Onboarding

Onboarding

The Onboard page allows you to add and onboard individuals in bulk who require authorisation to be onsite. The purpose of onboarding is to enable a site to easily welcome new individuals and inform them of the steps needed to comply with site access requirements for authorisation.

Access the Onboard page in VR Portal


1. Using your web browser, navigate to website https://p.visitorrego.com/ and log into VR Portal.
2. Hover over Authorisations  in the navigation menu on the left.
3. Click on Onboard in the Authorisations menu.

If your VR portal login has access to more than one site you will be able to toggle between sites using the site selector drop-down field.
To switch sites, click on the Sites drop-down field at the top left of the page, then select which site you wish to maintain.

Importing a list of Individuals


When the onboarding page is first accessed, an individual record is generated that is used as a template to be able to download the CSV template.



1. Download the CSV template by clicking the Export drop-down field found at the top right of the page, then click on the CSV option.



The file 'Onboard.csv' will be downloaded onto your computer.

2. Open the CSV file in Excel (or your preferred spreadsheet software).
3. Enter the details of the individuals that are to be imported.
The most important details to enter would be the individuals full Name and Email address.
The same email addresses cannot be used for more than one individual. The email address is the unique identifier.



4. Once all of the individuals have been entered into the CSV, save it.
5. Import the list of individuals by clicking the Import File button found at the top right of the Onboarding page, then open the CSV file.



If the import was successful, a 'Success' message will pop up. The list of individuals that were imported will then appear on the page.



The same CSV list can be loaded again for the purpose of adding new individuals. Any new individuals on the list will be added, and any existing individuals who are on the list will be unaffected or updated if there are changes to their details (e.g. phone number) aside from the email address which uniquely identifies the individual.
Individuals can also be added to the list manually.
To add an individual manually, click on the 'add individual' button  . Enter the individuals details, then click on the Add to Onboard button.

Individuals can be removed by selecting the checkboxes next to their names and then clicking the Delete button in the top left corner of the page.

Onboarding the Individuals and Sending an Onboarding Invitation Email


1. Select the individuals to be onboarded by ticking the checkboxes next to their names.



2. Click on the Onboard button found at the top of the page.



3. Once the Add Workflow or Authority window appears, select the workflow(s) or authorisation(s) that you want assigned to the individuals.



Workflows can consist of one or more Authorisations as a package that can be assigned to individuals.
If there are no workflows available to select, then there has not been any added yet.
Authorisations can be created and added to Workflows on the Authorisation Templates page. Refer to the How to add Authorisations to a Workflow article for instructions to add authorisations to workflows.

5. Click Onboard to add the individuals to the authorised individuals list and assign the selected authorisations. This option will update the list without sending an invitation email. Or, Click Onboard & Send Email to add the individuals to the authorised individuals list, assign the selected authorisations, and send them an invitation email containing a link to access the My Sign-in web app.

At this point, depending on how the authorisations were set up and whether you choose to use the Onboard or Onboard & Send Email option, the authorisations will either be automatically certified, require manual certification, or be certified automatically once the individual completes a questionnaire as part of the onboarding process.
Authorisations can be set up to be automatically certified when assigned to an individual. When an authorisation is not setup to be automatically certified, an administrator needs to manually certify the authorisation for an individual. See the Certifying an Authorisation section for instructions to manually certify an authorisation.

If a questionnaire is included as part of an authorisation, the individual will need to complete the questionnaire in order for the authorisation to be certified. The questionnaire can be viewed and completed by the individual through the My Sign-in web app via the onboarding email that is sent.

For instructions and information on the various ways of how authorisations can be set up, please refer to the Authorisation Templates knowledge base article found here.

My Sign-in - viewing authorisations, uploading proof and completing questionnaires


An onboarding email is sent to the individual after onboarding them.
Within the email, there is a Welcome button which will open the My Sign-in web app. The individual would then select Authorisations to complete questionnaires, view PDF documents associated with authorisations and upload any documents that are required as proof.



1. The individual would open the email, then click on the Welcome button to be taken to the My Sign-in web app menu.



2. Click on the Authorisations button.



After clicking the Authorisations button, the individual will be taken to another page where all authorisations that have been assigned to them are listed. The individual can then:
  1. View the PDF document associated with an authorisation by clicking on the PDF button.
  2. Complete a questionnaire associated with an authorisation by clicking on the Quiz button.
  3. Upload a supporting document for an authorisation by clicking on the Add button, browsing to the file on their computer and opening it, then clicking on the Request Certification button.


For an individual to complete a questionnaire, they would click on the Quiz button to open the questionnaire.
The individual must answer all questions correctly for the submit button to appear.



Once submitted, a message will appear confirming that the submission has been processed.



An email will be sent to the Site Administrator(s) and the individual confirming the certification.

When a questionnaire is submitted, if the authorisation is set up to Auto Certify Questionnaire, the authorisation will be automatically certified for X amount of months specified in the authorisation template.
If the authorisation is not set up to Auto Certify Questionnaire, the authorisation will need to be manually certified.
See the Certifying an Authorisation section for instructions to manually certify an authorisation.

My Sign-in - other functions


The My Sign-in web app includes everything an individual needs to access a site.
See below for information on what each of the functions are for:

Sign-In
This is the individuals personal QR code for sign-in. They can scan this QR code at the VisitorRego barcode scanner to sign-in and sign-out.
If they have accepted the health and safety information they will be signed in, a label will be printed and email/SMS notifications sent to staff.
If they have not accepted the health and safety information they will be shown the information on screen and asked to accept it before the registration process is completed.

