Check-in processes

Use check-in processes to collect extra information from your visitors or create a more complex check-in process.

• Create extra fields and screens to capture the data you need, either on or before arrival. 
• Processes can be different for different types of visitor (eg staff, contractor, walk-in).
• Apply processes organisation-wide or just to specific sites or zones.
• Remember a visitors’ check-in details for a specified period of time (eg once they have completed a site induction, it remains valid for 12 months). See Certificates.

Check-in processes is an add-on feature, charged per site. View pricing.

Create a check-in process from an existing template 

Go to Overview > Processes and forms >Check-in processes

The easiest way to get started is to make a copy of (or edit directly) one of our pre-loaded templates.

❓Can't see any templates? Contact us and we can load them for you.

Review and edit the template you have selected

Expand to review arrival screen details. From here you can:

• Edit individual questions
• Add new questions (fields)
• Edit the screen
• Add content (text)

You can also add a new arrival screen

 Edit screen allows you to

• Change the name (eg Contractor induction) 
• Select the visitor type(s) who should see this screen (or leave blank if it’s relevant to all visitor types)

Adding/editing fields within a custom process

Fields are the questions asked of a visitor when they check in.

You can edit the field to suit, with introductory text, a field type and label.

Field types

Available field types you can include in your check-in process are:

• text - short/multi-line field
• date
• time
• number
• email 
• checkbox
• radio buttons
• dropdown
• file upload (incl photo)
• signature
• NZ Vaccine Pass

Field options

Optionally, select field options:

• Pre-fill - field will be pre-filled next time the contractor checks in
• Staff to complete – use this if your staff need to verify something about the contractor in person, eg they have approved PPE
• Required 

Note: you can also use a certificate to remember Contractor check-in details

Check-in rules

Specify check-in rules – what will happen to the check-in status depending on the answer to the question. In this example, if the Site Safety passport number is not provided, the check-in status will be Amber.

Preview your question (field)

Close the Edit field dialog and you’ll see your new arrival screen with the question you’ve created.

• You can add more fields/questions to the screen using the Add field button
• Scroll to the bottom of the screen and click Save. Your new process has been created.
• You can also add multiple screens as part of a single check-in process – eg one screen for health and safety questions, another for emergency contact details.

Completion messages

Scroll down to the Completion messages/options section to review and edit messages displayed to your visitor – eg when their check-in has an amber/red status:

Amber/red answers can also be included in the host notification message.

Add your process to a site’s check-in

Once you have created a process, you need to enable it per site - go to the Check-in tab on Site information - Options. Processes incur an additional charge per site.

If you’re not already using check-in processes, you’ll need to first select Enable check-in process feature. Note that this will incur an extra charge (see pricing)

Test your process

Go to Check-in and select Manual check-in.

FAQ about check-in processes

What happens if a visitor doesn’t pass arrival checks?

If you have set up check-in rules that could return an amber or red status depending on the result, you can specify the messages sent back to visitors in those cases:

For example, a Site Safe pass number is not provided (ie field is empty), so the contractor’s check-in is Amber and they are referred to reception to complete their check-in:

The administrator/receptionist will be notified by email, and they can also review the check-in on the Who is here? Report:

The receptionist can then click on the amber status icon to manually approve or decline entry.

It’s also possible, if you’re using host notification, to send any amber/red answers to check-in questions to the host so they are aware – see Completion messages/options section of the Edit process screen. 

Is it possible to create one process and enable it for multiple sites?

Once you have created a process, you need to enable it on each site you’d like to use it. For each site:

• Go to Site information > Options. At the bottom of the Check-in tab you can select your new process.
• If you’re not already using Custom processes, you’ll need to first select Enable check-in process feature. Note that this will incur an extra charge (see pricing)
• Click Save

Does a regular visitor/contractor have to complete the process every time they check in?

EVA Check-in can be set up to ‘remember’ valid answers to check-in process questions. This can be useful for regular visitors/contractors.

There are two ways you can set this up.

• Select the pre-fill options when you set up the field 
• Set up a group of check-in screens and responses as a certificate with an expiry date. The visitor will not then be asked those questions again until the certificate expires.

How much does it cost?

There is an extra per site cost when custom processes are enabled - an additional monthly charge of :

• NZD 25 per site (+gst) for your first 5 sites
• NZD 5 (+gst) per site thereafter

Pricing for non-NZ customers:

• USD 20 per site for your first 5 sites
• USD 4 per site thereafter