VRF
Emergency report via VisitorRego Portal
In case of an emergency such as a fire, VRP has an emergency feature which displays all registered persons on-site. Log on to the VR Emergency website: https://facilities.visitorrego.com/emergency All registered visitors will be displayed along with ...
Emergency reports via your smart phone
Option 1 Select the short cut on your home page. See this article for details on how to set this up. Option 2 Using your phones web browser, navigate to https://facilities.visitorrego.com/emergency/ Sign in to your account using your email and ...
Navigating Through the VR Portal
To navigate VR Portal use the tabs at the top of the page. For a step-by-step overview of each tab and its contents, select the tab you wish to view: Register tab Contractors tab Staff tab Access tab Valuables tab My Site tab
Register Tab
Use your email address and password to login to the site https://facilities.visitorrego.com/VRF Register> On-site Once you log on the main page Register> On-site> YourBusiness will appear and display the visitor profiles of everyone who has ...
Contractors Tab
Use your email address and password to login to the site https://facilities.visitorrego.com/VRF Contractors tab Clicking on the Contractors tab will present a dropdown menu with various options. Contractors> On-site This tab shows the contractors ...
Staff Tab
Use your email address and password to login to the site https://facilities.visitorrego.com/VRF Staff Clicking on the Staff tab will present a dropdown menu with various options. Staff> Onsite The Staff> On-site tab displays data of the staff that ...
Access Tab
The features in the Access Tab have two main ways of managing contractors: Permits and Advanced Contractor Management (Access Levels). The following article details Advanced Contractor Management (Access Levels), it is advisable that you use Permits ...
Valuables Tab
Valuables is a useful feature for keeping track of valuable items such a keys, access passes etc. that are given to contractors or visitors during their stay. Items are assigned to a registered visitor and signed out and in accordingly. A visitor ...
My Site Tab
Use your email address and password to login to the site https://facilities.visitorrego.com/VRF Clicking on the My Site tab will present a drop down menu with various options. Home Page This page links to the main page Register> On-site. (For more ...
Parent/Child Relationship
The Parent/Child Site Relationship is a feature that allows a parent site with one to many child sites. The functionality of this feature includes: Registration data Access Template/Levels This feature needs to be defined by VisitorRego. A parent ...
Logging On
You can log into VR Portal by browsing to website https://facilities.visitorrego.com/VRF/ Enter your VR Portal login details provided to you by VisitorRego, then click the Log On button. This will bring you to the main page of your VR Portal site.
Changing Your Password
How to change your password via VRF Online, alternatively if you have forgotten your password see: I’ve Forgotten my Password. Login to your VRF site: https://facilities.visitorrego.com/VRF Click on My Site> My Profile Under the ‘My Details’ section ...
I've Forgotten My Password
If you have forgotten your password, you will not be able to sign into VRF. When you enter an incorrect password an ‘Email My Password’ button appears. Ensure you have the correct email in the ‘Your Email Address’ section and click ‘Email My ...
Setting up a Site Admin User
Using the VR Portal, you can set up different site roles to give staff access to specific parts of the VRP system. In this article we are looking at creating a Site Admin. You will need to be a Site Owner to create this role. Note: there is a ...
How to Add Staff Using VR Portal
Step 1. Navigate to the Staff > Staff tab Note: If you are managing multiple sites select which site you wish to add the staff member. Click on the dropdown menu next to ‘Staff’ and select which site you wish to view. Step 2. Click the icon to add a ...
How to Delete Staff
To delete a staff member from the system you first need to identify where the staff list is held, if your company uses an Active Directory changes will need to be made there, otherwise you can delete staff via the VR Portal online or VisitorRego. ...
Create Permits
Permits are an easy way to manage contractors permits, inductions and insurances (Access Templates/Levels are for advanced contractor management). In VRP, navigate to Access> Permits. On this page all your permits are listed. You can also edit ...
Advanced Contractor Management - Creating an Access Template
The following article details Advanced Contractor Management (Access Levels), it is advisable that you use Permits instead, which is a straight forward, easy induction process. Click here for an article explaining Permits. Navigate to the Access> ...
Advanced Contractor Management - Creating an Access Level
The following article details Advanced Contractor Management (Access Levels), it is advisable that you use Permits instead, which is a straight forward, easy induction process. Click here for an article explaining Permits. Navigate to the Access> ...
Certification Notification
The Certification Notification is a feature particularly useful for the induction and certification of contractors. In instances where a contractor does not sign in at a VisitorRego Appliance, they can sign in using a smart device (smart phone or ...
