Trigger example: Get notified if a contractor has expired requirements

Set up a trigger to get notified when a contractor arrives on-site with an expired induction course, insurance policy, or qualification. You need the Triggers Manager user role to set up a trigger.

How it works

Triggers are used to automate actions based on sign in/out activity in WhosOnLocation. There are multiple triggers available to help you manage your contractors, including sending notifications, displaying messages on kiosks, denying entry to a site, automatically signing people in/out, and more.

Some organizations require that contractors have a current qualification, insurance policy, or have passed an induction course within a certain period. These requirements can be managed through triggers. When a contractor tries to sign in with an expired induction course, they're denied entry and a notification is sent to a nominated person outlying how they haven't met the organization's compliance requirements, 

The type of requirement is selected in the Trigger Rules tab during setup. Rules include:

  • Contractor - Induction Course has Expired
  • Contractor - Insurance Policy has Expired
  • Contractor - Qualification has Expired

Send a notification when a contractor tries to sign in with an expired induction course 

In the example below, we show how to set up a trigger that fires when a contractor signs in with an expired induction. It will display a deny access notification on the kiosk and send an email to the employee hosting the contractor. 

To set up the trigger: 

  1. Go to Locations, then select the location from the drop-down list.
  2. Select Triggers.
  3. Click Create a New Trigger.

    TRigger-Add.png

Trigger Details tab

  1. Enter the trigger name.
  2. Select Active next to the Trigger Status.
  3. Under Trigger Event, select Contractor Sign In.
  4. Click Next.

    Trigger-Details-Contractor-Notification-1.png

Trigger Rules tab

  1. Click Create a New Rule.
  2. Select the Contractor - Induction Course has Expired rule.
  3. Select Is the Following as the rule condition. 
  4. Select Any Induction Course Required for Learner.
  5. Click Next.

    Trigger-2.png

Trigger Actions tab

  1. Click Create a New Action.
  2. Select Deny Access - Deny Access to a Person.
  3. Select Red as the pop-up style.
  4. Enter the title and message. Use the placeholders to make the information in the message dynamic.
  5. Click Create a New Action.
  6. Select Notification: Send an Email as the action.
  7. Select Matched Person as the recipient.
  8. Select Employee Hosting Visit.
  9. Enter the subject and message. Use the placeholders to make the information in the message dynamic.
  10. Click Save & Close.

    Trigger-Details-Contractor-Notification-3.png

Next time a contractor signs in with an expired induction course, they will be denied access and the host employee will be notified.

Trigger-4.png