Help Centre

If certain fields—such as phone number, name, email, or company—are not required for sign-ins at your locations, you can easily disable them in the settings. Follow these steps:

1. Navigate to Settings in your dashboard.
2. Select the Locations tab.
3. Locate the field you wish to turn off.
4. Set the corresponding option to “No” to disable it.

Once updated, the selected field will no longer appear during the sign-in process.

Safety Notices and Conditions are important instructions, warnings, and requirements that visitors must be aware of when entering a site/location. These may include policies such as no smoking on-site, requirements for personal protective equipment (PPE), or other safety protocols specific to your organization and/or location.

You can configure these notices in Settings under the Locations tab as a company-wide setting to ensure they are displayed to visitors at all locations. Additionally, you can extend these notices at a Location level, allowing for location-specific safety requirements to be added.

Adding your logo to the Visitor Sign-In system is a simple way to enhance your organisation’s brand presence and ensure a cohesive visual identity across the sign-in experience and professional reports used internally.

How to Add or Update Your Logo

1. Navigate to Settings: From your admin dashboard, click on Settings.
2. Open the General Tab: Select the General tab to access branding options.
3. Upload Your Logo: Under the Logo section, click Choose Image and upload your desired image file.

> Tip: This change applies globally. To customise the logo for a specific location, go to the Locations menu, select the desired location, and update the logo within that location’s settings.

Logo Guidelines

For the best visual results across devices and print formats, we recommend:

• A high-quality logo with a resolution suitable for scaling.
• Minimum dimension: 500 pixels on the shortest side.
• Maximum dimension: 1500 pixels on the longest side.

A well-crafted pre-sign-in message helps set the tone for your visitors, offering a warm welcome, providing important instructions, and reinforcing your commitment to safety, hospitality, or compliance. It ensures clarity before the sign-in process begins and can reduce confusion or delays at reception.

How to Enable a Pre Sign-In Message

To set up a custom message for a specific location:

1. Go to the Locations menu from your admin dashboard.
2. Select the location where you want the message to appear.
3. Scroll down to the Pre Sign-In section.
4. Enable the Show Pre Sign-In Message? toggle by selecting Yes.
5. Enter your message in the field provided.

Visitors can view and select staff members during sign-in, automatically notifying the selected staff member via SMS and/or email upon the visitors arrival. Staff visibility can be set for all locations or limited to a specific site. There are two steps to enabling this feature.

1. Enable the ‘Staff Directory’ for your location

• To enable Staff Directory for a location, simply go to your Location’s settings and scroll down to (and select) the option for ‘Show Staff Directory?’.

2. Add staff member/s:

1. Go to Staff in the admin dashboard.
2. Click the plus (+) icon in the top-right corner.
3. Enter the staff member’s contact details and select their associated location.
4. Go down to Notifications and enable email and/or SMS alerts for sign-in and/or sign-out events.

To set how long visitor and staff entry records are kept before automatic deletion, log into the Visitor Sign-In dashboard, go to Settings, select the System tab at the top, then scroll to the Visitor / Staff Settings section. Under the Auto-Delete option, you can choose your preferred data retention period (e.g. 30 days, 90 days, etc.). Entries older than the selected timeframe will be permanently removed, helping ensure compliance with privacy policies and data retention requirements.

A map containing an accurate ‘location position marker’ is used to represent your Assembly Point in the instance of an evacuation. This map is digitally provided to visitors in the occurrence of an evacuation. This is set in a Location’s settings, and uses Latitude and Longitude coordinates for accuracy. A link is provided in the Location’s settings to obtain the coordinates.

Visitor Sign-In allows you to customise your sign-in form fields to meet your specific requirements. You can add textfields, text areas, drop downs and radio buttons.

You can include standard fields such as name, contact details, company name, and purpose of visit, as well as additional options like vehicle registration, emergency contacts and site-specific compliance acknowledgments.

