Accessing Your Profile

Users can access their personal profile by clicking on “My Account” in the menu on the right-hand side.

Within My Account, users can view and edit their personal details such as name, email, phone number, and other profile information.

System Settings

The Settings button allows users to configure system preferences, including:

• Time zone adjustment
• Currency selection

These settings personalize the system experience for each user.

Policies & Compliance

Inside Settings, users are required to review and agree to the platform’s:

• Privacy Policy
• Terms and Conditions of Use

Accepting these ensures compliance with legal and data protection standards.

1. On the left-hand side, users can access a variety of menu options for navigation.
2. Located on the top right-hand side, users can conveniently access their account profile and its associated settings.
3. The main view of the Dashboard presents a comprehensive display of matrices, graphs, and a pie chart.

On the dashboard user will have an overview of the following:

• Visitor Activity: Number of check-ins and check-outs, active visitors, pre-registered guests.
• Deliveries: Incoming and collected deliveries, pending items.
• Keys Management: Keys currently checked out, overdue returns.
• Vehicles & Parking: Checked-in/out vehicles, available slots, assigned categories.
• Health & Safety: Upcoming fire alarm/exit tests, first aid kit status, accident/incident reports.
• Lost Property: Recently logged items and their claim status.
• Stock Levels: Items low in quantity or recently issued.
• Notes & Tasks: Reminders, sticky notes, or handover tasks assigned to staff.

• Visitor Log – Track visitor check-ins, check-outs, pre-registrations, and badge printing.
• Delivery – Log, track, and record incoming and outgoing deliveries.
• Vehicles & Parking – Manage company vehicles and assign parking slots.
• Key – Issue, receive, and monitor physical keys with barcode tracking.
• In Stock – Maintain and monitor inventory of supplies and assets.
• Lost Property – Record, track, and return lost and found items.
• Note – Leave reminders, tasks, or handover notes for staff.
• Health & Safety Suite – Schedule and log safety checks (fire alarms, exits, first aid, incidents).
• First Aiders – Keep records of trained first aiders for emergency response.
• Emergency Grab Bags – Record and monitor the location and contents of emergency kits.
• Reports – Generate and export activity history across modules for audits and analysis.
• Project/Handover Sheets – Document tasks and ensure continuity during staff handovers.
• Cab & Flight Booking – Request and manage staff or visitor transport bookings.

Home > Contact Details

Smart Directory Hub

Purpose

Serve as a central, searchable directory of all individuals involved in the system — guests, hosts, drivers, staff, service providers — making it easy to access and manage contact information without duplication.

How Contacts Are Added

1. To add a new contact select the "Add contact" button, users then need to input the necessary details in the popup window before finalizing the submission.
2. Once submitted, the newly added user record will be prominently displayed in the main area.
3. Users can conveniently amend this information using the options available in the Action field.

Home > Task

The Task feature enables users to accurately document daily job responsibilities. Forms can be created and fully customized to suit specific requirements, making them ideal for security personnel or engineers to record their daily workflows.

1. From the setting button on the top right corner, users can create a form and add five distinct types of form elements to streamline their workflow.
2. To initiate the process, users are prompted to input the “Name of the form" and subsequently save their entry. Following this, users proceed to specify the type of "shift" they are assigned, which may include day, night, or afternoon shifts.
3. Once the shift type is identified, users can proceed to add items to the checklist, ensuring a comprehensive record of tasks and responsibilities. The form elements are fully customizable, allowing users to add as many fields as they require.
4. Likewise, users have the ability to incorporate additional elements such as "Maintenance," "Task Work Force Hour," and "Task Summary" into their logs. This can be achieved by selecting the respective options and seamlessly integrating them into the log entry.
5. Users are empowered to efficiently manage their entries by accessing the "Edit" or "Delete" functionalities available within the respective option windows. This enables users to seamlessly update or remove any items as needed, ensuring accuracy and relevance within their records.

Using the Task Form

Once the form and its elements are created, they are saved and ready to use at any time.

1. To create a new task, click the “Add Task” button in the top-right corner.
2. The customized task form will appear on the screen.
3. Fill in all relevant details of the activity or workflow.
4. Click Save to store the task.

The saved task will automatically appear in the calendar view for easy tracking.

Tip: Users can return to the Tasks module at any time to review, update, or complete tasks.

1. Upon signing and saving the daily task, the task form will be added on the calendar for comprehensive organization.
2. Within this calendar, users are presented with three distinct viewing options: Month, Week, and Day, allowing them to select the most suitable perspective for their operational needs.

Upon clicking on the task added for a particular day, the “ Handover sheet” form will open, which enables users to review and amend any details as needed. Additionally, users can easily generate printouts directly from this form for documentation purposes.

Home > In Stock

The In Stock feature helps administrators record and manage all stock items within the building. It provides a clear overview of available items, making it easy to track and update inventory at any time.

Step 1: Open the In Stock Section

• From the home menu, select In Stock.
• The Stock Streamline window will open.
• Click on the Settings icon at the top-right corner to open the main In Stock window.

Step 2: Create a New Stock

• Click the Add Stock button to create a new stock record.
• In the pop-up form, enter the stock name and category, then click Submit.
• The new stock will appear in the In Stock window.

