Onsite Kiosk App

Overview

The Lucidity OnSite Kiosk app enables workers to enter and exit sites by scanning a QR code. The app is designed to run on iPads and Android tablet devices and can be downloaded from the Google Play and Apple Store.

Each worker is provided with a QR code by their organisation and to enter or exit a site they simply hold up the QR code in front of the tablet device’s front facing camera. When a worker scans their QR code the app will check to see if the person meets the site requirements and if they do they are tapped into the site. If they do not meet the site requirements a message displays telling them they do not meet the site requirements and cannot enter the site.

As is the case using OnSite via the Lucidity Mobile App on the Lucidity OnSite Kiosk app each site can can be set up to require the worker to acknowledge a declaration message. This can be useful if workers need to declare they’ve had the daily safety briefing for the site.

Setup the Lucidity OnSite Kiosk App complete the following steps

1. Download the app from the Google Play or Apple Store using the buttons below.

2. Launch the Lucidity OnSite Kiosk App.
   Note: An internet connection is not required for workers to use the app to tap in and out. However the app does require an internet connection during setup and to sync data with Lucidity servers periodically. During setup the app syncs with Lucidity servers and downloads all the relevant data regarding the users and areas on the customer’s instance.
   
   After setup the app will attempt to sync with Lucidity servers every 2 mins to ensure user data and site area data is up to date. The app displays the last time a data sync occurred so it’s easy to tell if the data is up to date or not.
   
   

3. Welcome
   Review the details on the Welcome screen shown below, which describes the three steps that need to be completed to setup the app.
   
   

4. Sign in using your Lucidity account, or via Single Sign On(SSO).
   Note: It is recommended that a user account is specifically setup for use with OnSite and assigned the relevant permissions. For more details about OnSite permissions see OnSite Access Roles and Privileges.
   The reason for this is sometimes people leave, or their user account may be archived by an administrator if no longer in use. If the Kiosk is setup using a user account that no longer exists, or that has been archived then the Kiosk App will not be able to be used by workers. This is by design as the app should only be used if a valid user with the correct permissions is signed in.
   
   

    

5. Select an area e.g. a site, or office that you want workers to access.
   
   

6. Download and Sync Data
   Once the Lucidity Kiosk App has synced with the Lucidity servers tap ‘Continue’.

How to scan QR codes to enter and exit a site

A user QR code is required for each worker that wants to access an area. This QR code can be printed onto stickers for hard hats, on to the HR card, saved onto a mobile device, or printed on a piece of paper.

How to generate user QR codes

There are a few ways of obtaining a QR code. They can be automatically emailed to all workers, or printed out one at a time.

Choose the one that is most suitable to your needs from the list below:

1. Print a HR Card via the HR module.
   For details see Print User Card

2. Navigate to the page for the person in HR and copy the url for that person.
   Then paste that url into any QR code generator.
   Or navigate to the user in HR using the Google Chrome browser and right click to select “Create QR code for this page”.

3. Competency records url from the competency module - can be exported to excel to mail merge for ID card printing or printed directly onto CR80 ID cards from the User Card generation in the HR module.

4. Automate the process by setting up email an notification for all new users that emails them their QR code.

Site Entry

Any workers who arrive on a site where the Lucidity Kiosk App has been installed simply present their user QR code in front of the tablets devices camera as shown below.

The Lucidity OnSite Kiosk App will then scan the QR code and check if the user meets the requirements to access site or not.

If they meet the requirements the user will be tapped in and the tapped in message will display as shown below.
Note: In order to meet the requirements to access a particular area a user must have all the competency records and contractor documents required for the area, their HR card access must have been enabled in the HR module and they have to agree to the declaration message.

How to manage visitor access

If you require people visiting a site to have access to areas you can enable ‘Visitor Management’ for each area via the OnSite Desktop. Once “Visitor Management” for that area is enabled in the Lucidity Desktop the next time the OnSite Kiosk app syncs it’ll display the option for visitors to sign into a site.

To ensure that visitor management is as simple and effective as possible there are several settings you can enable, or disable. See details below.

How to view a log of who has entered and exited a site and their time on site.

A log of each worker's entry and exit is available in the OnSite Desktop Logs.
Simply click on ‘Logs’ in the top menu in ‘OnSite’ to see a log of all workers who have entered or exited a site.

Note: By including the columns ‘Entry Access Point’ and 'Exit Access Point' you can differentiate between workers who tap in via the OnSite Kiosk App from those who use the Lucidity Mobile App, or an NFC to enter, or exit an ‘Area’

Changing from one area to another in the Kiosk App

If you’ve already setup the OnSite Kiosk App for one area and you want to change it to another area it’s easy to make this change within the app via ‘Settings’.
This might be necessary or example if you finish a project and decide to move the tablet device running the kiosk app to to another location.

To change the area you want workers to tap-in to follow these steps

1. Tap the Settings button
   
   

2. Sign In using your Username, Password and Lucidity Domain name
   This is a security precaution to prevent unauthorised users from changing the area. Only users with the correct permissions will be able to sign in.
   For more details see OnSite Access Roles and Privileges
   
   

3. Tap “Change Area”
   
   

    

4. Select the area you want workers to sign into from the drop down list.
   
   

Signing Out of the OnSite Kiosk App

If you want to sign out of the Kiosk App perhaps to prevent any workers from tapping into a site, or for some other reason you can do this via ‘Settings’

1. Tap the Settings button
   
   

2. Sign In using your Username, Password and Lucidity Domain name
   This is a security precaution to prevent unauthorised users from changing the area. Only users with the correct permissions will be able to sign in.
   For more details see OnSite Access Roles and Privileges
   
   

    

3. Tap “Sign Out”

Change the Data Sync Frequency for the OnSite Kiosk App

The Lucidity OnSite Kiosk app synchronises with the cloud every 5 mins by default to update user and area information. This ensures all users who should be entitled to access an area can access it.

When the app is syncing with the cloud workers will not be able to scan their QR codes as the app is verifying whether they are allowed to access the area.

If the data syncing is slow due to: a slow internet connection, or a large number of changes to user records, you can prevent disruption to workers who want to scan their QR codes by reducing how often this app syncs with the cloud.

Follow the steps below to change the data sync frequency.

1. Tap the Settings button

2. Sign In using your Username, Password and Lucidity Domain name
   This is a security precaution to prevent unauthorised users from changing the area. Only users with the correct permissions will be able to sign in.
   For more details see OnSite Access Roles and Privileges

3. Change the Data Sync Frequency

The sync can be set to occur at the following intervals:

• 3 mins, 5 mins ( default), 10 mins, 15 mins, 25 mins, 30 mins, 35 mins, 40 mins, 45 mins, 50 mins, 55 mins, 60 mins.

Use the drop-down menu shown below to select the data sync frequency.

OnSite Kiosk App Minimum Device and Operating System Requirements

Apple iOS Devices
Supports iPad Mini 2019 models and above
iOS version: 13.0 and above
RAM: 2GB

Android devices
Supports Samsung Galaxy Tab S6 and above
OS version: 10.0 and above
RAM: 4GB