To add additional custom fields to your sign-in form, start by logging into the administrative dashboard. Once logged in, navigate to the Settings option in the left-hand menu. From there, select the Locations tab at the top of the screen. Scroll down until you reach the Additional Fields section, where you can add and customise the fields as needed. This will ensure that your sign-in form includes the necessary custom fields across all locations.

Yes, Visitor Sign-In offers a range of customisation options to ensure the system fits your specific needs. You can tailor branding elements like logos and colours, configure check-in fields to collect relevant visitor details, and set up automated notifications for arrivals.

Additionally, the platform allows for inductions, and the ability to broadcast evacuation events, making it adaptable for industries such as education, healthcare, and construction.

Visitors don’t need to repeat or re-enter information upon return visits. The system is designed to remember returning visitors.

If the option ‘Save Details for Future Visits’ has been selected by the visitor/contractor upon signing in on their first visit (and they have previously completed an induction), then they will not be required to undertake the induction again upon subsequent sign-ins. The only exception to this rule is if there has been a change, update or amendment to the induction content, then the returning visitor will be required to undertake the updated induction. This ensures a streamlined experience for repeat visitors while maintaining compliance for new entrants and for all visitors when information changes.

In the dashboard area, click ‘Locations’ in the menu. Beside the location you want to print, click the 3 dots, select ‘Print QR code (A4)’. This will open a PDF printout which you can then print.

Visitors and contractors use Visitor Sign-in’s user-friendly interface to sign in upon arrival. They simply enter their details using a tablet, smartphone, or desktop at the designated check-in station. The system securely processes and stores visitor information for easy retrieval.  Businesses may require visitors and contractors to undertake a digital induction, provide specific information or have a photo taken upon sign-in as part of the registration process.

The QR-based visitor pass is a digital or printed pass containing a unique QR code that allows visitors to check in quickly and securely via a Visitor Sign-in kiosk screen. It eliminates the need for manual entry and speeds up the sign-in process. Visitors can receive their QR pass via email sent directly to their inbox for easy access, SMS delivered to their phone for quick retrieval, or printed as a physical copy they can present for future visits.

With Auto Sign-out, you can set/specify a period of time that a visitor or contractor is authorised to be at your location. To make sure contractors only remain on site for a specific period of time, specify a period of time in the location settings, and reference the timeframe in the Terms and Conditions, which is accessible through your location’s settings.

To help ensure visitors, contractors and/or staff are on-site when signing in, you can set up the Geofencing feature to help ensure sign ins are happening at your location rather than remotely. Whether visitors are using a kiosk provided at your location, or their own personal device to sign in, you can establish a radial check to ensure they are within the required distance of your location before you grant access. Geofencing can be set by going to the Sign-in Requirements section within your location’s settings and enabling Geofencing and setting a radius.

SMS credit is used for sending SMS notifications to your visitors and staff.  To add more credit to your account, simply sign into your Visitor Sign-In dashboard, go to ‘Settings’, then select the ‘Subscription’ tab at the top. From there, select ‘Add Credit’ and choose a credit amount from the pre-defined options available.

Yes, security is our priority. We use industry-standard encryption to ensure all data is protected, and comply with privacy laws, keeping your visitors’ information safe and secure. You can set a period of time that data is stored for, making sure you are meeting compliance associated with keeping visitor and contractor history for your industry.

Visitor Sign-In securely stores all data on Australian servers, ensuring compliance with local privacy and security regulations.

Your information is protected with industry-standard encryption and is accessible only to authorised personnel. This guarantees that visitor records remain safe and available when needed. Data will remain stored and protected for the period of time relevant to your compliance requirements.

Yes, if you have multiple locations, can you assign location management, administration and data visibility to individual Manager User Accounts. You can create accounts for your staff that are restricted to one or more locations by going to the Users section and either selecting the ‘+’ symbol to add a new user, or through editing an existing user and changing the User Type to ‘Manager‘, and then choosing the Location/s you wish for them to manage.