Auto-certify Contractors using Jotforms
JotForms can be setup to require a 100% pass mark before the contractor can submit the form. That way, once they have submitted the form the contractor has then met the mandatory requirements and can be automatically certified. To set up this feature ...
Assigning Staff to Access Level
Ensure that staff members have been loaded onto VRF (see: Overview of Loading Staff for more information). Staff can then be assigned to an Access Level and certified. Step 1. Navigate to Staff> Staff to view the staff list. The ‘Fit’ column ...
Exporting Access Level Hours
Navigate to Hours> Access Level Hours can be viewed by Access Level and Companies in the Access Level. The data can then be exported to Excel by either category. Exporting Access Level Hours Navigate to Hours> Access Level Hours can be viewed by ...
How to Set Personal IDs for Contractors, Staff and Visitors
Method 1: Using VR Portal (for staff members and contractors) Logon to VRF, navigate to Contractors> Contractors and find the contractor. Click the icon next to the contractor’s name. Add in the barcode number required into the ‘Personal ID’ box and ...
Setting up contractor companies
You can manage site requirements at a company and individual contractor level. When a contractor signs in, VR will check the requirements for the company and contractor. If either level is not compliant the contractor will be denied access. Setting ...
Adding permits to a company
In the Company Permits and Insurance section, press the Add Permits button. The Add Permits pop up will display any permits that have already been set up. If you need a permit that is not on the list you can add this by clicking the Add New Permit ...
Certify a company permit
Certify a company permit To certify a permit you have added click the cross symbol in the Certify column. The certify pop up will display the permit details and the current date and a date 12 months in the future will be automatically populated. If ...
Where you can create new permits
Permits can be added via: - Access > Permits, - the Contractor Authorisation Screen - when you add a new contractor - when you add a new contractor company Step 1. Click on the icon or the Add Permits button. Access> Permits page Contractor ...
Adding a Contractor
There are three different ways to add contractors to the VisitorRego Portal From the contractor list From a contractor company If the contractor has already signed in Adding a contractor from the contractor list The Contractors> Contractors tab ...
Finding a Contractor
Finding a Contractor by name Navigate to the Contractors> Contractors tab. The Contractors> Contractors tab displays the data of all contractors. To search for a person, enter their name into the Part search box and choose whether you are searching ...
Certifying a Contractor
Step 1. Find the Contractor you wish to certify and navigate to their Contractors Authorisation Screen by clicking the icon in the 'Fit' column. Step 2. This will display the site requirements for the contractor. If no requirements are visible click ...
Auto Notification of a Permit/Induction/Insurance Expiring
A permit/induction/insurance can be flagged to automatically email the contractor when it is due to expire. When flagged an email is sent at 30, 15, and 0 days before expiring. Each email is generated from a template specific to the contractor and ...
Adding Certificates/Documents to a Contractor
Find the Contractor you wish to certify and navigate to their Contractors Authorisation Screen by clicking the icon in the 'Fit' column. Click the symbol in the 'Fit' column to open their contractor profile To add a certificate or document click the ...
Active v Inactive Contractors
Contractors can be set as ‘Inactive’. The contractor maintenance screens can then be filtered showing either ‘Active’ or ‘Inactive’ contractors. This allows you to simply “hide” those contractors which you don’t want or need to maintain. By making ...
Converting Visitors to Contractors
Log on to the the VisitorRego Portal. Navigate to the Register> Today+ page. To search for a person, enter their name into the Part search box and choose whether you are searching for a 'First' Name, 'Last' Name or 'Company'. Find the visitor you ...
Invited Contractor Instructions
View Job Details through VRF Each time you are sent a Job Invite from a Project Manager you will receive an email which contains a link to the VisitorRego website. Sign-in to view job details. The Job Invitation Once you have signed in, the basic ...
Invited Contractors - Resubmitting a Form
Forms can be edited and resubmitted at any stage. Navigate to the Job Details Screen and open the required form by clicking on the icon. Make the required changes, sign and click'Submit'. Resubmitting the form will create another version that is sent ...
Invited Contractors - Send a Job Invite to a Colleague/Subcontractor
Send a Job Invite to a Colleague or Subcontractor through VRF On your home page, under the 'My Jobs' section select the job you wish to add the colleague to. By either clicking on the icon in the left hand column or the or the icon in the 'Fit' ...
Bulk upload of contractors and permits
When you first start using VisitorRego you may have to transfer existing contractor data. This can be uploaded to the VR Portal in bulk. As part of the set up process you will be sent a Excel spreadsheet template. Below are the descriptions of the ...