Contractor sign-in software: your questions, your terms, a pass for every trade.
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.
Valid card required. Cancel before day 14 to avoid the yearly charge.
Updated
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.
- Request
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.
- Answer
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.
- Approve
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.
- Each day
One pass, every valid day
A daily or weekday pass reuses one QR code on each valid day, in your venue'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.
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.
Check the fit for your site
| 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. |
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. A valid card is required.
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 venue'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 venue 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.
Give the next trade a pass before they arrive.
Start your 14-day free trial. A valid card is required; cancel before day 14 to avoid the yearly charge.
Start your 14-day free trial