On-site check-in and roster

Check-in turns a portal into a site sign-in sheet. People tap once from the link they already hold when they arrive and once when they leave, and you get a live count and a named list of who is on site right now. It is the list you want in your hand if the building has to be cleared.

It is off by default and set per portal, so a portal used purely for paperwork stays as it is.

Turning it on

Open Portals, open the portal, and click the gear beside its name (Portal Settings). On the Options tab, under Shown on their portal, tick Check-in & check-out: a live on-site count for safety, then save.

People see the button the next time they open or refresh their link.

Two more settings sit under it once it is ticked:

Emergency assembly point is where people should go if the site is evacuated, for example "North car park, by the main gate". It is optional, up to 500 characters, and shown on every link with the check-in button.
Check out everyone still on site automatically is off by default. Pick a time (11:59 PM suits most sites) and each day at that time, anyone who checked in before it and is still marked on site is checked out, recorded as leaving at that time. The time is in your account time zone; if your account has none set, it runs on UTC, and the setting says so.

What they see

A card on their page with a Check in button. Tapping it marks them on site, and the card changes to "You're checked in" with the time, plus a Check out button for when they leave. Check out asks them to confirm first. There is nothing to install, no account and no password.

If you set an assembly point, it sits at the bottom of the same card under If the site is evacuated, go to:.

It works with no signal. On a site with dead spots, a tap made offline is held on their phone, the card updates straight away with a Queued badge, and the tap is sent once the connection comes back.

An offline tap is recorded at the time it was tapped, not when the phone found signal again. Somebody who checks out at 3pm in a dead spot and reconnects at 6pm is logged as leaving at 3pm. The history also shows when the tap arrived ("Tapped offline, received 6:02 pm").
Several offline taps collapse into the last one. If somebody checks in and out while offline, only where they ended up is sent.

The button sends the state it wants rather than flipping whatever it last saw. A card left open on a phone since this morning cannot check somebody out by accident, and a double tap cannot land as in-then-out.

The count and the roster

The portal page shows an On site now card with a live count that updates on its own as people arrive and leave. No refreshing.

View roster opens the full list in two parts:

On site now, most recent arrival first.
Not checked in, alphabetical. This includes anyone who checked in earlier and has since checked out, with the time they left.

The roster updates by itself while it is open. On a long list, type part of a name in Find a name to narrow it.

Times show as a bare time for anything today, and a time with a date for anything earlier. Unless you set the automatic check-out time, somebody who taps in and never taps out stays on the on-site list overnight, and the date is what tells yesterday's arrival from this morning's.

Check out everyone checks out every person still on site in one go, at the current time, with a confirmation first. Use it when the site closes so tomorrow's count starts from zero.

Checking somebody in yourself

You can change anybody's state from the roster, both ways. Somebody left their phone in the van, or somebody arrived before their link was sorted out.

Every change is logged with whether the person did it or somebody on your account did it for them.

Roll call

If the site has to be cleared, open the roster and press Start roll call. A short explanation of what the roll call does opens first; press Start roll call again to begin. It takes everyone checked in at that moment and puts them in a list headed Not accounted for. As each person reaches the assembly point, press Mark safe next to their name and they move to Marked safe. The two counts at the top tell you how many are still missing.

Everyone on your account sees the same roll call. Two people can work the same list from two phones, and each sees the other's ticks within a second or two.
Someone who checks in while it is open is added to it.
Call sits under each name in Not accounted for when that contact has a mobile number, so you can ring someone who is not at the assembly point.
While it is running, the On site now card says so, with an Open roll call button. Closing the roll call window does not end it.
End roll call closes it. The list is kept, with who was marked safe, when, and by whom, and you can open it again from the History tab.

A roll call does not check anybody in or out. It is a separate list of who has been accounted for.

History

The roster's History tab lists every check-in and check-out on the portal, newest first, with who did it: Self, or the name of the person on your account. Download CSV gives you the full log with dates and times in your account time zone, ready to keep as a site attendance record. It is also in your account export, with every roll call.

Built as a safety record

Everyone checked in is counted until they are checked out. Revoking somebody's link does not take them out of the building, so they stay in the count, marked Link turned off, until you check them out from the roster.
A contact who is on site cannot be deleted. Check them out first. Their entries stay in the log, under the name they had at the time.
It keeps working if your plan lapses. The roster, Check out everyone and the roll call are never blocked by billing.
Turning check-in off checks everyone out, and the history says why, so switching it back on later starts from an empty roster.
Deleting the portal removes its whole log, so download the CSV first if you may need the record later.

Getting help

If a count looks wrong, first check whether somebody is still checked in from a previous day. Beyond that, email [email protected] with the portal and roughly when.