Visitor sign-in for employees and contractors, and in an emergency
Visitor sign-in for employees and contractors uses one desk record with different rules for each group. Staff sign in with a pass or number, contractors have current documents, and an emergency roll call lists everyone on site. Turn on only the parts your site uses.
The essentials
- Visitors, employees and contractors are different groups, so give each its own rules rather than one form.
- In vFound, employee sign-in is off until an owner or manager turns it on, and vFound is not payroll software.
- Contractor documents count only once a team member approves them with an expiry date.
- A live roll call lists signed-in visitors and contractors, and the people list when you choose.
Three groups, three sets of rules
A front desk usually sees three kinds of people. Visitors come for a meeting and leave. Employees are expected every day and mostly need a record of where they are working. Contractors come to do a job and may need proof of insurance, an induction or a permit before they start.
One form for all three makes each group answer questions that are not meant for them. Separate rules let the desk ask a visitor for a host, an employee for nothing but a pass, and a contractor for the documents that matter.
Employees: sign-in and attendance
Some sites want employees on the same record as visitors, so that a roll call counts everyone in the building. In vFound Visitors, staff sign-in is off until an owner or manager turns it on. The site puts people on a staff list, and they sign in and out with a staff pass QR, a badge reader or an ID number at a paired kiosk, or from their own My vFound page where the site allows it.
Owners and managers can export attendance as a CSV and read a report of office and remote days. vFound is not payroll software.
Desk, room and parking booking is also off until an owner or manager turns it on. People then book, check in and cancel their own bookings from their private My vFound link, and a visitor type’s badge can print a parking permit for the vehicle registration the visitor gives.
Contractors: documents, inductions and permits
A contractor’s first visit is where most of the paperwork sits. A site can upload an agreement for visitors to read, tick and sign, and an induction with slides, a video and a quiz that vFound scores.
Contractor companies get a private link to upload their documents, which count only once a team member approves them with an expiry date, and the company’s contact is emailed before one expires. Permits to work can run through the approval stages a site sets.
Each visitor type can ask up to 40 questions, and a question can appear only when an earlier answer calls for it. A type can require a signature, drawn on the kiosk or on the visitor’s own phone before sign-in. Staff can add people to a walk-in or an invitation, each with their own pass and badge, and an invitation can let a visitor add up to 10 plus ones.
Emergencies: who is on site
In an emergency the useful thing is an accurate list. A live roll call lists every signed-in visitor, adds anyone who signs in while it runs and can include today’s expected visitors and, if you choose, everyone on your people list. Several staff can mark people safe, in need of help or not yet accounted for from their own phones, with the finished report kept.
A roll call can also send the people on it an emergency message by email or, for visitors who turned it on, a browser alert, and the private link in it records I am safe or I need help while the roll call runs. The roll call holds visitors, contractors, the people list when chosen and people added by hand. You can also print the list of visitors in the building, and a site can set the most visitors signed in at once.
Run a drill and read the report afterwards. A list is only useful if the people on it are the people who are really there.
What vFound does not do
vFound is not payroll software, and employee sign-in is off until a site turns it on. A contractor’s document does not count until a team member approves it with an expiry date. An emergency message goes by email or, for visitors who turned it on, a browser alert, so keep your own emergency procedure alongside the roll call.
A roll call is a list your team marks from their own phones, with the finished report kept. It sits alongside the plan your site already follows.
A short checklist
- Name your groups: visitors, employees and contractors, or whichever your site has.
- Decide what each group must show before it signs in.
- If employees will sign in, choose a pass, a badge reader or an ID number.
- Set an expiry date on every contractor document and decide who approves it.
- Run a roll call drill and check the list against the people really there.
To try these settings, request your free trial. It is a 14-day free trial we set up with you, then yearly by invoice. The full list is on the visitor management software page.
Frequently asked questions
Can employees sign in too?
Yes, when a site turns it on. Staff sign-in is off until an owner or manager turns it on. The site puts people on a staff list, and they sign in and out with a staff pass QR, a badge reader or an ID number at a paired kiosk, or from their own My vFound page where the site allows it. vFound is not payroll software.
How do contractors prove their documents are current?
Contractor companies get a private link to upload their documents, which count only once a team member approves them with an expiry date. The company’s contact is emailed before one expires.
What does an emergency roll call list?
It lists every signed-in visitor and contractor, adds anyone who signs in while it runs, and can include the people list when you choose and people added by hand. Several staff can mark people safe, in need of help or not yet accounted for from their own phones.
Visitors register on their phone or your paired kiosk, their host hears at once, and a live roll call shows who is safe.