Build and fill an attendance register

An attendance register is a form with one row per person, each person signing against their own name. Use one for site inductions, toolbox talks, stand downs or any sign-in sheet. Maliru has one ready-made, and you can build your own.

The ready-made register

Every workspace starts with a Briefing attendance register form. It is the form behind Communications › Briefings:

• Briefing: Stand down, Team brief or Toolbox talk.
• Topic and Key points covered.
• Attendees, one row per person: Attendee (leave blank for a visitor), Full name, Job title and Signature.
• Presenter signature.

It is an ordinary form: rename it, change its questions or delete it under Forms. If it has gone, add it again from Forms › Templates. See Briefings and attendance registers for recording one.

Build your own

1. Open a form in the builder, or start a new one.
2. Add field › Group / line items and name it, for example "Attendees". Set Min rows if the register can't be empty, and Max rows if the room holds a set number.
3. Under Fields in each row, choose Add field. "Add a field to each row" lists what a row can hold. Add a People column for the attendee, a Text column labelled Name, and a Signature column. Add anything else you need, such as a job title, company or time.
4. Drag the columns into order by their handles.
5. Save the group, then save the form.

A row can't hold photos, video, files, locations, image selection or pass / fail. Put those outside the group if the register needs them.

Where the register lives depends on the form's Attaches to setting. A register on a job appears in that job's Forms tab, and one on a site appears on the site. The workspace's briefing register is the only one that appears under Communications › Briefings.

Filling it in

When a group has exactly one People column, the fill-in sheet shows Add people beside Add row:

1. Choose Add people, search and tick everyone who is there, then Add (it counts them, for example Add 6).
2. Each person gets a row. Rows that are still blank are used first.
3. If the row has a text column labelled Name (like the ready-made register's Full name), the person's name is filled in, unless someone has already typed one there.
4. Anyone already listed isn't added again, and nobody is added past Max rows. Maliru says who was left out and why, for example "Not added: 1 already listed, 2 over the row limit."

For a visitor who isn't in the workspace, choose Add row, leave the People column blank and type their name. Then hand the device round so each person signs their own row.

People picked in the People column are linked to the submission, so it also appears among the forms on their own record. The PDF prints each signature beside its row.

Rules for briefing registers

A form used for Briefings must keep a particular shape, because the register is read by its column keys, not their labels. If you edit the ready-made register and break it, the save is refused with a message saying what is missing. It needs:

• Attaches to set to Worker only. A briefing is filed against the person giving it.
• A group keyed attendees, with Min rows 1.
• A required text column keyed name, a required signature column keyed signature, and a People column keyed worker.

The message ends "Renaming a column is fine — its key is what a briefing reads." You can change labels freely. Just don't delete those columns. A worker can only appear once in a briefing register.

Signing a register records attendance. It doesn't clock anyone in or add hours to a timesheet.