{"versionId":"a017b43d-a885-4c31-a7a3-08dd13f11aa8","articleId":"d627fcde-1d6e-44d7-ff16-08dd13f11aaa","title":"Signable on-site forms","tags":["On-site forms and info","All articles"],"content":"
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In this article...

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On-site forms & info can be used to share essential workplace information, processes and forms with everyone on site, and make sure that info is available after check-in.

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But what if that info changes, and you want to make sure that people have seen the latest version?

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Super-charge your on-site forms with signature capture and daily versions: 

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Sign off forms – key concepts

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Example daily briefing sign-off 

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In this example, a daily briefing is used to update workers on a construction site each morning, and is available once they check in. Safety information is highlighted and may change on the site each day.

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On the admin side, the health & safety officer can view who has signed off on each day’s briefing:

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And the next day, the site supervisor can quickly create that day’s version. 

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Depending on the complexity and security of the form, new versions for signing can be created:

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  1. In the EVA Check-in portal – best for more complex, multi-step forms/safety briefings
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  2. In the EVA Check-in mobile app – best for simple forms/briefings and those that don’t change much day-to-day – see example below.
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How to create this example

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Step one: create on-site form

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Start from scratch or with one of our templates. This article is a guide to setting up an on-site form. 

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Step two: publish your form to a site

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Test your form

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Test that your form is available when you check-in to the site and works as expected. You will see your forms in Site info on your mobile app once you have checked-in.

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Note: Publishing your form to a site incurs a charge for using forms on this site. You can use multiple forms on a site for a single charge.

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Step three: turn an on-site form into a signable form template.

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  1. Make the form signable by checking the Is signable checkbox in Edit form/info.
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  2. You need to add at least one Role – the designation of checked-in people who can sign the form. This can be used to show who needs to sign a form, eg Safety Officer, Fire Warden, Supervisor
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  3. Add a Sign-off form title - the title of the form 
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  4. Prevent visitors from making form submissions Check this to prevent visitors from creating new instances of this form in the mobile app. 
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  5. Display copy and close buttons to visitors – Select this option if you’re ok with others making new versions of the form from the EVA Check-in mobile app. 
    Pros & cons
    This is good for making new versions quickly, but you should not select it if creating the daily briefing (or whatever sign-off form you’re creating) is locked down to a specific individual or role.
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If selected, in the app you (and all visitors who can see the form) will see two buttons after the signing section:



Use Copy form to select a previous version of a sign-off form.

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Step four: Create a version of your form to be signed by checked-in visitors

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Now that you have created a signable form template you can create versions. For example, a daily version of your pre-start briefing.

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Option one: desktop

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Use Reports > Sign-off forms to create a new version of the form.

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  1. Click fill in form

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  2. Select:
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    1. Site the form will apply to
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    2. The form to use
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    3. Typically, this would be your name. Start typing (minimum of 3 characters) to select the name. IMPORTANT: you need to have been checked in to the relevant site at some point.
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    4. When working in the portal, you don’t have a visitor type, as you are not checked in. But visitor type is required for form fills, so you need to add one here. IMPORTANT: Make sure that the role you select here matches the visibility settings of the form. Don’t select a role here that can’t view the form.

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  1. Complete the Sign-off form (see our example below)




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    You can optionally choose people who have previously checked into the site to show as signatories in the form.







    Your completed form is now ready to be viewed by checked-in visitors and signed.

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Option two: mobile

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How to sign forms on your phone

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  1. Go to the EVA Check-in app on your phone. 
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  2. Check-in to the site to see available Sign-off forms.  



    In this example only ‘Briefing 10/10/2024’ is available for signing.
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  3. Swipe through each form screen to read. On the final screen you see a button to Sign as me.

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  4. Sign the form
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  5. Tap Sign. You will then see the list of forms, indicating if they are signed by you

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Reviewing sign-off forms

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Sign-off forms are available to everyone checking into a site via the EVA Check-in app. 

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You can see the status of your signable forms in Reports > Sign-off forms

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You can see 

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  1. Whether the form is open (ie available for signing) or closed
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  2. The number of signatures on a form
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  3. Click open form to see details and signatories
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Closing forms

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Close the form for capturing signatures from the administration portal or the EVA Check-in app. This will remove it from the mobile app. 

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For example, close it every day, once everyone on site who has attended the pre-start briefing has signed it.

You can still view the information and signatures in the portal. If necessary the forms can be re-opened for signing.

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Information and support

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Need help creating sign-off forms to suit your workflows? Contact us, we're happy to help.

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