Step 3: Add Items to the Stock

• Click on the newly created stock to open its details.
• Select Add Item, fill in the item information such as name, quantity, and notes, then click Submit.
• All added items will now appear in the stock list.

Step 4: Manage and Print Stock Items

• Use the options in the Action field to edit, delete, or update any stock items.
• A Print option is also available, allowing you to print barcode labels for each item.
• These barcodes can be attached to physical items for quick and easy scanning during future checks or updates.
• If needed, you can also clone, edit, or remove entire stock records to keep your inventory organised and accurate.

Step 5: Create Check-In and Check-Out Lists

• To manage the movement of items, click on the Add Check List button in the In Stock window.
• A pop-up form will appear where you can create a new list of items available for check-in and check-out.
• After entering the details, click Submit to save the list.
• This list can be viewed and managed using the options in the Action field.

Step 6: Perform Stock Check-Out

• From the Stock Streamline window, click on the Stock Check-Out button.
• A form will appear displaying all available stock.
• Select the stock and the specific items you wish to check out, then click Submit.
• This process ensures accurate tracking of items being issued or used.

Step 7: View and Manage Checked-Out Stock

• Once submitted, a new record of the checked-out stock will be created and displayed in the Stock Streamline window.
• Use the options in the Action field to view, edit, or manage these records as needed.
• Admins can also monitor checked-out items to ensure timely returns or replenishment when required.

Step 8: Stock Check-In

• When items that were previously taken out are returned, the admin must record them through the Stock Check-In process.
• Click on the Stock Check-In button in the Action field.
• A check-in form will appear, showing the list of items issued and those being received back.
• Review and confirm the details carefully to ensure all returned items match the original checkout record, then click Submit to complete the check-in process.

Step 9: View Stock History

A complete history is automatically created to record all activity within the In Stock feature, allowing for easy future tracking and audits.

• To access it, click on the History button in the Stock Streamline window.
• The History window displays a detailed log of all stock movements, including items that have been issued, returned, marked as lost, or reported as damaged.
• From this window, the admin can use the Search and Filter tools to quickly locate specific records.
• There is also an Export option available to download the data in Excel format for reporting or record-keeping purposes.

Home > Key

1. Open the Key Timeline
   • From the Home screen, click Key. The Key Timeline window will open, showing current key activity in real time.
2. Configure Keys (Add, Edit, or Change Status)
   • Click the Settings button (top right of the Key Timeline).
   • Select Add Key to create a new entry.
   • Fill out the short form with details like the key name/number, door or area, and any notes.
   • Click Save to add it to your list.

     To manage existing keys:

     • Use Edit to update details.
     • Use Delete to remove a key (only when sure).
     • Toggle Active/Inactive to temporarily control availability.
3. Print & Attach Barcodes (Recommended)
   • In Key Settings, find the key and click Print (barcode).
   • Print the label and attach it to the physical key.
   • You can then scan the barcode using a scanner or compatible camera — this makes issuing and returning much faster and more accurate.
4. Issue a Key

   Go back to the Key Timeline.

   • Click Issue Key.
   • (Optional) Scan the barcode to auto-fill the key details.
   • Complete the form — include who’s receiving it, why, and when it should be returned.
   • Tick Notify by Email to send automatic notifications.
   • Click Submit — the new issue will appear on the timeline.

5. Receive (Return) a Key
   • On the Key Timeline, click Receive Key.
   • (Optional) Scan the barcode to quickly find the record.
   • Fill in the return form (person returning, date/time, and notes).
   • Tick Notify Person in Charge if you’d like to send a confirmation email.
   • Click Submit — the return will appear in the timeline.
6. View History, Filter & Export
   • Click History to view all key issues and returns.
   • Use the filters (date, key, user, status) to narrow down results.
   • Click Export to download the filtered data — great for audits and reporting.

• Best Practices
  • Use Active/Inactive instead of deleting keys you may reuse.
  • Always attach barcodes for faster, error-free transactions.
  • Set notifications so users and supervisors stay informed.
  • Regularly review History + Export to monitor overdue or frequently used keys.
• Troubleshooting
  • Can’t scan? Check that your scanner is connected and allowed in your browser, or enter details manually.
  • Key not available? Ensure it’s set to Active and not currently Issued.
  • No notification emails? Double-check your notification settings and email addresses.

Home > Cab Booking

1. Add a New Booking
   • From the Cab Booking page, click Add Cab Booking.
   • A pop-up window will appear with a short form.
   • Fill in all the required details — such as the pickup location, destination, date/time, and driver or passenger information.
   • Once everything looks good, click Submit to save the booking.
2. View and Manage Bookings
   • After submitting, your new cab booking will instantly appear in the list on the main Cab Booking window.
   • You can easily manage any record using the Action column:
     • Click Edit to make changes.
     • Click Delete to remove a booking (use with care).
3. Search, Export, or Import Records
   • Use the Search box or filters to quickly find a specific booking — by date, driver, or passenger name.
   • To save or share your data, click Export to download cab booking records.
   • You can also Import booking files to upload multiple entries at once.

Home > Flight Booking

The Flight Booking feature allows administrators to record, track, and manage all flight arrangements made for staff or visitors. This helps keep travel information organised and easily accessible whenever needed.

