Introduction: Static Tours in ClickTime

Checkpoints Scan allows you to establish virtual or physical checkpoints using NFC, QR codes and GPS check-in. These checkpoints act as designated spots or tasks that employees monitor and scan during their routine operations. By scanning these checkpoints, employees can verify that critical locations, events, or assets are being attended to as required.

The system provides a full audit trail of employee actions—each interaction is time-stamped, geo-tagged, and can include supporting photographs for added context. Employees can also report incidents or issues in real time, complete with details, images, and severity levels. This ensures accurate reporting, reduces operational errors, and supports proactive measures to prevent larger incidents

Configuring Static Tours for a Site

To configure Static Tours for a specific site, follow these steps:

1. On Main Menu, Navigate to Site : Access the site screen by navigating to Company > Sites.
2. Select the Site: Locate and select the site you wish to configure.
3. Access Static Tours: Within the selected site's details, click on the Static Tours tab.
4. Enable Checkpoints: Activate the checkpoint functionality by toggling Enable checkpoints using QR & NFC to ON.
5. Define Tour Start Requirements: Specify the prerequisite for starting a tour:
   • Employee must be clocked in before starting a tour.
   • Employee must be rostered before starting a tour.             
     
   • For rostered shifts, employees can begin their tour run up to one hour before the scheduled shift start time and up to two hours after the shift start time. This default setting ensures flexibility, allowing employees to start and complete their tours if shifts commence earlier or are extended, even if such changes have not yet been updated in the scheduler.
     
6. Add Checkpoints: Initiate checkpoint creation by clicking the Add button.
   
7. Configure Checkpoint Details: A side panel will appear, allowing you to define the following checkpoint attributes:
   • Checkpoint Name: Enter a unique and descriptive name for the checkpoint (e.g., "Main Gate," "Control Room," "First Level").
   • Checkpoint Type: Select the scan method:
     • QR Code: Employees scan a QR code.
     • NFC Tag: Employees tap an NFC tag.
     • Geofencing Checkpoint: Employees use the "Scan with GPS" button, requiring GPS activation.
   • Code Generation (QR/NFC): For QR or NFC checkpoints, a system-generated code is provided; you can optionally replace it with a custom code.
   • Capture GPS Location on Scan: Enable this option to capture the employee's GPS location during the scan, providing location verification. Choose between:
     • Prevent user from scanning outside the geofencing area.
     • Allow scanning outside the geofencing area.
   • Custom Form (Optional): Assign a custom dynamic form to the checkpoint to collect additional data, including questions and photo uploads.
   • Site Address and Geofencing: Enter the site address and define the geofencing radius. Use the map to precisely pinpoint the checkpoint location.
   • Additional Notes: Provide specific instructions or notes for employees to view before scanning the checkpoint.

Defining Static Tour Details

1. Create a Tour: After configuring checkpoints, navigate to the Tour tab. Create a new tour and provide a recognizable name (e.g., "Sydney Metro Tour," "Daily Tour").
2. Schedule Tour Days: Select the days of the week the tour will be active. by Default "all Days" are selected and active.
3. Add Checkpoints to Tour: Include the relevant checkpoints that needs to be scanned and monitored in the tour sequence.
   

      

Sending The Tour Scanning Details to The Clients

Configure the system to automatically send the checkpoint scan report to the client

Go to the Customers screen.

1. Locate the customer record and click on the customer's name to open their details page.

2. Navigate to the Alerts & Notifications tab.

3. Enable the option "Automatically send the static tour report by email."

4. Specify the time when the ClickTime system will send the report and select the timezone to be used (the default is the company's timezone).

5. Select the client sites to include in the report.

6. Email Subject. If needed, adjust the email subject and message that will accompany the report, or leave them as they are.

7. Add recipients and save. Add and select the recipients for the email. If the recipient's name is not available, first add them to the client contacts via the Contacts tab, or select Other from the recipients list and manually add the recipient's name and email.
   

          

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Important Notes:

• Currently, ClickTime supports the creation of a single tour per site.
• Creating a tour is optional. If no tour is created, the system generates an "Adhoc Tour" when an employee initiates a tour during their shift.