Setting up a Visitor Register

This article will guide you through Configuring a Visitor Register in Site App Pro. If you are interested in locking down your device to act as a Kiosk, you can learn more here.

The Visitor Register/Kiosk allows visitors to check in and out of a site through a self-service kiosk or QR Code. This allows general contractors and visitors to sign in to Site App Pro (SAP) without downloading the SAP mobile app. This streamlines the site induction process, reducing queues and delays in onboarding.

To get it up and running, there are 3 main steps:

1. Create Forms to be used by your Visitors
2. Set up your Visitor Register settings
3. Customise your Site Details and activate your Kiosk
4. How does the Visitor user role work?
5. Reporting
6. Technical Information

Creating Kiosk/Visitor Register Forms

Use the Form Builder to create your Visitor Register forms/templates. We recommend creating a form per group. E.g. one for first-time Visitors, one for returning employees or contractors. We'll talk about this more in Visitor Register settings and the journey for first-time and returning visitors

1. To get started, go to Admin Console > Forms page.
2. Create a new form using the orange Add button.

Then link the form to your Visitor Register function:

1. Open the Form Settings

2. Toggle the Form Category to Visitor Register

   
   

You can build unique forms for Visitors and Employees for a complete setup. We can configure these to match journeys for each group! This will be explained in the next section.

Setting Up Your Visitor Register

To set up your journey:

• Go to Admin Console > My Business > Visitor Register

For some context, when someone opens the Kiosk, they choose whether they are a visitor, subcontractor or employee. You can set up different Journeys depending on which one they choose. E.g. selecting "Contractor" opens your contractor journey.

First Time vs Returning Journeys

If it's a worker's visitor's first time entering their details into the register, this will prompt the First Time journey. If Site App Pro recognises their email address, they will be sent to the Returning journey.

Set the default forms for First-Time and Returning journeys for all Visitor types, or leave it Blank if no forms are needed.

Be sure to select Save to confirm your changes.

Site Category Override:

Need different forms for different locations? You can override the default set of forms by setting up an Override based on the site category field.

Select Add form override > Select the Site Category > Select what form you would like to appear instead. Repeat this process if needed for First-Time or returning public visitors, subcontractors or employees.

Ensure you have set a Site Category before trying this:

1. Head to Sites
2. Click the pencil icon against the site
3. Locate the Site Category field
4. Enter your Category in the text field
5. SAVE

The category should then appear in a drop-down list when selecting your Site Category Override.

Setting an Acknowledgement

Before your visitor can check into the site, they will be prompted to read an acknowledgement. You can edit this in the text field to suit your needs. This acknowledgement will apply to all sites.

Set additional notes relevant to your site from the Site settings.

Setting Up Site-Specific Details

The default settings of your Kiosk have been set up. Now it's time to configure your Kiosk for your sites individually. I'll run you through setting emergency, evacuation details, and finally activating your Site Kiosk.

Setting up Health & Safety Information for your site:

The Visitor Register allows you to add important site-specific information such as:

• First Aid Location,
• Assembly Area
• Fire-fighting equipment location
• Medical Centre Name
• Medical Centre Address
• Additional Entry Notes

To add this information to your Visitor Register/Kiosk:

1. Navigate to Sites
2. Click the pencil icon against the Site
3. Under Site Details, scroll down to Health & Safety
4. Add your details as required for that site
5. SAVE your changes

Once your Visitor Register is set up, this information will be available to any visitors.

Activate your Kiosk:

To do this:

1. Go to your Sites (this could be customised to "Jobs" or another term)

   

2. Click the pencil icon against a Site
3. Go to Visitor Register
4. Click Create QR Code
5. Print QR Poster
6. Go to track.siteapppro.com/kiosk

7. Input your Site Code

   

Site Code

The Site Code is a code that is generated for each QR Code and Visitor Register. You can provide this code to anyone who wants to check into your site instead of using the QR Code.

Simply go to track.siteapppro.com and enter your code to access the Visitor Register for that site.

The "Visitor" role

The problem that this feature is trying to solve is to reduce administrative load, waiting times, and onboarding. To do this, we've introduced a way that staff can essentially create their own staff record (as opposed to it being made by an Admin). The trick is doing this in a way that does not chew into your account's total number of paid seats.

Team icon vs User icon:

When someone uses the visitor register, their name is entered into the system as a Team member. This role is a limited user role and does not use a paid seat. This means that the team member cannot:

• Log in to the Mobile App
• Complete other forms (beyond the ones you have set up for the visitor register)
• Receive App push notifications

To access this functionality, you can promote them to occupy a seat. By having a seat, you can log into the Mobile app to complete forms outside of the Kiosk.

To do this:

1. Log in to the Admin Console > Team & Users

2. Find the Team record (select the Visitors Only checkbox to filter your list by Visitors)

   

3. Click the Pencil Icon

4. Select Add with User Login

   

5. Input their email address and a password
6. SAVE

This will send them a Welcome email from Site App Pro, with prompts to reset their password.

Reporting and Visitor Log

Mobile Visitor Log

When using the Mobile App, users who are Tablet Managers, Managers, or Admin can view a list of Visitors still checked into the site.

To view this Mobile log:

1. Log in to the Mobile App
2. Click the Menu icon in the top left-hand corner
3. In the list, select Sites
4. Tap on the site you would like to view
5. In the top right-hand corner, select Check-ins
6. Then select visitors

Any visitors currently checked into the site will appear in the list.

Reporting

When it comes time for reporting, you are able to use the Visitor Log to export visitor check-in data.

To do this:

1. Log in to the Admin Console
2. Go to Sites
3. Click the pencil icon against the site you would like to view—Should open site settings
4. Select the Visitor Log tab
5. Customise your Date Range—this should show all Visitors in that period
6. Select the Export button to export your visitor log to CSV

Technical Information

Internet Connection Requirements

The Visitor Register/Kiosk is web-based, requiring a stable internet connection to function. If your site lacks connectivity or is in a remote location, the Kiosk will not work. Instead, we recommend setting up individual logins for remote workers so they can utilise the mobile app, which supports offline mode.

Additional Considerations:

• Limited connectivity (e.g. 3G) may cause syncing issues.
• Always test your connection strength before relying on the Kiosk for check-ins.

Device Use and Data Privacy

It's important to use one dedicated device per Kiosk and Site. OR, one device per person (if using a QR Code).

When someone uses the Visitor Register, their information is temporarily stored in the browser's cache on that specific device. This helps the system recognise returning users and guide them through the correct journey. However, this cached data is not shared between devices for privacy reasons.

Things to be mindful of when using multiple devices:

• If a user starts a First-Time journey on one device, then tries to check in on a different one, the system won't recognise them.
• This means they’ll be taken through the First-Time journey again instead of the Returning one.

To ensure a smooth and consistent check-in experience, stick to one device per site, or one device per person (if utilising your QR Code)