Step 1: Create a New Flight Booking

• From the home menu, select Flight Booking.
• The Flight Booking window will open, displaying any existing flight records.
• To add a new booking, click on the Add Flight Booking button located at the top-right corner.
• A form will appear where you can enter all necessary flight details, such as passenger name, flight number, date, time, destination, and any additional notes.
• After verifying the information, click Submit to create the new record.

Step 2: Manage Existing Flight Records

• Once submitted, the new flight record will appear in the Flight Booking window.
• Use the options in the Action field to edit or delete a record whenever updates are required.
• The system also allows you to export and import flight records, making it easy to back up or update travel data as needed.

Home > Delivery

1. Open the Delivery screen
   • From Home, click Delivery. The Delivery window opens with your current records.
2. Set up or choose a Description (once per type)
   • Click Settings (top-right of the Delivery window).
   • If you need a new description (e.g., “Parcel”, “Registered Mail”, “Courier – DHL”), click Add Description, enter the name, and hit Submit.
   • If it already exists, just use the description from the list.

   Tip: Keep descriptions short and consistent so your filters stay tidy.

3. Add a new delivery record
   • Back on the Delivery window, click Add Delivery.
   • In the pop-up form, fill in the details and click Submit.
   • Your new record appears immediately in the Delivery list.
4. Manage an existing delivery
   • Use the Action column on any row to:
     • Edit – update details if something changes.
     • Delete – remove a record (use with care).
5. Hand over a package (Receive Delivery)
   • When the package is collected by the person it belongs to, click Receive Delivery.
   • In the pop-up, record the handover and hit Submit.
   • The record updates to show the item has been received.

6. View history, search & export
   • Click History to see all delivery activity (received and outstanding).
   • Use Search/Filters (date, description, recipient, status) to find records fast.
   • Click Export to download filtered results for reporting or audits.
   • (If enabled) Use Import to bulk-upload delivery records.

Home > Vehicle

1. Open the Vehicle Timeline

   From the Home menu, click Vehicle.

   • The Vehicle Timeline window will open.
   • At the top right corner, you’ll see three options:
     • Settings
     • History
     • Vehicle Checkout
   • The main area shows all current records of vehicles that are checked out (or empty if none exist yet).

2. Add Company Vehicle Details (First-Time Setup)

   If this is your first time using the Vehicle feature, you’ll need to add your company vehicles.

   • Click Settings (top right of the Vehicle window).
   • In the settings page, click Add Vehicle.
   • Enter the required details:
     • Vehicle Registration Number
     • Make and Model
   • Once done, click Submit (or hit Enter).
   • The new vehicle will appear in your list.
   • You can edit or update these details anytime by using the options available beside each record.

   Tip: Keep your list up to date whenever a new vehicle is added to or removed from the company fleet.

3. Print and Attach Barcode Labels (Recommended)

   To make check-in and check-out faster, each vehicle can be assigned a unique barcode.

   • In the Settings window, locate the vehicle you want to label.
   • Click Print to generate and print the barcode.
   • Attach the printed barcode label to the vehicle key.

   This allows you to scan the key during check-in and check-out, saving time and reducing errors.

   Note: Barcode scanning is optional but highly recommended for smooth and accurate tracking.

4. Check Out a Vehicle

   When a staff member needs to use a company vehicle, follow these steps to check it out:

   • From the Vehicle window, click Check Out Vehicle at the top right.
   • A pop-up form will appear — fill in all the required details, including:
     • Vehicle name or registration
     • Staff member’s name
     • Purpose or destination
     • Expected return date/time

   If you’d like, tick the Email Notification option to automatically notify the relevant person (e.g., supervisor or fleet manager).

   • Click Submit once all details are complete.
   • A new vehicle check-out record will be created, and an “Out” status will appear next to that vehicle in the settings list.

   Tip: You can also scan the vehicle key barcode to check out a vehicle instantly — no need to fill in the details manually.

5. Check In a Vehicle

   When the vehicle is returned, it needs to be checked back in.

   • Go to the Vehicle Timeline window.
   • Find the record of the vehicle you want to check in, and click the Check In button beside it.
   • A pop-up form will appear — enter the return details such as:
     • Date and time returned
     • Returned by (staff member)
     • Condition or notes (if needed)
   • Click Submit to complete the process.

   Once submitted, the record will disappear from the timeline, showing that the vehicle has been successfully checked in and is available again.

   Tip: If you have barcode scanning enabled, you can simply scan the vehicle key barcode, and the system will automatically check the vehicle in — fast and hands-free.

6. View Vehicle History

   The History section lets you review all vehicle check-in and check-out activity.

   • From the Vehicle window, click History (top right).
   • Here, you’ll see a full list of all past vehicle movements — both checked in and checked out.
   • Use the Search or Filter options to quickly find specific records by:
     • Vehicle name or registration
     • Staff member
   • Click Export to download the filtered results as an Excel file for reports or audits.

   Tip: Export your records regularly to keep a backup or share with your management team.

Home > Parking

How to Allot Parking

1. Open Parking & Explore the Timeline

   • From Home, click Parking.
   • The Parking Timeline opens with three views:
     • Parking Log – live activity of issued/returned spaces
     • Reserve Parking – hold a space for a person/date
     • Parking Overview – quick status of available vs. occupied
   • On the right, you’ll see three actions: Settings, History, and Issue Parking.

