Altora has the ability to document user check-in records. Users will be able to check in using a tablet situated at one of the kiosk points to keep an accurate record of how many people have been on-site* and to ensure that all their induction requirements have been met and are up to date. If a user has outstanding or expired tasks, they will be notified of this so that they can complete them there and ensure all their compliances have been met.
*Please note that the check-in function is not an accurate timesheet recorder.
Where to find the Check In System:
To access the Check In system when logged into your induction system head to the top right corner and click on the 6-box rectangle next to the profile icon ( ). This will display a drop-down selection where you can click on the Check In option to head to the Check In tab.
How to Set Up 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:
- Enter the site details, including the site name, description, instructions and location. Choose to have the system automatically timeout 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/
- If your site requires terms and conditions upon checking in click "yes" and enter the terms and conditions into the text box below.
- Review the details to verify that the site details are correct
View and Manage Sites
From the menu bar, select the Check In tab and once in this section, you will be able to see a summary of all current sites.
To view current sites, they are listed under the My Sites heading, and you will need to click on the site you would like to view and manage.
From here, you can see an overview of overall users who have checked in to the site. The main display will show the user's details, what type of visitor they are when they checked in, when they checked out and their total time on site.
To view the users currently on-site, click on the Workers On Site button on the right-hand side, and a pop-up box will display all the details of all users currently checked in.
Manage 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.
From here, you will be able to manage the following sections:
Site Details
To manage the site details, this is found under the Account tab, and in this section, you can update the site name, and 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. To learn more on how to do this, please click here.
Kiosks
A site can have multiple Kiosk locations, which are each site entrance point where you would like the users to check in. Once a Kiosk has been set up, it will supply you with a location code, and from there, you can link this to your kiosk tablet so that the location is accurately recorded.
To set up a kiosk, head to the Kiosks tab, click on the Register Kiosk button, add the Kiosk name, and follow the prompts on how to link the kiosk. To learn more on how to link a kiosk, please click here.
Visitor Types & Requirements
Each visitor that checks into the Check-In system can be assigned to a specific visitor type, and each type can have its own requirements assigned to them. To create your visitor type, this is found under the Visitor Types & Requirements tab, then click on the + Visitor Type button, enter the name of the site visitor type, assign the corresponding program for this visitor type, review the details and confirm. You may add multiple visitor types and assign multiple programs to one type.
All items within a program will need to be set to "required" in order to assign them to a visitor type; if you have any tasks within the program listed as "optional", you will not be able to assign them to the visitor type.
Administrators
You can assign administrators to each individual site. To create invite admins to this site, this is found under the Administrators tab, then click on the + Administrators button, enter the details of the admin and click save. You may add multiple administrators to the one site.
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 you a 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 Timeoute:
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 for each time a user checks in to the system and/or when a user fails to pass the site requirements.
Congratulations, you have now gone over the basics of setting up your Check-In system and can start using it at your check-in sites! Please click here to learn more about how the Check-In System works on the site and user end.