Getting started with Check In

As an add-on to Altora's induction system, we also offer a Check In system that will log when your workers are on site and will automatically check whether they are meeting their compliance requirements. 

Where to find the Check In System:

To access the Check In system when logged into your induction system, click on the Check-In tab on the navigation menu.

 

Task roadmap

Here's an overview of the tasks we'll cover in this article.

• Step 1: Create a New Site
• Step 2: Managing Site Settings
• Step 3:  Setting Up Kiosks or Mobile Check-In
• Step 4: Managing Visitor Types and Requirements
• Step 5: Assigning Administrators
• Step 6: Adjusting Site Preferences and Notifications
• Step 7: Viewing and Managing Sites

Step 1: Create a New Site

To create a new site for users to Check-In click on the button in the top left corner next to the My Sites title and follow the prompts to create the new site:

1. Enter the site details, including the site name, description, instructions and location. Choose to have the system automatically time out a user's Check In after a set amount of time or prevent workers from checking in if they have not met the site's requirements.
2. If your site requires terms and conditions upon checking in, click "yes" and enter the terms and conditions into the text box below.
3. Review the details to verify that the site details are correct

Step 2: Managing Site Settings

To access the Site Settings, hover on the three dots in the top-right corner and then click on Site Settings, which will take you to the settings menu.

In the Site Settings, you can manage the following: 

• Site Details
• Appearance
• Preferences
• Notifications

Site Details

To manage the site details, this is found under the Account tab, and in this section, you can update the site name, description and also delete the site. Ensure you click the "Save" button to carry any changes made. 

To delete a site, this is done by clicking the Delete Site button at the bottom of this section; however, it is best to use caution, as this will permanently delete the site along with all the check-in records.* 

*We advise that you export all check-in records before deleting a site. 

Appearance

To manage how your Check In system will appear on your workers' end, this is done in the Appearance tab. In here, you will be able to customise the colour scheme, welcome image and welcome message. 

Preferences

The Preferences tab will allow you to adjust and manage site preferences such as  Conditional Check-In, Terms & Conditions and Check-In time. 

Conditional Check-In:
Allows you to set whether you allow a user to check in regardless of whether they have met 
all requirements for that site. Clicking yes, will disallow the user the ability to check 
in until they have passed all the requirements for their visitor type.

Terms & Conditions:
By turning this on your terms and conditions page will appear when the user attempts to 
check in which they will have to agree to before being able to proceed.

Check-In Timeout:
Set the maximum hours for the system to auto check out a user if they have not done so 
manually, by setting this number as 0 it means that the user will never have a check out
time against their record unless they do check out manually.

Notifications

The Notifications tab allows you to set whether the admins linked to the specific site will receive notification emails each time a user checks in to the system and/or when a user fails to pass the site requirements. 

Step 3: Setting Up Kiosks or Mobile Check-In

There are two methods in which your users can check in: Mobile Check In or Kiosk. 

• Mobile Check In: Allows users to scan a QR Code to check in on their own device
• Kiosks: Set up a company device (e.g. tablet at a front desk) for the users to check in

Mobile Check-In

Mobile Check-In allows users to scan the QR code using their own device to check in. Here’s how to set them up:

1. Navigate to the Mobile Check-In section under Assets.

2. Click On under the "activate your QR code

3. Print the QR code or display it on a sign so users can scan it.

Kiosk

Kiosks are physical stations where users can check in. Here’s how to set them up:

1. Navigate to the Kiosks section under Assets.

2. Click Register Kiosk and follow the prompts to set up the kiosk.

3. Link the kiosk to a tablet by heading to the URL provided and entering the Unique Code to link it up. 

Step 4: Managing Visitor Types and Requirements

Visitor types define the categories of people who check into your site (e.g., workers, visitors, contractors). Each type can have specific requirements (e.g., inductions, compliance tasks).

There are two ways a person can check in:

Without an account: They simply enter their details and don’t need to have completed any inductions.

With an account: They must enter either their mobile number or user ID linked to their user profile so the system can check if they’ve completed all required site tasks in their assigned program.

1. Under Visitor Types & Requirements, click + Visitor Type to create a new visitor type.

2. Assign a Program for each visitor type, and mark which tasks are required.

   • Important: Only tasks marked as “required” can be assigned to a visitor type.

3. Optional: To allow check-ins without an account, just toggle “Allow non-registered users to enter a site” to On.

Step 5: Assigning Administrators

You can assign administrators to each site:

1. Go to the Administrators tab under Site Settings.

2. Click + Administrators and enter the details of the new admin.

3. Multiple administrators can be added to a site.

Step 6: Adjusting Site Preferences and Notifications

In the Notifications section, you can enable email notifications for admins when users check in or fail to meet site requirements.

Step 7: Viewing and Managing Sites

Once you’ve created sites, you can view and manage them:

1. Go to the Check-In tab in the menu bar.

2. Under My Sites, select the site you want to manage.

3. You’ll see a list of users who have checked in, including:

   • User details

   • Visitor type

   • Check-in and check-out times

   • Time spent on-site

To see users currently on-site, click Currently On Site. A pop-up will show a detailed list.

Congratulations! You’ve now set up the Check-In system for your site. This will help you manage inductions, track compliance, and ensure smooth site operations. For more details on how to use the Check-In system on the user side, click here.