Check In Forms

Summary

Check-in forms are designed as short multi-choice forms that can be completed quickly and often. The results of the forms are not normally communicated.

Answers within the forms can be marked as raising an alarm, which can then be used to cancel shifts, create tasks, send emails, etc.

It’s perfect for quick check-ins to see if a staff member has any concerns or to confirm that they have the correct safety equipment or no health concerns.

Check-in forms can currently be assigned by a trigger or assigned as part of a shift or clock-in.

Creating and managing Forms

Check-in Forms are created and managed under System > Documents & Forms > Check-in Forms.

New forms can be created using the Create new Check-in option in the Actions menu. All existing check in forms will be displayed below in the management list.

Each form can have a category set that allows you to filter the forms by those categories. In the example above, there is a COVID-19 category.

Check-in forms are version-controlled, like many other forms and tools. This means that to make changes to a form, you need to create a new draft, make your changes, and then publish the draft.

Only published forms can be assigned and completed.

For draft check-in forms, you have quick access to edit their details (simply the title currently), the questions, publish the draft, and, under the more option, the options to copy, set a category and delete.

Managing Check-in Questions

Above is an example of the question management page for check-in forms. At the top is the option to add a question; simply enter the question content and click Add.

The questions will be displayed below in the list. Each one can have multiple answers and you can use the blue arrows to reorder the questions.

When editing the answers for a question, you will see a popup similar to this example:

Add each option you want to offer the staff member to the list. If you need more options, use the Plus icon to add another row.

The checkbox allows you to raise an alarm if that answer is selected. The alarmed answers can trigger different events and notifications so it allows you to raise alarms on multiple questions or multiple answers. If any of the alarmed answers are chosen then the alarm will be raised.

Once you have completed adding/editing your questions and answers, remember to publish the draft so that it becomes live and in use.

Assigning Forms

Check-in forms are designed to be assigned automatically; there isn’t currently a manual option for assigning a form to a staff member.

• Assign on an upcoming shift
  Set up the check-in forms on a venue’s Shift Configuration tab. This allows you to set how many hours before the shift the form should be requested and what happens if a staff member triggers an alarm when answering the form.
• Assign on clock-in
  Setup the check in forms on a venue’s clock in configuration tab. This allows you to set what should happen if they trigger an alarm when completing the form.
• Assign using a trigger
  Assigning a check-in form can be done within a trigger. This allows you to assign a form after X days of being employed, X shifts worked or when other events happen.

Reporting on Check-In Forms

You can report on all completed forms or view those completed by a staff member.

To view all forms, simply go to Reports > Performance and Welfare > Check In Reports.

Here you will be able to filter the dates and forms at the top as well as only viewing the forms that have raised alarms.

Viewing the details page will display further information including all answers provided:

If the check in was linked to a shift or time entry then the linked details will be shown. The check in details will also be shown on the time entry or shift details page so the information can be easily accessed.

To view all of the check in forms completed by a staff member, use the Check In Report under their Reports action menu on their profile page.

Here you will see all of their completed forms and you can filter by form, date range and if they raised alarm.

Alarms and Notifications using Triggers

By default, the Check-in forms don’t send notification emails or alerts. However, they can be configured using our Triggers feature.

Under System > Manage Triggers, use the option at the top to Create a new trigger.

Add a title and some notes to track what each trigger does. In the 'Triggered When…' drop-down, choose one of the options under the Check-In title; one is triggered when a form is completed for a shift, and the other when a form is completed for a time entry. You will need to add two triggers if you want notifications to be sent for both events.

Choose the check-in form for which you want to create the alerts and set any exemptions or filters as needed. Once saved, you will be asked to add an action.

The actions are what the system will do when the form has been completed and raised an alarm. The most common is an email to line managers.

In the title/note field, enter what this action will do so you can keep track of it if you want the system to do multiple emails or actions. In the “What should we do?” Drop down and choose the option for you (e.g. Email to Line Managers).

Complete the Subject and Message boxes. You can use the mail merge tags displayed at the bottom. For example, #name# should include the staff member’s name and link to their profile.

Click Save. Once created, you will need to turn on the trigger. View the list of triggers and click the Turn on button to enable this trigger.

The triggers offer many other combinations and options, so you can create multiple emails, tasks, and other actions when an alarm is raised.

Assign Check-In Trigger

As well as creating a trigger for when a check-in has been completed you can now assign check-in forms as an action for part of a trigger.
This allows you to automate the process of check-in forms if you want to set up regular and repeat check-ins. You can check in weekly, monthly or daily and set what day of the week/month these check-ins will happen. For example, Check-ins might happen every Monday. Alternatively, you could have a lateness check-in. For example, check-in could be triggered after a certain number of latenesses.

You might set up a shift event and use the ‘arrived late’ attendance flags to implement something like this. 

Other uses for a check-in form trigger might be related to a staff member's tenure. For example, you could trigger for X days after they started or after the first year.

Once you have created the event for which you want to trigger the check-in form, you must add ‘assign a check-in form’ as an action. In addition to adding this action, you might want to add ‘email self’ as an action, which will email all staff members who have triggered the event to let them know they have been assigned a check-in form. You can add other actions as well here.