Pre-Qualification for Individuals

The Pre-Qualification process enables individuals requiring onsite authorisation to self-onboard. This self-service approach removes the necessity for Site Administrators to manually add individuals, assign authorisation templates, and send onboarding invitations.

Facilitated by a dedicated pre-qualification web page, this process can be seamlessly linked from your website. When individuals access this page, they can submit their details to initiate the onboarding process. They will be added as individuals, automatically assigned the relevant authorisation templates, and receive an onboarding invitation email to complete the necessary tasks to become authorised for onsite access.

Understanding the Pre-Qualification Process

The Pre-Qualification process consists of several key steps that streamline the onboarding of individuals who require authorisation to access the site. Here’s how it typically works:

Access the Pre-Qualification Web Page: Individuals requiring onsite authorisation access the pre-qualification web page specifically set up for the site. The organisation adds a link to this page on their website, ensuring individuals can easily find and access it.
Submit Personal Details: Once individuals access the pre-qualification web page, they will find fields to enter their personal details. This information is essential to initiate the onboarding process. Required fields include:
- First Name: Enter your first name.
- Last Name: Enter your last name.
- Email Address: Provide a valid email address.
It’s also possible to include a Mobile Phone field on your Pre-Qualification page. If enabled for your site, it will appear as a required field.
After filling in these fields, individuals should click the Pre-Qualify button to submit their details and initiate the onboarding process.
Automatic Assignment of Authorisation Templates: After submission, they are automatically added as individuals in VR Portal for that specific site and assigned the relevant authorisation templates based on the site requirements.
Receive Onboarding Invitation: Following the assignment of authorisations, individuals receive an onboarding invitation email. This email contains a button, which, when clicked, will either open a web page displaying the authorisations assigned to them or, depending on the site’s settings, open a web page showing an onboarding portal. The portal includes essential site details such as their sign-in QR code, health and safety information, guest Wi-Fi details, site map, and directions. To view the authorisations, they would need to click on the Authorisations button within this portal. If the portal is bypassed, they are taken directly to the authorisations page where they can complete necessary tasks like reviewing documents, filling out questionnaires, or submitting proof documents.
Complete Onboarding Tasks: Individuals follow the instructions on the Authorisations web page to complete any required tasks, such as reviewing documents, filling out questionnaires, or submitting proof documents. These tasks must be completed to ensure they meet all necessary criteria for onsite access.
Certification for Onsite Access: Once all onboarding tasks are completed, individuals become certified for the assigned authorisations. In some cases, a site admin may need to approve submitted proof documents before certification is granted. Once certified, the individual will be able to sign in without issues when accessing the site.

Setting Up a Pre-Qualification Web Page

The set up of a Pre-Qualification web page is handled by the VisitorRego team. They will set up the page specifically for your site and provide you with a unique URL. This URL can then be linked from your organisation’s website, enabling individuals to begin the pre-qualification process directly.

For example, your unique URL might look like this:
https://facilities.visitorrego.com/VRF/Register/PreQualification.aspx?Site=VSKYR-LV2QQ-G7Q6D-PBNCG-YQPKX

It’s up to your organisation to decide where to place the link on your website to ensure it’s easily accessible. You may need to involve your web developer or IT team to assist with embedding the link correctly into your site.

To initiate the setup of a Pre-Qualification web page for your site, please contact the VisitorRego support team.

Choosing which Authorisation Templates will be used for Pre-Qualification

To choose the authorisations for the Pre-Qualification process, access the authorisation template settings for each required authorisation and add them to what we refer to as a Workflow. A Workflow can consist of one or more authorisations bundled together as a package.

The workflow used for the Pre-Qualification process needs to be named specifically as PreQualification.

Authorisation templates can be maintained in VR Portal. Once you're logged in, hover over Authorisations in the navigation menu on the left and click on Authorisation Templates. Find the individual authorisation you wish to add to a Workflow, and click on its name to open the Authorisation window. At the bottom, you’ll see a button for Workflows; click on it to open the Add Workflow(s) window.

If you need to create a new Workflow, enter PreQualification in the New Workflow field and click Save. To add the authorisation to an existing Workflow, simply check the box next to the PreQualification workflow and click Save.

A Workflow named PreQualification must be in place for the Pre-Qualification process to function properly.

For detailed instructions on how to add authorisations to a Workflow, please refer to our knowledge base article How to Add Authorisations to a Workflow.

Setting the Site Admin to Receive Submission Emails

As part of the Pre-Qualification onboarding process, individuals may need to complete various tasks, such as completing a questionnaire or uploading proof documents like an ID or certificate. These onboarding tasks can vary depending on how the authorisation template was configured. Whenever a task is submitted, such as the completion of a questionnaire, email notifications are automatically sent to all administrators with the Site Admin role in VR Portal.

If you prefer that these notifications only go to specific administrators, you can enable a setting that ensures only selected administrators will receive these emails.

To enable the setting for a Site Administrator to receive submission emails for the Pre-Qualification process, access VR Portal. Hover over My Site in the left navigation menu and select My Site from the dropdown. On the My Site page, expand the Site Admin Logins section by clicking the corresponding bar to view the existing logins for your site. Click on the name of the site admin you wish to enable for email notifications. In the profile window, check the box for Receive PreQualification Email, and then click Save to apply the changes.

This setting only applies to questionnaire submissions and does not cover other onboarding tasks, such as uploading proof documents.

For detailed instructions on how to manage VR Portal logins and roles, please refer to our knowledge base article My Site - Adding, Editing or Removing Logins.