Access Module Overview
The system provides the functionality for companies to grant and record access for internal and external individuals. This includes visitors, subcontractor employees, and direct employees. The purpose of this process is to ensure that health and safety standards are upheld at each location.
All relevant access information is recorded in detail, including the individual's personal details, the person they are meeting, the location, and the intended date of access.
When access is set up within the system, a set of forms is automatically included. These forms include:
These forms are completed by the individual gaining access, to document their entry and exit times at the location.
Access forms can be digitised using the Form Builder functionality.
User Access Process
System users can view any access granted to them by logging into their portal. Once access has been granted, the user must log in and complete the Pre-Approval Form before visiting the location.
Upon arrival, the user is required to complete the Check-in Form via their portal. Once submitted, an administrator must approve the check-in. After approval, the user's access status will be displayed in their portal as ‘Inside Location’.
When the user is ready to leave the location, they must complete the Check-out Form. An administrator must then approve the check-out to finalise the process.
Access Statuses
The following statuses are displayed to indicate the stage of access:
Access Notifications
The system automatically sends email notifications to individuals regarding their access status.
These include:
Access History
Access history can be viewed by administrators, which includes information on previously filled access forms specific to the individual.