2. Create a New Parking Space (Settings)

   • Click Settings (top-right).
   • You’ll see a list of all existing parking spaces with an Action column.
   • Click Add Parking to create a new space.
   • Fill in the required details (e.g., Space/Number, Company/Location/Zone, Category).
   • Click Submit — your new parking space is added and appears in the Settings list.

3. Manage Spaces (Edit, Delete, or Empty an Issued Space)

   • In Settings, use the Action column on any row to:
     • Edit – update details (name/zone/notes)
     • Delete – remove a space (use with care)

   Tip: Use Issue Parking from the Parking window to assign a space to a person, and History to review all past allocations with filters and export options.

4. Issue a Parking Space

   Once you’ve created your parking spaces, you can start assigning them.

   • From the Parking Timeline window, click Issue Parking (top-right corner).
   • A pop-up form will appear.
   • Select the Parking Space you want to issue from the dropdown list.
   • Fill in the required details, such as:
     • Registration
     • Driver Name
     • Make etc
   • Click Submit to confirm.
   • A new Issued Parking record will now appear in the Parking Timeline showing the assigned space and who it’s issued to.

   Tip: Use this step to keep track of every parking space — who’s using it, when, and for how long.

5. Manage Issued Parking

   You can easily make changes to issued parking spaces at any time.

   • Go to the Parking Timeline window.
   • In the Action column beside each record, you’ll find options to:
     • Edit – update details such as name, time, or duration.
     • Delete – permanently remove a record (use with care).
     • Empty / Release Space – when a parking spot becomes available again, click the Empty icon (next to Delete).

   Once you release a parking space, its entry will disappear from the main timeline, and the action will be recorded automatically in the History section.

   This keeps your Parking Timeline clean and up to date with only active records.

4. Issue a Parking Space

   Once you’ve created your parking spaces, you can start assigning them.

   • From the Parking Timeline window, click Issue Parking (top-right corner).
   • A pop-up form will appear.
   • Select the Parking Space you want to issue from the dropdown list.
   • Fill in the required details, such as:
     • Registration
     • Driver Name
     • Make etc
   • Click Submit to confirm.
   • A new Issued Parking record will now appear in the Parking Timeline showing the assigned space and who it’s issued to.

   Tip: Use this step to keep track of every parking space — who’s using it, when, and for how long.

5. View Parking History

   All past parking activities — both issued and released — are stored in the History section.

   • Click History at the top-right of the Parking Timeline window.
   • You’ll see a complete list of all previous parking records.
   • Use the Search and Filter options to find specific information, such as:
     • A particular vehicle or user
     • Date range
     • Parking status or type
   • Click Export to download your filtered results as an Excel file for reports or audits.

   Tip: Regularly review your parking history to track usage patterns, optimise space allocation, and maintain clear records for management or security purposes.

Home > Pre Booking

1. In the View Log, the user can pre-book a guest from the "Pre Booking" section.
2. Access the "Add Pre Booking" button located at the top right corner of the interface to initiate the pre-booking process. Upon selection, the corresponding form will be displayed on the screen, ready for data input.
3. Populate the visitor's details within the provided popup menu, ensuring to fill in all required fields highlighted in red. Once the necessary information is provided, proceed by clicking the "Submit" button to finalize the pre-booking request.
4. In the "Pre booking", a counter displays the number of pre booked guests in the system for easy contact and approach reason.
5. Upon submission of the pre-booking form, a new record will be seamlessly integrated into the pre-booking page, visible for reference.
6. For editing pre-bookings, users can click on the "Edit" button in the "Actions" field, make the requisite modifications, and then confirm the changes by clicking the "Update" button.

To check-in pre-booked guests:

7. When the guest arrives, simply click on the "Check-In" button, relocating the respective record from the pre-booking page to the Home page.
8. To remove a pre-booking, users can click on the "Delete" button, effectively canceling the pre-booked reservation.

Home > Visitor Log

1. Open the Visitor Log

   • From the Home menu, click Visitor Log.
   • The Visitor Log window will open, showing a list of all current visitors on-site.
   • From this screen, you can:
     • View active visitors.
     • Check visitor History.
     • Manage visitor Settings.

   For new accounts:

   Before you can start logging visitors, you'll need to set up your passes and visitor settings.

   • Click Settings (top-right corner).
   • From here, you can:
     • Add Passes
     • Manage Lost Passes
     • Manage Visitors

2. Add a New Pass

   • Inside the Settings window, click Add Pass.
   • The Pass Management window will open.
   • Click Add Pass again to create a new pass.
   • Fill in the required details, such as:
     • Pass Name or Number
     • Company/Department
   • Once completed, click Submit.
   • A new pass record will be created and appear in the Pass List in the pass window.

   Tip: Setting up passes first helps ensure smooth visitor check-in and reduces confusion later on.

3. Manage Pass Information

   After adding passes, you can easily manage and update them from the Pass List.

   • In the Action column, you'll find several options:
     • Toggle Active/Inactive – enable or disable a pass without deleting it.
     • Edit – update pass details if needed.
     • Delete – permanently remove a pass (use carefully).
     • Print – generate and print a barcode label to stick on the physical pass for quick scanning.
   • You can also Export or Import pass details in Excel format, making it simple to back up or bulk update your pass data.

   Tip: Keep your pass list clean and organised — deactivate old or lost passes instead of deleting them to maintain a full record.

