Introduction:
Add all contractors working on a job to a Permit and automatically verify they all have approved permits when they check-in.
This feature is available as part of the Permits functionality on Medium+ Workflow Plans.
Feature Overview:
Contractors completing a permit or workflow can now nominate all involved individuals in one response.
All applicants that are nominated on the initial submission will be tied to the lifecycle of that permit. Once the permit is approved, if it is mandatory to check in, they will all be granted access to the site, and once it expires, they will all have their access revoked.
After the initial submission, workflow administrators and approvers can add and remove people from a response; giving them control and flexibility over who ultimately is allowed on site.
Contents
How to set up
Prerequisites :
You are on a Medium+ Workflows plan
Permits functionality is turned on for you. If not you don't see Permits on your left navigation menu in Workflows but would like to use this functionality please reach out to the Sine support team or your Account Executive.
Steps
The multiple applicants feature is managed on a per-workflow basis and must be turned on for each workflow you would like to support multiple applicants, this is done via the “Applicant settings” section of permit or workflow settings.
Turn on the toggle for Multiple Applicants and Save changes
You can edit the Applicant Title and Applicant description to provide the right guidance to the workflow submitter
Multiple applicants will be added to the Response form
Submitting a response with multiple applicants/ contractors
Once the feature has been enabled, anyone completing the permit or workflow can nominate other individuals who should be associated with their response.
The submitter can see their details in the applicant section and can add more applicants.
They should provide the email and optionally, the mobile number of the other applicants.
When checking into a site with a required permit or workflow, anyone associated with a valid response will be allowed to check in under the same visitor type,
Approving a response with multiple applicants
Once the permit or workflow has been submitted, the full list of applicants can be seen from the admin portal when viewing and approving. From here admins and approvers also can add and remove individuals from the response as needed.
On the workflows response list you can choose to display or hide a new column called "Applicant" that shows the number of applicants in a workflow response.
Workflow admins, approvers, and viewers are also able to search for applicants via the response list.
Additional applicants/ contractors checking in
When checking into a site with a required permit or workflow, anyone associated with a valid response will be allowed to check in under the same visitor type,
Frequently Asked Questions (FAQs):
Q: What information is required when adding an additional applicant to a response?
A: First name, last name, and email are required. In addition, a phone number can optionally be provided.
Q: Do additional applicants get notified that they have been added to a response?
A: There are no notifications sent when an applicant is added or removed.
Q: Can additional applicants see or review the response?
A: Only the individual who submitted the permit or workflow has access to view it and any associated information.
Q: Do additional applicants receive any notifications for status updates?
A: Only the individual who submitted the permit or workflow will receive notifications for it.
Q: Is this feature available with delegated responses?
A: This feature is not currently available with delegated responses. Let our support team know if you would find this valuable.