Health and Safety
This section displays your company specific health and safety slides. The individual is able to view each slide, then click the Accept button to acknowledge the onsite requirements.

WIFI
Displays guest WIFI details.

Site Map
Display a map with directions and emergency instructions such as evacuation maps.

Directions
Displays a Google Map with your site location pinpointed so individuals can guide themselves to your site.

Authorisations
View authorisations assigned to the individual, upload any documents that are required as proof and complete questionnaires (if applicable).

Web Portal
Takes the individual to the web portal where they can log in to see all the sites they visit and maintain their authorisation at a site. See the Individual Web Portal section

Help
Phone or email the administrator who sent the onboarding email to ask for help.

To change or remove any of the above options, please contact VisitorRego support.

Individual Web Portal


Individuals are able to log into a condensed version the VR Portal website specifically designed for individuals who require authorisation to be onsite.
Within the web portal, individuals can:
  1. Maintain their authorisations at a site
  2. View all of their registrations at a site
  3. View a dashboard of all their registrations
  4. Add colleagues, friends or family as individuals who require authorisation to be onsite
After clicking on the Web Portal button in the My sign-in web app, the VR Portal login page will open where the individual can then log into VR Portal.
To log in to VR Portal for the first time, users must register themselves first. For instructions, please refer to our knowledge base article Registering a New User.

Maintain authorisations at a site

1. Click on Authorisations  in the navigation menu on the left.
2. Click on the site organisation name to bring up the individuals authorisation window to see all of the authorisations assigned.



Within the authorisation window individuals are able to see what authorisations have been assigned to them, when they were certified and when they are due to expire.

Individuals can also:
  1. View the PDF document associated with an authorisation by clicking on the PDF icon in the Definition column.
  2. View the proof document that the individual uploaded by clicking on the PDF icon in the Proof column.
  3. Complete the questionnaire by clicking on the questionnaire icon in the Questionnaire column.
  4. View the individuals completed questionnaire by clicking on the completed questionnaire icon in the Response column.

It is also possible for an individual to upload a supporting document or take a photo as proof for an authorisation.
  1. To upload a PDF document as proof, click on the authorisation name, then click the Upload PDF button. Open the file on your computer, then click the Add Proof Document button.
  2. To take a photo as proof, click on the authorisation name, then click the Take Photo button. Click on the Snap button to take a photo.

View all registrations at a site

Click on Visits  in the navigation menu on the left. All of the individuals registration records will be shown.
To view sign-in's that occurred within a certain time frame, use the date range pickers which are found near the top of the page above the column headers.



View a dashboard of the individuals registrations

Click on Dashboard  in the navigation menu on the left. A line graph of all the individuals registrations will be shown.
Registrations can be shown for the last 24 hours, last 30 days or last 90 days by clicking on the drop-down field found at the top right of the page.



Add colleagues, friends or family as individuals who require authorisation to be onsite

TBA

Certifying an Authorisation


1. Hover over Authorisations  in the navigation menu on the left.
2. Click on Individuals in the Authorisations menu.
3. Click on the icon in the fit column for the individual you wish to certify. The authorisation window for the individual will appear.
4. Click on the name of the authorisation that is to be certified. The authorisation window for the authorisation and individual you are wanting to certify will open.



3. Enter the Certified On date, or click the Today button on the right to fill the field with today's date.



4. Enter the expiry date for the authorisation into the Expires field, or click the 12 Months button to fill the field with the date 12 months from today's date.



If a PDF document or image needs to be uploaded to support the individuals authorisation certification, click the Upload PDF button. A photo can also be taken and uploaded using you PC's webcam by clicking on the Take Photo button.

5. Click on the Certify button to certify the authorisation for the individual.
If the individual has more than one authorisation assigned that needs to be manually certified, repeat the above steps to certify each authorisation.
Once all authorisations are certified, the icon in the fit column for the individual will change to a green tick to indicate that they are now fully certified.

Maintaining an existing Individuals details


To maintain an existing individuals details, click on the name of the individual you want to make changes to. The individuals profile window will appear allowing you to freely edit the details.
Once the changes have been made, click the Save button to hold the changes.

Individuals can be deleted from the Authorised Individuals page by clicking on the rubbish bin icon on the very right of each row.

Recertify an Authorisation


1. Click on the icon in the fit column for the individual you wish to recertify. The authorisation window for the individual will appear.

To send an onboarding email to an existing individual who needs to be recertified, click on the Send Invite button, then click Yes, send when prompted.
An onboarding email will be sent to the individual containing a link to access the My Sign-in web app where they can complete questionnaires, view PDF documents associated with authorisations and upload any documents that are required as proof.

2. Click on the name of the authorisation that is to be recertified. The authorisation window for the authorisation and individual you are wanting to recertify will open.
3. Enter the Certified On date, or click the Today button on the right to fill the field with today's date.
4. Enter the expiry date for the authorisation into the Expires field, or click the 12 Months button to fill the field with the date 12 months from today's date.
5. Click on the Certify button to recertify the authorisation for the individual.

Reports are automatically sent to Site Administrators every Monday which list all authorisations for individuals and organisations that are due to expire or are not certified.
Authorisations are only reported on if the authorisation is set to Auto Notify.
For more information on Authorisation Expiry Reports, please refer to the knowledge base article: Authorisation Expiry Reports - An Overview.


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