4. View and Manage Lost Passes

   • In the Visitor Settings window, you'll find a section for Lost Passes.
   • Lost passes are usually reported and added by your reception or front desk team when a visitor misplaces their pass.
   • These records will automatically appear in the admin panel, allowing you to view and manage them centrally.
   • From here, you can review lost pass details, mark them as replaced, or remove them from the list once resolved.

   Tip: Regularly monitor lost passes to maintain an accurate pass inventory and prevent unauthorised use.

5. Manage Visitors

   • To view and manage visitors currently on your premises:
   • Go to the Visitor Settings window.
   • Click Manage Visitors — this opens the Visitor Management window.
   • Here, you can see a live list of all visitors who are currently checked in to the site.
   • Each entry shows important details such as the visitor's name, company, host, and check-in time.
   • This gives admins a complete overview of who is on-site at any given moment.

   Tip: Use this section to verify visitor activity, ensure safety compliance, and track visitor movement during busy hours.

6. Manage Visitor Status

   • Inside the Visitor Management window, each visitor record includes an Action column that lets you control visitor access easily.
   • Toggle Active/Inactive – Use this to mark a visitor as active (on-site) or inactive (checked out or no longer on-site).
   • Delete – Remove a visitor record permanently, for example, if it was entered by mistake.

   Tip: It's best practice to toggle visitors to Inactive rather than delete them — this keeps your visitor history complete and ensures accurate reporting later on.

7. Set Visitor Expiry Time

   You can choose to set an expiry time for visitor records if you'd like the system to automatically mark them as inactive after a certain period.

   • In the Visitor Settings window, click the Settings button (top-right corner).
   • Enter the number of days and hours you want visitor records to remain active.
   • Click Submit to save your changes.

   Once set, the system will automatically expire visitor entries after the selected time period.

   Note: This setting is optional — you can leave it blank if you prefer to manage visitor activity manually.

8. View Visitor History

   • The Visitor History section allows you to view and manage all past visitor records.
   • From the Visitor Log window, click Visitor History.
   • A complete list of all visitor check-ins and check-outs will appear.
   • Use the Search and Filter options to quickly find specific records by:
     • Visitor name
     • Company or host
     • Date range
     • Pass type or status
   • Click Export to download the filtered results as an Excel file.

   This is useful for audits, reporting, or maintaining digital backups of visitor activity.

   Tip: Regularly export visitor data to keep a secure record of site access and compliance documentation.

8. View Visitor History

   • The Visitor History section allows you to view and manage all past visitor records.
   • From the Visitor Log window, click Visitor History.
   • A complete list of all visitor check-ins and check-outs will appear.
   • Use the Search and Filter options to quickly find specific records by:
     • Visitor name
     • Company or host
     • Date range
     • Pass type or status
   • Click Export to download the filtered results as an Excel file.

   This is useful for audits, reporting, or maintaining digital backups of visitor activity.

   Tip: Regularly export visitor data to keep a secure record of site access and compliance documentation.

Home > Lost Property

1. The lost property section offers users access to lost property configurations.
2. To add a new lost property item, select the "Add Lost Property" button in the Lost Property window. In the subsequent window, input the item's data and click the "Submit" button.
3. To manage lost property items within the system, users can utilize the options available in the "Action" field to:
   • Edit item details
   • Delete obsolete entries
   • Mark items as received
   Additionally, the Print function generates a unique barcode for each item, which can be printed and affixed directly to the lost property. These barcodes are designed for quick scanning — either via traditional scanner or a device camera — to significantly reduce manual data entry and streamline item tracking.
4. There is also a "Receive Lost Property" option available to users to add the details when the relevant person receives the lost items.
5. In the lost property, users can also view and filter the detailed history of all the Lost property items, to access the history users must click the History button.

   Additionally, users have the option to filter out results using various search criteria, and they can also export their search history for downloading and printing purposes.

Home > Note

Notes are akin to delicate whispers captured on paper, fluttering like delicate petals in the gentle breeze of memory.

1. Access the realm of notes by selecting "Notes," unveiling a window where users can peruse notes contributed by various individuals.
2. Initiate the creation of fresh notes with a simple click on the "Add Note" button.
3. Interact with the "Add Note" window, diligently providing essential details including Title, Description, and other relevant options before finalizing the process by clicking on the "Submit" button.
4. After submission, the newly created note seamlessly integrates into the "Note" page window. Users can "Edit" or "Delete" these Notes as necessary.

Note: Users can make Notes public for every user to view or keep them private for their sole usage.

Home > Health & Safety

The Health & Safety section brings together all safety-related features within FrontDeskVisitor, allowing administrators to manage compliance records, perform regular safety checks, and keep emergency information up to date in one central place.

This section is designed to help organisations maintain a safe working environment and ensure that all safety requirements are properly documented and accessible when needed. From scheduling fire alarm tests to recording first aid inspections, every activity can be tracked and managed digitally, removing the need for paper-based logs.

Within the Health & Safety menu, administrators can access the following features:

• Fire Alarm Testing – Schedule and record routine alarm checks.
• Fire Exit Door Testing – Ensure all emergency exits are working correctly and accessible.
• First Aid Kit Record – Keep detailed records of first aid kits, their contents, and inspection dates.
• First Aiders Record – Maintain a list of trained first aiders and their contact details.
• Emergency Grab Bag – Track the contents, location, and inspection history of emergency kits.
• Emergency Radio Battery – Record and monitor battery checks for all emergency communication devices.
• Accident Form – Document any workplace incidents or injuries for reporting and compliance purposes.

