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AREAS

Each time a person taps at an access point, they will be either entering or leaving an area. Areas are created within the OnSite desktop module in the Areas page.

From the Areas page, administrators can:

  • Add, edit and delete areas

  • Manage the capabilities and contractor documents required to enter each area

  • Generate reports on all areas

Add New Area

Video: Add New Area

To add a new area, from the Area page:

  1. Click 'Add New'

  2. Complete the fields (see table 'Definitions of Fields below)

  3. Click 'Save' to save the document

The details captured for each document may vary slightly between each system configuration. Fields marked with * are mandatory.

Definition of Fields

Name

Enter the name of the area

Organisation Details

Each area is linked to the organisation structure such as division, business unit, project etc as relevant. This allows reports to be created based on only a project for example, only including the areas that exist within that project. The image below illustrates a typical project arrangement that includes two areas.

Area Manager

Admins can set Area Managers so that they can receive a notification for anyone entering the area via an Access point

Access Point

Access points are added to Areas via the OnSite App. See the OnSite Access Points page in this user guide for more information.

Capabilities

People entering the area may be required to hold certain capabilities, such as a site induction, before access is granted. Capabilities and individual user records are managed in Lucidity Competency. 

Select the capabilities required to enter the area

  1. Click 'Add'

  2. Click 'Select' and search for the required capability

  3. Click 'Save' or click 'Save and New' to add additional capabilities

See the Capabilities page and the Records page in the Lucidity Competency user guide for more information on creating and managing capabilities and individual user records.

Contractor Document Types

The companies that people work for may be required to provide particular documents, such as insurances, before access is granted. Contractor documents are managed in Lucidity Contractor.

Select the contractor document types required to enter the area

  1. Click 'Add'

  2. Click 'Select' and search for the required document type

  3. Click 'Save' or click 'Save and New' to add additional document types

See the Settings page and the Documents page in the Lucidity Contractor user guide for more information on creating and managing document types and individual company documents.

Declaration Message

Admins can set up a ‘Declaration Message’ message for each area. Once a ‘Declaration Message’ has been entered and enabled by an admin people attempting to enter an area will have to acknowledge that message before they can enter that area. If they do not acknowledge the message they will be presented with a ‘Failed Entry Message’. This is particularly useful for remote sites where their is no supervision of workers. It enables admins to ensure that people working on a site have acknowledged they have been informed about safety issues prior to entering an area.

  1. Enter the 'Declaration Message'

  2. Check the ‘Enabled’ check box

  3. Click ‘Save’

See the QR Codes page to learn more about how to generate QR codes for people and areas.

Failed Entry Message

Admins can set up a ‘Failed Entry Message’ message for each area. A ‘Failed Entry Message’ can be displayed on the user's mobile device when using QR code to tap into an area if they do not meet entry requirements or do not agree to ‘Declaration Message’ (if enabled).

  1. Enter the ‘Failed Entry Message’

  2. Check the 'Enabled' check box

  3. Click 'Save'

See the QR Codes page to learn more about how to generate QR codes for people and areas.

Remote Entry Message

Admins can set up a ‘Remote Entry Message’ message for each area.

  1. A 'Remote Entry Message' can be displayed on the user's mobile device when a user is being manually added via 'Remote Tap In' from the OnSite module.

  2. Enter the ‘Remote Entry Message’

    1. Check the ‘Enabled’ check box

    2. Click ‘Save’

See the QR Codes page to learn more about how to generate QR codes for people and areas.

Visitor Management Setup

This section provides options for configuring visitor access to sites.

Enable Visitor Management

When enabled visitors can sign in and out of areas via the Lucidity OnSite Kiosk app. Note: A Site / Area Manager will need to be set when enabled as this becomes mandatory for the feature to work as intended.

Enable Person Visiting

When enabled this displays a search field that can be used by visitors to find the person they’re visiting.
The ”Person Being Visited" will be logged as a result. In the logs an administrator can add the ”Person Being Visited" via column configuration.

Enable Email Notifications

Enables Email Notifications to be sent when a visitor signs in.
Note: The notification will only be sent if there is valid email address set in the HR profile of the person being notified.

  • If the “Person Visiting” is enabled for the OnSite Kiosk app -  Notifications for a sign-in event will be sent to the person the visitor selects.

  • When "Other Person" is entered, notifications will be sent to the Site / Area Manager.

  • If Notifications are enabled without "Person Being Visited" enabled, all notifications will be sent to Site / Area Manager.

Access Requirements 

The below matrix shows which areas of the system is being checked against each person attempting to tap into an area. Access will be denied if:

  • The person does not hold the specified Training records in the Competency module, and

  • The person's Company does not have the specified documents uploaded to the Contractor module. 

 If a person as entered as an "Employee" or "Casual" in the HR module,  OnSite does NOT check for contractor documents against that person.

Employee

Casual

Subcontractor

Competency Capabilities

(tick)

(tick)

(tick)

Contractor Documents

-

-

(tick)

Edit Areas

Video: Edit and Delete Areas

To edit an existing area, from the Area page:

  1. Locate the specific area using relevant filters

  2. Click 'Edit' to the far right of the area

  3. Adjust fields as required

  4. Click 'Save'

Archive Areas

To archive an existing area, from the Area page:

  1. Locate the specific area using relevant filters

  2. Click 'Actions' to the far right of the area

  3. Click 'Archive'

  4. Click 'Confirm' to archive the area 

Archiving Areas

Archiving an area cannot be undone - always use the archive function with caution.

Historical records may be viewed using the "archived" filter in the logs page

Reporting from the Areas Page

An Excel list report is available from the Areas page. Reports will reflect filtered search options as displayed on the lower half of the Areas page. 

To generate a report, from the Areas page:

  1. Click 'Show Filters'

  2. Select the relevant filters

  3. Click 'Filter'

  4. All results will be displayed at the bottom of the screen

  5. Click 'Excel Export' to generate this report into Excel

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