Inductions for visitors and subcontractors

Visitors, client staff and a subcontractor's own workers often have no Maliru account. They can still do your induction on their own phone or computer, through a Share Pack. Subcontractors who do have an account are enrolled like anybody else.

Choose the steps visitors do

Every step has Visitors do this step too, on unless you switch it off. Switch it off for steps that are only for your own people, such as a practical sign-off by their manager: visitors never see those steps and do not need them to finish. The step list marks them staff only.

An induction can be shared once it is published, has at least one required step for visitors, and every form visitors fill in suits somebody outside the company. If one does not, Maliru names it: mark that step as one visitors do not do, or choose another form.

Share with visitors

On a published induction, choose Share with visitors… in the ⋮ menu. Maliru makes a Share Pack holding the induction, open to anyone with its link for a year, and sends it straight away so the link exists. The pack then opens, with:

• the Open link and its Code, to copy into a message;
• Poster to print, the QR code icon: one A4 page with a QR code for the link and the code to type. Print it for the site entrance.

This needs the Manage share packs permission as well as the Binder permission.

Or build the pack yourself

Under Forms › Shared, a new pack has Add an induction beside Add a form and Add a document. Adding an induction to a pack with nobody named on it switches on Anyone with the link can join, because an induction at the gate is for whoever turns up. To send it to named people before they arrive instead, switch that off and add each person's name and email; each gets their own link and code. In the pack's own page, Add under People asks for a company too. See Sharing forms and documents outside your workspace.

What the visitor sees

The visitor opens the link, or scans the poster, and joins with Your full name, Your email, Your company (if you work for one) and the six-digit code, then Continue.

The induction lists the steps for visitors in order, with how far they have got, such as Induction · 2 of 5 steps done:

• Read — open the document or page, then I have read and understood it.
• Watch — the video plays on the page and counts once they reach the end. A video on another website opens in a new tab, then I have watched it.
• Form — Fill in the form. A scored form must be passed: Not passed this time. Read it again and have another go.
• Sign — their full name and a drawn signature under the declaration, and I agree to the declaration above and I am signing it as myself.

Attend and Sign-off steps read Done on site. At the session, the trainer adds the visitor as a walk-in under the same name, which completes the step. A visitor's sign-off is signed in the office, from their progress, by somebody with the Binder permission. See Running a classroom induction.

The certificate

When the last step is done, the visitor sees Induction complete. Your certificate is on its way by email. The certificate PDF is emailed to them once, and the page tells them to show it when they arrive on site. It lasts for the induction's validity, then expires.

A pack with an open link stays open after everybody so far has finished, because the next visitor at the gate still needs it.

Who is inducted, and until when

Binder › Matrix › Visitors and subcontractors lists every visitor's induction: their name and company, the induction, where they stand, when they completed it and when it is Valid until. Search by name or company, or filter by Induction. Click a row for their progress. Visitors also appear on the induction's Enrolments tab, with Guest as the source.

When a visitor joins you later

If a visitor later becomes one of your people, their induction can count for them. Open the visitor's finished progress, choose Link to a person, pick the person, then Link. The credential is issued on their record as evidenced, dated the day the visitor finished, with the visitor's certificate as its evidence. The visitor's record keeps their name, and shows who it is linked to.