All these tools work together to make health and safety management more efficient, transparent, and compliant with building regulations. Each record is securely stored online and can be easily searched, filtered, or exported for audits and safety reviews.

Home > Health & Safety > Fire Alarm Test

The Fire Alarm Testing feature helps administrators plan, record, and manage routine fire alarm checks to keep safety records organised and up to date.

Step 1: Open the Fire Alarm Testing Section

• From the home menu, click on Health and Safety.
• Select Fire Alarm Testing from the list of options.
• The Fire Alarm Testing window will open, showing any previously recorded tests.

Step 2: Schedule the Next Fire Alarm Test

• In the Fire Alarm Testing window, click on the Settings button located at the top-right corner.
• In the settings form, enter the date and time for the next fire alarm test.
• Click Save to confirm.
• The scheduled test will now appear in the system, helping your team stay aware of upcoming tests.

Step 3: Add a Record After Testing

• Once the fire alarm has been tested, click on the Add Record button next to the Settings option.
• A pop-up form will appear. Fill in the required details such as:
• The date and time of the test
• The name of the person who conducted it
• The result or outcome of the test
• Any additional notes or remarks
• Click Submit to save the record.

Step 4: Manage and Review Records

• The new record will appear in the main Fire Alarm Testing window.
• To make changes, use the Edit option in the Action field.
• You can also use the Search and Filter tools to quickly find specific records by date or keyword.
• Records can be exported for audits or compliance reports and imported back into the system if required.

Home > Health & Safety > Fire Exit Door

The Fire Exit Door Testing feature allows administrators to schedule, record, and manage regular inspections of all fire exit doors within the building. This helps ensure that each door is safe, fully functional, and compliant with safety regulations.

Step 1: Open the Fire Exit Door Testing Section

• From the home menu, select Health and Safety.
• Click on Fire Exit Door Testing.
• The Fire Exit Door Testing window will open, displaying any previously recorded inspections.

Step 2: Schedule a Fire Exit Door Inspection

• In the Fire Exit Door Testing window, click the Settings button located at the top-right corner.
• Enter the planned inspection date and time in the provided form.
• Click Save to confirm your schedule.
• The scheduled inspection will now appear in the system, making it easy to track upcoming tests.

Step 3: Add a New Inspection Record

• After completing the inspection, click the Add Record button next to the Settings option.
• A pop-up form will appear. Fill in details such as the inspection date, name of the inspector, condition of each door, and any comments or issues found.
• Once all information is entered, click Submit to save the record.

Step 4: Manage and Review Inspection Records

• The new record will now be visible in the main Fire Exit Door Testing window.
• To make changes, use the Edit option available in the Action field.
• Use the Search and Filter tools to find specific records quickly.
• Records can also be exported for audits or compliance purposes and imported into the system when needed.

Home > Health & Safety > Emergency Grab Bag

The Emergency Grab Bag feature allows administrators to schedule, create, and manage records of all emergency kits maintained on-site. These records help ensure that essential safety supplies are regularly checked and always ready for use in case of an emergency or evacuation.

Step 1: Open the Emergency Grab Bag Section

• From the home menu, select Health and Safety.
• Click on Emergency Grab Bag from the list.
• The Emergency Grab Bag window will open, showing any previously created grab bags and their details.

Step 2: Schedule an Emergency Bag Check

• In the Emergency Grab Bag window, click on the Settings button located at the top-right corner.
• Set the date and time for the next inspection or check of the emergency grab bags.
• Click Save to confirm.
• The scheduled task will appear in the system, reminding the admin when the next inspection is due.

Step 3: Add a New Emergency Grab Bag

• After scheduling, click on the Add Emergency Grab Bag button.
• A pop-up form will appear where you can enter details such as the bag's name or ID, location, and person responsible.
• Click Submit to save the new grab bag record.
• Once submitted, the new bag will be added to the list in the main Emergency Grab Bag window.

Step 4: Manage Existing Grab Bags

• Newly added bags will appear in the main Emergency Grab Bag window.
• Each bag record includes management tools that allow the admin to clone, edit, or delete the bag when required.
• Use these options to update information, duplicate similar bags for other locations, or remove outdated records.
• Regularly reviewing and updating grab bag information ensures your emergency kits remain complete and compliant with safety standards.

Step 5: Add Items to a Grab Bag

• Once a bag has been created, click on the Add Item button to include items within that bag.
• A pop-up form will open where you can enter details such as the item name, quantity, expiry date (if applicable), and any notes.
• Click Submit to save the item details.
• Repeat this step to add all items included in the emergency grab bag.

Step 6: Review and Export Item Records

• After submission, all the items added will appear in the Checking Timeline window.
• From here, the admin can view, edit, or verify each item record.
• Use the Search tool to quickly find specific items or inspection dates.
• The Export option allows you to download the record list for audits, reporting, or compliance reviews.

Step 7: Add a Checking Record

• To keep the emergency grab bag records accurate and up to date, click on the Add Checking Record button.
• A pop-up form will appear, allowing the admin to verify the details of the bag and its items during routine checks.
• Review the contents, confirm that all listed items are present and in good condition, and make any necessary notes about replacements or updates.
• Click Submit to save the record.
• A new entry will be added to the Checking Timeline window, showing the date, time, and details of the completed inspection.

