The Workflow feature helps manage site compliance by ensuring visitors receive relevant safety information tailored to their registration category. It's also useful for reporting, as it records people under their chosen category in registration history. There are additional options that can be configured for each workflow category, including:

• Printing customised labels for different categories or or choosing not to print labels.
• Performing authorisation checks to verify if a person is certified and authorised for site access.
  

Setting up workflows and updating graphics can be a difficult process, and we recommend contacting the VisitorRego support team for assistance with any graphic changes. We have a dedicated graphics team ready to ensure everything is done correctly and smoothly, saving you time and effort. Get in touch with us, and we'll handle the changes for you.

Access the Workflow Settings in System Setup

On the Workflows tab, you'll find two main sections:

• General Workflow Settings on the left side, where you can configure the overall workflow settings for your system.
• Workflow Categories on the right, represented by five coloured buttons. These buttons correspond to each of the definable workflow categories (e.g., Visitor, Contractor, Staff, etc.).

Workflow Settings

Workflow Categories

Below is an overview of the available settings within each category window:

Set Hostpot #

This checkbox enables the hotspot for the selected category on the Workflow screen. When enabled, it allows people signing in to select the category during the registration process. Enabling this option makes the category available for use.

Authorisations
This checkbox enables authorisation compliance checking for the selected category. When enabled, people signing in under this category will undergo an automatic check to verify if they have the required authorisations assigned. If they are authorised, they are granted access to the site; otherwise, access is denied. This feature is part of the Contractor Management add-on for VisitorRego.

Workflow

This field allows you to define and name the workflow category (e.g., Visitor, Contractor, Staff). The name entered here will be used to identify the category during sign-in and in reporting, which can be accessed through VR Portal.

Health & Safety

This field allows you to assign a Health & Safety graphic file to the selected category. The selected graphic will be displayed during the sign-in process for this category. Use the three-dot button to locate and select the file, and the 'Open' button to preview it.

Summary H&S

This field allows you to assign a Summary Health & Safety graphic file to the selected category. The selected graphic will be displayed during the sign-in process for returning visitors as a brief reminder of key safety information. Use the three-dot button to locate and select the file, and the 'Open' button to preview it.

Label
This field allows you to assign a label template to the selected category. The assigned template will be used for printing labels during the sign-in process. Use the three-dot button to locate and select the template file, and the 'Open' button to preview it.

To use the main label set in Site Defaults, leave this field blank.

To disable label printing for a category, enter "NA" in the field.

Expire

This field lets you specify the number of months from the current date when the induction for the category expires. Once the specified time period has passed, access is automatically denied.

Left, Top %
These fields define the position of the hotspot on the screen. The "Left %" sets the position as a percentage of the screen width from the left edge, while the "Top %" sets the position as a percentage of the screen height from the top.

Width, Height %

These fields define the size of the hotspot on the screen. The "Width %" sets the size as a percentage of the screen width, while the "Height %" sets the size as a percentage of the screen height.

Setting up Workflows

To set up workflows, start by enabling the Turn On Feature setting on the Workflows tab, and then select the Workflow Screen graphic you want to use.



Next, you'll need to configure your workflow categories. Begin by clicking on the first coloured category button (e.g., Visitor). This will open the settings for that category, where you can enable the Set Hotspot # checkbox. enter a name for the category in the Workflow field (e.g., Visitor, Contractor), and configure the Health & Safety graphic for this category. If necessary, you can also assign a Summary H&S graphic for returning visitors.



After configuring the first category, move on to the next category button (e.g., Contractor) and repeat the process for each category as required.

The number of workflows available depends on your subscription plan. Starter subscriptions allow up to 2 workflows, while Premium subscriptions allow up to 5 workflows.

For detailed instructions on updating the graphics for workflows, please refer to our knowledge base article: Changing and Updating Graphics

Setting Hotspots for Workflow Categories

Setting hotspots can be a tedious process, so using a mouse is recommended for better control.

2. To manipulate and adjust the hotspots, a setting called Logging needs to be enabled. To enable logging, follow these steps:

1. From VisitorRego's Admin mode, select Options > General tab, then expand the General section.
2. Check the checkbox Logging to enable logging.
3. Close the System Setup window to apply the changes.
   

3. Now that logging is enabled, toggle to Self-Registration mode to access the workflow screen:

1. From Admin mode, select File > Self Registration.
2. Click on the screen to bypass the Welcome screen, which will take you to the Self-Registration screen.
3. Enter registration details as if you were signing in, making sure the name you enter hasn't been used for registration previously. Then, click the Press to Register button to proceed to the workflow screen.

4. On the workflow screen, the hotspots are invisible unless right-clicked on. Follow these steps to map the hotspots to the correct buttons:

1. Right-click on a hotspot to make it visible and select it.
   The selected hotspot will display the category colour, matching the button colour configured in Admin mode.
2. After right-clicking to select a hotspot, move your mouse to reposition it to the appropriate location on the screen.
3. Right-click again to enable resizing if needed. Adjust the hotspot’s size and shape to ensure it fully covers the corresponding workflow button.
   If resizing isn’t needed, simply left-click to set the hotspot in place after repositioning it.
4. Once the hotspot is correctly positioned (and resized if necessary), left-click to set it in place.
5. Repeat this process for all other hotspots.