without needing an account. They record their time out and note any incidents or hazards seen, and the workflow waits for that reply before moving the visit forward. This keeps the process simple for visitors who are just passing through.

How do I know how many visitors are on site right now?

Every site visit is a record with a status such as Signed In, Induction Required, On Site, or Signed Out, and your workspace's table views and dashboards show records grouped by status. This gives your team a live view of who's on site and who still needs induction or sign-out. The record timeline also shows what happened at each step of the visit.

Does the workflow notify visitors about safety information automatically?

Yes, as soon as a visitor signs in, the workflow sends them an SMS with the site's emergency assembly point and a reminder to sign out before they leave. This happens automatically for every visitor, without any manual step from your team. If you want to adjust the wording, you can update that step directly in the workflow editor.

What gets recorded if a supervisor's induction or hazard task isn't completed?

The induction and hazard action tasks are set with a one-day due date, and the workflow waits for the supervisor's response before moving the visit to the next status. The record timeline shows the task and when it's completed, so your team can see if anything is outstanding. Each business should check this fits its own site safety and record-keeping obligations.