Home > Health & Safety > First Aid Kit

The First Aid Kit Record feature allows administrators to manage and monitor the first aid kits placed throughout the building. It helps ensure that all kits are regularly inspected, properly stocked, and compliant with health and safety standards.

Step 1: Open the First Aid Kit Record Section

• From the home menu, select Health and Safety.
• Click on First Aid Kit Record from the list.
• The First Aid Kit Record window will open, showing all existing first aid kit entries within the building.

Step 2: Schedule a First Aid Kit Inspection

• In the First Aid Kit Record window, click the Settings button located at the top-right corner.
• Enter the date and time for the next first aid kit inspection.
• Click Save to confirm your schedule.
• The scheduled inspection will now appear in the system, reminding the admin when the next check is due.

Step 3: Add a New First Aid Kit

• After scheduling, click on the Add First Aid Kit button.
• A pop-up form will appear. Enter details such as the kit's name or ID, its location, and the person responsible for maintaining it.
• Click Submit to save the new first aid kit record.
• The newly created kit will now appear in the main First Aid Kit Record window.

Step 4: Manage Existing First Aid Kits

• Each first aid kit listed in the main window includes management options that allow the admin to clone, edit, or delete the kit as needed.
• These options make it easy to update information, duplicate similar kits across multiple areas, or remove outdated entries.
• Regularly managing and reviewing each record ensures all first aid kits remain accessible, complete, and compliant with building safety standards.

Step 5: Add Items to a First Aid Kit

• Once a first aid kit has been created, click on the Add Item button to record the contents of that kit.
• A pop-up form will appear where the admin can enter details such as the item name, quantity, expiry date (if applicable), and any additional notes.
• After completing the form, click Submit to save the information.
• Repeat this process to add all the essential supplies included in the first aid kit, ensuring a complete and accurate inventory.

Step 6: Review and Export Item Records

• After adding items, they will appear in the Checking Timeline window.
• From this view, the admin can monitor all first aid kit items, review past checks, and verify their current status.
• The Search tool can be used to quickly locate specific items or inspection records.
• The Export option allows records to be downloaded for reporting or compliance purposes, making it easier to maintain transparent health and safety documentation.

Step 7: Add a Checking Record

• To keep the first aid kit records accurate and up to date, click on the Add Checking Record button.
• A pop-up form will appear, allowing the admin to verify the contents of the kit during a routine inspection.
• Review each item to ensure it is present, within its expiry date, and in good condition.
• Make any necessary notes about replaced or restocked items, then click Submit to save the record.
• A new entry will be added to the Checking Timeline window, showing the date, time, and details of the inspection for future reference.

Home > Health & Safety > First Aiders

The First Aiders Record feature allows administrators to keep an up-to-date list of all trained first aiders within the building. This ensures that in case of an emergency, the right people can be contacted quickly and efficiently.

Step 1: Open the First Aiders Section

• From the home menu, click on Health and Safety.
• Select First Aiders from the list.
• The First Aiders window will open, displaying a complete list of all currently registered first aiders.

Step 2: Add a New First Aider Record

• In the First Aiders window, click the Add First Aider Record button.
• A pop-up form will appear. Enter the required information, such as the first aider's name, department, contact number, and certificate expiry date.
• Once all details are entered, click Submit to save the new record.

Step 3: Manage Existing Records

• All registered first aiders are listed in the main First Aiders window.
• To make changes, use the options available in the Actions field to edit or delete any existing record.
• Ensure that all information remains current, especially contact details and certificate validity.

Step 4: Export or Import Records

• Use the Export option to download a copy of the first aiders list, which can be printed or shared with your team for emergency readiness.
• The Import option allows you to upload or update first aider information from an external file when needed.
• Regularly exporting and updating this data ensures your records are accurate and accessible at all times.

Home > Health & Safety > Emergency Radio Battery

The Emergency Radio Battery feature allows administrators to schedule and record regular checks of emergency radios to ensure they are fully charged and ready for use during emergencies. Keeping accurate records of these checks helps maintain communication reliability across the site.

Step 1: Open the Emergency Radio Battery Section

• From the home menu, select Health and Safety.
• Click on Emergency Radio Battery from the list.
• The Emergency Radio Battery window will open, showing any existing records of radio checks.

Step 2: Schedule a Radio Battery Check

• In the Emergency Radio Battery window, click on the Settings button located at the top-right corner.
• Enter the date and time for the next battery inspection or charging check.
• Click Save to confirm.
• The scheduled task will now appear in the system, ensuring that regular checks are carried out on time.

Step 3: Add a New Battery Check Record

• After completing a battery check, click on the Add Record button next to the Settings option.
• A pop-up form will appear where you can enter details such as the radio ID or location, battery level, condition, and any remarks.
• Once all information has been entered, click Submit to save the record.
• The new record will be added to the list in the main Emergency Radio Battery window.

Step 4: Manage and Review Records

• All saved records can be viewed in the main Emergency Radio Battery window.
• Use the options in the Action field to edit or delete existing entries as needed.
• The Search and Filter tools can help locate specific records quickly.
• You can also export the data for audit or compliance reporting and import it back into the system when required.

