Documents

Use this feature to configure and manage the documents presented to visitors during the sign-in process. Documents include ones that can be viewed and signed, PDF slideshows, and videos.

 

All documents displayed on the device are logged as a part of the sign-in ledger. Based on the selected plan, custom retention policies can be implemented for each document type in order to expedite returning visitors. 

 

Adding sign-in documents

The procedures in this article are accessed by clicking    and then  Documents . 

 

To create a new document, click New Document and select a document type. The Document Details page opens. Configure the following (options may differ based on the selected document type). 

 

 

 

1) Enter the name for the document ( Title) 

 

2) If you want to track documents by date and enforce expiration times and compliance, select a Revision Date . 

 

3) Enter the Text that will be displayed to the visitor as the document name. 

 

4) To create a questionnaire with Yes/No or questions or questions with checkbox answers, Click on Add new in green next to Custom Checkboxes: 

 

 

 

 

5) In the popped up window, enter the text of the question and select the Question type: 

 

 

 

6)  By default, checkboxes are mandatory, but you can also select  Can leave unchecked : this allows visitors to proceed with sign-in even if they do not check a box.

7) In the Restrictions area, select which visitor types will see this document and for which selected languages. 

 

Note: If the document is not attached to any language, it will be displayed for all languages on the kiosk. 

 

8) Toggle Signature required to On if visitors must sign the document.  

 

Note: For kiosk sign-ins, this option will work for text and quiz documents. For pre-registration online, this feature will work for text, PDF, and text documents.

 

9) By default, the Discard Document After Visit option is set to off. Toggle it to On if you'd like the system to delete the signed copy of this document from the portal under the Visitors tab. 

 

10) To allow visitors to skip this document, enable Allow Opt-out . 

 

11) To allow visitors to view this document prior to their arrival, check Display Online for Pre-Registration . Visitors will not be prompted to view the document again at sign-in. 

 

Please refer to the Working with Advance Pre-registration article to find out more about pre-registration online. 

 

12) In order to facilitate expedited sign-ins for returning visitors, documents can be skipped for visitors that viewed them in the past, subject to a configurable period of time. This interval can be configured using the Document Expiration setting.   

 

 

  •  If Show every time is selected, the document will be displayed for new and returning visitors each time they sign in.  
  • If you enable Expires after and set the period, returning visitors will review this document at their first visit and will not be prompted to see it at their following visits until the allotted duration of time has passed.

Example: A document that expires after 30 days will have a different expiry date for each visitor contingent on when they first viewed the document. The expiry is 30 days after the visitor viewed the document. Once the allotted time has lapsed, the returning visitor must review the document again.

 

  • If Validity Period is selected, specific from and to dates are entered. The time between these dates encompasses the period of validity. Returning visitors will not be prompted to review the document again if they have already done so during the validity period. At the end of the validity period, the document will be considered no longer valid and will not be shown to visitors.

Example: For a document with a validity period from February 1 to February 28, any visitor who signs in between these dates will be prompted to review the document. After the first visit, returning visitors will not be prompted to review the document again. On March 1 the document will be considered no longer valid and will not be visible to new or returning visitors.

Edits made to a validity period do not affect documents that have already been signed. For example, a document with a validity period of January 1 to February 1, is signed by a visitor on January 10. An admin later updates the validity period on the document to January 1 to March 1. If the same visitor returns on February 10th, they will be prompted to review the document again. 

 

Note: Validity Period is particularly useful for documents that require an update on a specific schedule. For example, documents that require an annual update can have a validity period of January 1 to December 31. The document will remain valid for the year, and a new document can be created to align with the new calendar year.

 

 

 

Changing the order of the sign-in documents

To change the order in which sign-in documents are presented to visitors : 

  1. Click , then Configuration, then click on your site.
  2.  
  3.  
  4. On the Features tab, enable Legal Documents and click Choose documents. You see a list of documents currently enabled for your site: use the arrows to change the order of these documents. 

 

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