How PeopleSafe Check-in Works

In this article

  • Introduction
  • How Check-in Helps
  • How Check-in Works
  • Access Permissions
  • Outcomes

Introduction

PeopleSafe Check-in is the best way to keep track of people coming onto your site. 

The PeopleSafe Check-in software is a standard feature available to any organisation with a PeopleSafe subscription.

The PeopleSafe Check-in software turns any smart device into a visitor sign-in system that sits at your reception or other entry access points. The device works best when paired with a scanner and label printer. PeopleSafe Check-in is for your visitors, contractors, merchandisers, and anyone else coming on site. 

The check-in process is more efficient for users with a PeopleSafe ID card; the scanner will recognize their name and who they work for, making the sign in process the fastest ever! (If they don't yet have a ID card they will need to manually type in their full name and who they're representing).

PeopleSafe Check-in requires they type in who they are coming to see on site. This could be a person, department or even a place. This means whoever they're coming to see will be instantly notified of their arrival.


How PeopleSafe Check-in Helps

PeopleSafe Check-in doubles as an emergency evacuation visitors register. A list of all people who've signed into your site are available to users with Coordinator security clearance when they log into PeopleSafe. As long as your smart device connects to the internet you have access to all people who've signed into your site.

PeopleSafe Check-in improves visitor safety with one port of call entry/exit, it allows businesses the opportunity to 

The law says:

"PCBUs and workers must make sure that the health and safety of other people coming onto site is not at risk from work carried out. Other people at a place of work must also look after their own health and safety and that of others (where possible). This is particularly so where they face unfamiliar risks.
Other people potentially at risk from work activities include volunteers, customers, passers-by, visitors, or PCBUs or workers of another entity.

In particular:

  • PCBUs must make sure that the health and safety of other people is not put at risk from work being done, or from anything else at the workplace (so far as reasonably practicable)
  • Workers must take reasonable care to make sure their actions or inactions do not adversely affect the health and safety of others
  • Other people at the workplace must take reasonable care for their own health and safety, and make sure that their actions or in-actions do not adversely affect the health and safety of others; they must also follow any reasonable instruction from the PCBU."

For further details see: http://www.business.govt.nz/worksafe/information-guidance/all-guidance-items/position-statements/duties-relating-to-other-people-at-work


How Check-in Works

PeopleSafe Check-in is a feature that turns any smart device into a visitor sign-in system. The feature is intended to perform best with a touch screen, scanner, a visitor sticker label printer. 

PeopleSafe Check-in is for your visitors, contractors, merchandisers, customers and anyone else coming on site.

PeopleSafe Check-in requires users to type in their name, who they're representing/or the type of visitor they are and what place or person they're coming to see. 

If the visitor signs in manually, there is an action that will trigger a visitor sticker label to print (if there is one connected). The sticker will have the visitors name, who they're representing and a QR code.

Visitors should be required to sign out when leaving the premises. They can use either their ID card barcode or the QR code on their visitor sticker.

Check-in requires the person signing in to type in who they're coming to see. This could be a person, department or place. The person will be notified via email of the visitors arrival.


Access Permissions

  • Every person will be able to check in manually using the touch screen/keyboard to type in their details.
  • Users with a PeopleSafe ID card where their organisation has been connected to the site can sign in using their ID card. Check-in will recognise their name and what business/organisation they're representing.
  • Users with a PeopleSafe ID card where their organisation has NOT been connected using their ID card however Check-in will only recognise their name and NOT the business/organisation they're representing.

Users with Coordinator Security Clearance can:

  • Start and Exit PeopleSafe Check-in

Outcomes

Related Processes and Tasks

When a person checking in selects a person they are coming to visit in the 'Who are you coming to see' field the person selected will receive a email notification alerting them of the persons arrival.

Reports

Check-in reports allow users with Coordinator Security Clearance to report on:

  • All people who've checked into your PeopleSafe site.
  • The other sites your staff have checked in to (they will need to use their PeopleSafe ID card). 
  • All active visitors on your site.

More About PeopleSafe Checkin

If I am not representing a company or organisation, what do I write in the "Who am I representing" box?

Even if you are not representing a particular company or organisation you are still representing yourself. You can put your own name again or 'Myself' in the 'Who are you representing' box.

Why do I need to type in who I am coming to visit?

PeopleSafe Check-in will alert the person you're coming to visit immediately, cutting down your waiting time and keeping track of where you are in case of an emergency.

The person I came to visit didn't receive an email notifying them of my arrival, what's happened?

There are a couple of reasons why someone might not get the email notifying them of your arrival. It could be that they don't have their email address in the work email field in their PeopleSafe profile. It could be their email was momentarily down and PeopleSafe couldn't establish a connection with their server. It could be the settings on their email that don't sync frequently enough to receive the email immediately.

Help my device won't connect to Check-in! What do I do?

If your device won't or can't connect to PeopleSafe Check-in the first thing to do is to check that you have a secure internet connection to your device. The most common problem that we see is when your device's internet signal drops off (your provider's server has problems) or a secure connection can't be made from the router to your device. 
If it's a problem between your router and your internet provider's server you'll need to contact them directly for a resolution. 
To see if it's a WiFi problem check the internet connect via an ethernet cable, if the internet runs fine it may be a WiFi signal problem.

What if Check-in doesn't display the company I work for when I sign in with my PS ID card?

If Check-in doesn't recognise the company you represent there could be a few reasons why:

  • You are not connected to the organisation anymore. You'll need to get in contact with your organisation's PeopleSafe Coordinator to get you connected.
  • You are not an active staff member of the organisation. You'll need to contact your organisation's PeopleSafe Coordinator to make you an active staff member. 
  • Your organisation isn't connected to the site you are visiting. Your Coordinator will need to check the site you're visiting is a 'Connected Organisation'.
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