Home > Health & Safety > Floor Plan

Function & Purpose

This tool empowers users to prepare for emergency scenarios by creating a centralized, visual reference map paired with critical contact information — ensuring rapid response, coordination, and clarity during fire, medical, or security incidents.

Navigate to Health & Safety Suite

• Go to the main menu and select "Health & Safety".
• Open the Floor Plan Feature
• Click on "Floor Plan" from the available options.

1. Add Emergency Contacts

• You can enter up to four contact details of people responsible during emergencies (e.g. fire marshal, security lead, floor manager, medical responder).
• For each contact, provide:
  • Full Name
  • Phone Number
  • Role/Responsibility

2. Upload a Floor Map

• Scroll to the bottom of the form and click "Upload Floor Plan Map"
• Attach a clear image or PDF of the floor layout
• This map will help fire brigade or emergency staff navigate efficiently

Save Your Floor Plan Profile

• After entering contacts and uploading the map, click "Save & Submit"
• Your floor plan will be stored and accessible during emergency situations

Important Notes

• Make sure contacts are updated regularly — especially when staffing changes occur
• Upload accurate and labeled maps that clearly show exits, stairwells, and equipment
• These floor plans may be used during webapp downtime, emergencies, or drills

Home > Health & Safety > Accident Form

Accident Form Feature — Incident Reporting Made Seamless

Purpose

Enable employees and office personnel to quickly and securely document any accidents or incidents that occur within the workplace — ensuring proper record-keeping, accountability, and insurance eligibility.

How It Works

Form Access

• Admins or reception staff send the Accident Form to the affected employee via email link
• The link opens the form in a secure web interface, accessible from desktop or mobile

Form Details & Fields

Employee fills in critical fields such as:

• Name of affected person, Date, time, and location of the incident, Description of what happened, Names of any witnesses, Severity level and any medical response taken, Supporting notes or initial observations, Attachments: photos, documents, doctor notes, etc.

Submit & Record

• Once submitted, the form is stored in the system's Accident Record Log for review by HR, admin, or safety personnel
• Employees may receive a confirmation email for their records

Why It Matters

• Compliance & Traceability: Keeps your workplace aligned with regulatory standards and internal safety protocols
• Insurance Claims Support: Submitted forms act as evidence for workplace insurance or injury claims
• Centralized Recordkeeping: Builds an auditable database of all past incidents, linked to floor plans and emergency response file

Home > Messages

The Messaging feature allows users to communicate quickly and efficiently within the organisation. It provides a simple way for team members to share updates, respond to queries, and coordinate daily tasks — all from within the FrontDeskVisitor platform.

Home > User/Employee

The User / Employee Management feature allows administrators to create, manage, and assign roles and permissions to staff members using the system. It helps maintain organised user records and ensures that each team member has the correct level of access to perform their duties.

Step 1: Open the User / Employee Section

• From the home menu, select User / Employee.
• The User / Employee window will open, displaying all existing users in three categories — Active Users, Disabled Users, and Recycle Bin (for deleted records).
• This overview helps the admin monitor user status and manage accounts efficiently.

Step 2: Add a New User or Employee

• On the right-hand side of the window, click the Add User / Employee button.
• A pop-up form will appear where you can enter all the required details, including the user's name, email address, role, and department.
• Once completed, click Submit to create the new user account.
• The new user will now be added to the system and displayed in the main User / Employee window.

Step 3: Manage Existing Users

• All active and disabled users are listed in the main window.
• Use the Action field to edit or update user details as needed.
• This includes updating contact information, changing roles, or reactivating disabled users when appropriate.

Step 4: Create a New Role

• Click the Settings button located at the top-right corner of the User / Employee window.
• In the settings panel, click on Add Role and fill in the details such as role name and description.
• Click Submit to save.
• The new role will now appear in the list of available roles for assignment.

Step 5: Assign and Manage Permissions

• Each role includes permission settings that determine what users can access or modify within the system.
• To adjust permissions, go to the Action field next to a user or role and select Permissions.
• Carefully review and set permissions according to each employee's responsibilities.

Note: Please note that FrontDeskVisitor is not responsible for any issues caused by incorrect permission settings — the admin is solely responsible for assigning appropriate access levels to each user.

Home > Appointment

1. This feature allows users to set appointments among users. To start the process users need to select the "Add Appointment" button and fill in the all the relevant details in the Add Appointment window and submit.
2. After form submission, a new appointment will be displayed on the appointment calendar.

1. After joining, users can choose their subscription plans to use our services.
2. All the invoices will be available to view and download in the Invoice menu.

Support

For any inquiries or issues encountered while utilizing our services, users are encouraged to reach out to us via the "Support" option. Rest assured; we will respond to your query as promptly as possible.

Download is an offline Files Feature in FrontDeskVisitor

Purpose & Context

This functionality provides essential downloadable resources to help users maintain physical or offline records of operational activities especially during events like:

• Power outages, Internet/network failures, Web app downtime or maintenance

By empowering users to work offline and later sync data back to the system, it ensures zero interruption in security, access control, or visitor logs.

Operational Highlights

• Mandatory First Step: All users must download and store these files during initial setup. This ensures readiness from Day 1.
• Compliance & Audit Safety: Files help maintain compliance during downtimes valuable for regulated environments like finance, executive floors, or healthcare setups.