Contractor sign-in software: your questions, your terms, a pass for every trade.
Contractor sign-in software records which contractors are on site, who invited them and what they agreed to. vFound Visitors lets contractors sign in from a QR sign, accept your site rules and appear on a live list your team can use for a fire roll call. It costs US$67/month per site, billed yearly at US$804.
vFound Visitors is contractor sign-in software for facilities and site managers: each trade answers your questions, agrees to your terms and arrives with a pass that works on every day of the job.
A paper contractor book cannot tell you who has been approved, who agreed to the rules or who is on site this morning. Here the desk approves the request, the host is emailed each day and the In now list shows who is signed in.
A contractor keeps one pass for the length of the job. It repeats on weekdays.
14-day free trial we set up with you, then yearly by invoice.
Reviewed
Fit and limits
- Who it is for
- Facilities and site managers whose contractors answer your questions, agree your terms and carry a pass that works on every day of the job.
- Price
- US$67/month per site, billed yearly at US$804. 14-day free trial we set up with you, then yearly by invoice.
- What it replaces
- A paper visitor book at the front desk, with sign-in from a phone, an email to the host and a printed badge.
- What it does not do
- It does not verify ID documents automatically, use facial recognition or check watchlists. Staff can record a visual check of a physical ID.
- The visitor roll call is not an employee attendance register.
- Only with vFound Enterprise
- More than one site, single sign-on, two-step sign-in and deployment in your own country are only available with vFound Enterprise, which is scoped and priced for your organisation. What Enterprise includes
Key facts
| Price for one site | US$67/month per site, billed yearly at US$804. Prices in EUR, GBP, CAD and AUD |
|---|---|
| What is included |
|
| Limits | No limit on records, team members or storage. Other limits: 50,000 people on the people list, shared by Parcels, Equipment and Visitors, 10,000 self-service kiosk actions per site a day, 10 API keys and 25 webhook addresses. |
| Languages | Visitors see pages and emails in 13 languages: English, Spanish, French, German, Dutch, Italian, Portuguese, Polish, Swedish, Turkish, Japanese, Simplified Chinese and Arabic. The staff workspace is in English, Spanish, French, German, Dutch, Italian and Arabic. |
| Where data is held | Hosted by OVHcloud in Singapore, with an encrypted copy of backups in Canada. When AI assistance is on, vFound AI reads the photo or text in Australia. Deployment in your own country comes with vFound Enterprise. |
| How to start | 14-day free trial we set up with you, then yearly by invoice. Request a trial |
Facts from the field
Figures and rules published by operators, regulators and industry bodies, each linked to its source.
- The UK Health and Safety Executive says principal contractors must give every worker a site-specific induction and take steps to prevent unauthorised access to the site. Health and Safety Executive
- UK government guidance says workplaces should carry out at least one fire drill a year and record the results. GOV.UK
A week on site for a contractor, from request to sign-out
A mechanical contractor starts on Monday and will be on site for five days. You do not want the same details typed every morning, and you do not want an unknown name in the building.
Read more
- 1Request
Ask or invite
The contractor asks for a pass on your registration link, or staff invite them with a name, a company and the job dates. Public registration starts switched off and is protected by a captcha.
- 2Answer
Your questions, your terms
The Contractor type asks up to ten questions of your choosing, as text, a dropdown, a checkbox or a date, such as a work order number or a vehicle registration, and shows your site terms. The text the contractor agreed to is kept with the visit.
- 3Approve
The desk decides
The starter Contractor type waits for approval, and a request for more than one day always does, whatever the type. Approval sends the pass, and a visitor cannot be signed in until it is approved.
- 4Each day
One pass, every valid day
A daily or weekday pass reuses one QR code on each valid day, in your site's time zone, and the host is emailed each day. Anyone still signed in after the day ends is signed out automatically once they have been in for 12 hours.
The request that waits for the desk
A contractor asks for five days on your registration link. Nobody gets a week-long pass without a person agreeing to it, because a request for more than one day from the public link always waits for approval. A public request can start within the next 12 months and last up to 30 days.
The desk approves or denies a contractor request. The terms the contractor agreed to are kept.
Read more
Staff who invite a contractor themselves create an approved visit. For a contractor who walks in, the desk can require a private visitor photo and a staff check of a physical photo ID, set per visitor type. vFound records who checked and when, not an image or number of the ID.
Rehearse a contractor's first week
In the 14-day trial, set the questions and terms on your Contractor type, turn on public registration, then ask for a pass for several weekdays from the registration link. Approve it, sign the contractor in and look at what the host is emailed.
Check the fit for your site
Read more
| Your requirement | Fit | What to check |
|---|---|---|
| Your own questions and terms for contractors | Yes | Each visitor type has up to ten questions (text, dropdown, checkbox or date), its own terms and badge colour, and its own retention period from 7 to 365 days. |
| Approval before a contractor can sign in | Yes | The starter Contractor type waits for the desk. You can change that for each visitor type. |
| One pass for the length of the job | Yes | Daily or weekday passes reuse one QR code on each valid day. Each person has their own pass. |
| Photo badge and a staff check of a physical photo ID | Optional | Both are switched on per visitor type. There is no automated document verification and no facial recognition. |
| Check insurance, licences or training records | No | vFound does not verify those. Ask the question on the form if you want an answer on file, and keep the checks in your own process. |
| One pass for a whole crew | No | Each contractor has their own visit, pass and sign-in, so the list and the roll call show each person. |
| Open doors or issue permits to work | No | vFound does not control access hardware. Webhooks and the API can tell your own systems when a visitor signs in. |
One workspace for everything your desk looks after.
Questions from the gatehouse
Can a contractor sign in on several days with one pass?+
Yes. A daily or weekday pass reuses one QR code on each valid day, in your site's time zone, and the host is emailed each day. A request from the public registration link can last up to 30 days.
Does vFound check contractors' insurance or licences?+
No. vFound does not verify insurance, trade licences or training records, and it does no automated ID verification or facial recognition. You can ask for a certificate number on the form and check the paperwork in your own process.
Can we stop a contractor signing in until someone approves them?+
Yes. The starter Contractor type waits for the desk to approve, you can change that for any visitor type, and a request for more than one day from the public link always waits. A visitor who is not yet approved cannot be signed in.
Can contractors agree to our site rules before they arrive?+
Yes. They see your terms and agree when they request a pass on the registration link, or at their first sign-in at the desk or a kiosk. The text they agreed to is kept with the visit.
Can we ask each contractor for a work order number?+
Yes. A visitor type can ask up to ten questions, each required or optional, and the answers stay on the visit. Typical examples are a work order number, the trade company or a vehicle registration.
How long does vFound keep contractor visits?+
You choose a period from 7 to 365 days for the Contractor type, or follow the site default of 365 days. After that the finished visit, its sign-in sessions, any visitor photo and any signature are deleted. You can export visits at any time.
What should a site look for in contractor sign-in software?+
Look for contractors accepting your site rules before they arrive, passes for several days, approval before a first visit and a live list for a fire drill. vFound Visitors covers these; it does not check contractors' insurance or licences.
Give the next trade a pass before they arrive.
Request your free trial: a 14-day free trial we set up with you, then yearly by invoice.
Request your free trial