Viewing Today's Staff and Visitor Check-ins

Created by Andrea J Bradley, Modified on Wed, 18 Jun at 3:30 PM by Andrea J Bradley

Overview

Fire Marshals can view lists of staff and visitors who have checked in today. This feature helps monitor site occupancy, verify check-in accuracy, and provides an overview of who is currently on-site for emergency planning purposes.

Who Can Access Check-in Lists

Fire Marshals
Site Administrators
Company Administrators

This feature is available only on the web application, not on the mobile app.

Accessing Check-in Information

Staff Check-ins

Sign in to https://reggiefiredrill.co.uk
Navigate to the main menu
Click "Staff"
View the list of staff currently checked in today
You can also find a "Staff Check-ins" link from the dashboard

Visitor Check-ins

Sign in to https://reggiefiredrill.co.uk
Navigate to the main menu
Click "Visitors"
View the list of visitors who checked in today
You can also find a "Visitor Check-ins" link from the dashboard

Understanding Staff Check-in Information

Staff List Display

For each staff member, you'll see:

Full name (First name, Last name)
Contact number if available
Time in when they arrived today
Time out when they left (if applicable)
Visit status (ongoing or completed)
Checkout button allows for manual check-out if you know they have gone off-site

Current vs Historical

The staff check-in list shows:

Currently checked in staff - People who are on-site right now
Today's check-in history - Everyone who checked in at any point today
Check-out times for people who have left
Multiple check-in/check-out events if someone left and returned

Real-Time Updates

The list updates automatically as staff check in and out
No need to refresh the page manually
Changes appear as they happen throughout the day
Accurate reflection of current site occupancy

Understanding Visitor Check-in Information

Visitor List Display

For each visitor, you'll see:

Full name (First name, Last name)
Contact number if available
Time in when they arrived today
Time out when they left (if applicable)
Visit status (ongoing or completed)
Checkout button allows for manual check-out if you know they have gone off-site

Visitor Check-in Process

Visitors appear on this list when:

They scan a QR code at your site
They complete the visitor check-in form
Their information is submitted successfully
They provide at least first name and last name (required fields)

Daily Reset

Visitor lists reset each day
Previous day's visitors don't appear on today's list
Historical visitor information is maintained in drill records
Fresh list each morning for current day tracking

Using Check-in Information

Emergency Planning

Staff check-in lists help with:

Quick headcount estimates for emergency planning
Identifying who should be present during fire drills
Verifying check-in accuracy before starting drills
Planning Fire Marshal coverage based on occupancy levels

Occupancy Monitoring

Track daily patterns:

Peak occupancy times throughout the day
Arrival and departure patterns for staff
Visitor traffic levels and timing
Site usage trends over time

Check-in Verification

Use lists to verify:

Staff are checking in properly when they arrive
Check-out procedures are being followed
Automatic check-ins are working correctly
Manual check-ins are being used appropriately

Managing Visitor Information

Visitor Check-in Support

If visitors need help:

Direct them to scan the QR code at the entrance
Help them complete the check-in form if needed
Ensure they provide at least first name and last name
Verify they appear on your visitor list after check-in

QR Code Management

Ensure QR codes are:

Prominently displayed at all visitor entrances
Clearly visible and accessible to visitors
Protected from damage or weather exposure
Accompanied by clear instructions for use

Manual Visitor Check-in

If QR codes aren't working:

Contact your Site Administrator about manual visitor check-in procedures
Use backup methods for visitor registration
Ensure visitors are still accounted for during emergencies
Report QR code issues promptly for resolution

Troubleshooting Check-in Lists

Problem: Staff Not Appearing on List

Possible causes:

Staff member hasn't checked in today
Automatic check-ins aren't working for that person
They're checked in to a different site
Technical issues with their check-in process

Solutions:

Ask the staff member to verify their check-in status on their dashboard
Help them use manual "Check-in" if automatic isn't working
Check they're using the correct site for check-in
Contact Reggie^® support via live chat for technical issues

Problem: Visitor Not Showing After QR Scan

Possible causes:

Form wasn't completed fully (missing required fields)
Internet connectivity issues during submission
QR code directing to wrong site
Technical problems with the check-in system

Solutions:

Ask visitor to try scanning QR code again
Ensure they complete first name and last name fields
Check internet connectivity in the area
Use alternative visitor registration method if available
Contact Reggie^® support via live chat for technical assistance

Problem: Incorrect Check-in Times

If times seem wrong:

Check the time zone settings on your browser
Verify with staff about their actual arrival times
Consider if automatic check-ins might have delayed processing
Contact Reggie^® support via live chat if times are consistently incorrect

Problem: People Missing from Expected Lists

Verification steps:

Confirm they actually checked in (ask them to verify their status)
Check if they might be assigned to a different site
Verify they have access to the site they're trying to check in to
Help them use manual check-in if automatic systems aren't working

Best Practices for Monitoring Check-ins

Regular Review

Check lists periodically throughout the day:

Morning review to see who has arrived
Midday check to monitor lunch break patterns
Afternoon verification before potential fire drills
End of day review to ensure proper check-out procedures

Proactive Support

Help staff with check-in issues:

Monitor for people who should be checked in but aren't on the list
Reach out to staff who may be having technical difficulties
Provide guidance on proper check-in procedures
Report recurring issues to Site Administrators

Visitor Management

Support visitor check-in process:

Ensure reception staff understand the QR code system
Help visitors who have difficulty with the technology
Monitor visitor list for completeness during busy periods
Coordinate with hosts to ensure all visitors are accounted for

Emergency Preparedness

Use check-in data for safety planning:

Know approximately how many people are on-site
Identify peak occupancy times for drill planning
Verify check-in accuracy before starting fire drills
Plan Fire Marshal coverage based on typical occupancy patterns

Data Privacy and Security

Information Protection

Check-in lists contain personal information:

Staff names and arrival/departure times
Visitor names and contact information
Occupancy patterns and schedules
Sensitive workplace data

Appropriate Use

Use check-in information only for:

Emergency planning and fire safety purposes
Verification of check-in system accuracy
Support for staff having technical difficulties
Legitimate safety and security requirements

Access Restrictions

Protect access to check-in lists:

Only access when needed for Fire Marshal duties
Don't share information unnecessarily
Follow your organisation's data protection policies
Report any privacy concerns to your Site Administrator

Remember: Check-in lists are valuable tools for emergency preparedness and fire safety. Use them responsibly to support accurate headcounts and help maintain a safe workplace for everyone.