Visitor Sign-In
Let visitors and contractors sign in and out on a tablet, see who is on site, and run a fire roll call.
What Visitor Sign-In does
Visitor Sign-In is an optional module that keeps a log of the visitors, health and social care professionals, and contractors who come into each of your homes. Visitors sign themselves in and out on a tablet at reception, and staff can see who is in the building at any time. It also gives you a fire roll call of every visitor still signed in. Staff and residents are not part of this log.
Turning the module on
The organisation owner can turn on Visitor Sign-In in Settings > Modules. Once it is on, Visitor Sign-In appears in the left-hand navigation for staff who have permission to view it.
Setting up a kiosk tablet
Go to Visitor Sign-In > Settings > Kiosk tablets and select Set up a tablet. Choose the home and give the tablet a name, such as Front door iPad. BoolCare shows a web address and a 6-digit code. On the tablet, open the address in the browser and enter the code. The code works once and expires after 10 minutes. You only need to do this once per tablet, and the tablet stays set up if the page is refreshed or the tablet is restarted.
Locking the tablet to the sign-in screen
To stop visitors leaving the sign-in screen, turn on Guided Access on an iPad or App pinning on an Android tablet once the tablet is set up. The sign-in screen returns to the welcome page by itself after a minute without use, so details are never left on screen.
To stop visitors leaving the sign-in screen, turn on Guided Access on an iPad or App pinning on an Android tablet once the tablet is set up. The sign-in screen returns to the welcome page by itself after a minute without use, so details are never left on screen.
Keeping the kiosk secure
Only tablets set up with a code can use the sign-in screen. Anyone who opens the web address on another device just sees a request for a set-up code. If a tablet is lost or replaced, select Revoke next to it in Kiosk tablets and it stops working straight away. The settings page also shows when each tablet was last used.
Only tablets set up with a code can use the sign-in screen. Anyone who opens the web address on another device just sees a request for a set-up code. If a tablet is lost or replaced, select Revoke next to it in Kiosk tablets and it stops working straight away. The settings page also shows when each tablet was last used.
How visitors sign in and out
To sign in, a visitor taps Sign in and enters their name, phone number, who they are visiting and whether they are a visitor, professional or contractor. They must then read your home's evacuation procedure before their sign-in is complete. To sign out, they tap Sign out and enter the phone number they signed in with. If BoolCare can't find them, the tablet asks them to let a member of staff know that they have left the building.
Editing the evacuation procedure
Each home has its own evacuation procedure, which visitors see every time they sign in. Edit it in Visitor Sign-In > Settings > Evacuation procedure & welcome. BoolCare starts each home with standard wording, so check that it matches your fire plan, especially the assembly point. You can also add a short welcome message to the tablet's home screen.
Who is on site, and the fire roll call
The On site now tab lists everyone who is currently signed in. Anyone still signed in from an earlier day is marked Not signed out, because they probably left without signing out. In an emergency, select Fire roll call for a list of every visitor and contractor still signed in, with their phone numbers. You can tick people off as you find them, on a phone or a print-out.
The On site now tab lists everyone who is currently signed in. Anyone still signed in from an earlier day is marked Not signed out, because they probably left without signing out. In an emergency, select Fire roll call for a list of every visitor and contractor still signed in, with their phone numbers. You can tick people off as you find them, on a phone or a print-out.
Managing the register
The Register tab lists every sign-in, 25 to a page, and can be filtered by home, date, status, type of visitor, and name or phone number. Select any entry to see its details. Depending on their permissions, staff can sign someone in on their behalf, mark a visitor as having left, amend an entry, or delete an entry that was added by mistake. Deleting an entry needs a reason, and the entry is kept in the register under the Deleted filter.
Audit history
Every sign-in, sign-out, amendment and deletion is recorded with who made it and when. Amendments also record what was changed. You can see an entry's history at the bottom of its details panel, and all Visitor Sign-In activity also appears in Settings > Audit under Visitor Sign-In.
Permissions
Visitor Sign-In has five permissions, set per role in Team > Manage role permissions. They are: view the register, on-site list and fire roll call; sign visitors in on their behalf; amend entries and mark visitors as left; delete entries; and manage settings and kiosk tablets. By default every role can view, sign visitors in and mark them as left. Deleting entries and managing settings are limited to managers and above.
How long records are kept
Visitor records are deleted automatically once they reach the age you set in Visitor Sign-In > Settings > Record retention. The default is 12 months. Visitors see a short notice on the sign-in screen explaining why their details are recorded.
Visitor records are deleted automatically once they reach the age you set in Visitor Sign-In > Settings > Record retention. The default is 12 months. Visitors see a short notice on the sign-in screen explaining why their details are recorded.
Asking the AI Assistant
The AI Assistant can answer questions about the visitor register, such as who is in the building now, whether a particular visitor came in yesterday, or how many contractors visited this week. It can also chart sign-ins over time. For privacy, it cannot see visitors' phone numbers.