Configuring Static Tours in ClickTime Australia | Checkpoints, Compliance & Client Reporting

Setup And Configure Static Tours with Checkpoints

Overview

In ClickTime Australia, Static Tours let you create and manage fixed site inspection routes using NFC tags, QR codes, or GPS checkpoints. By setting checkpoints, scheduling tour days, and assigning custom forms, you can collect time-stamped, geo-tagged audit data, including photos, signatures, and incident reports, to support compliance, accuracy, and transparency.

Checkpoint Scan enables virtual or physical checkpoints that employees scan during routine operations to verify that locations, tasks, or assets are being checked as required. Every scan creates a complete audit trail with timestamps, location data, and optional photos. Employees can also report incidents in real time with details, images, and severity levels, helping improve reporting accuracy, reduce operational errors, and support proactive issue management.


Recommended NFC to Be Used
ClickTime recommends using NFC MIFARE 215 13.56MHz tags due to their widespread use and proven compatibility with ClickTime scanning systems. These tags ensure seamless functionality and optimal performance, making them the ideal choice for businesses seeking reliable and efficient scanning solutions

ClickTime Site Tour Modes: Scan-Only vs. Fully Customizable Forms

You can run it in either Basic or Advanced Mode:

  • In Basic Mode, staff are prompted to scan a QR code or tap an NFC tag at regular intervals (e.g. every 30 minutes or 1 hour), based on your operational needs.
  • Advanced Mode
    allows you to create a custom form — a new feature in ClickTime — where you can define specific questions, collect image uploads, and even capture digital signatures. You can assign these forms to all checkpoints or specific ones as needed.

Creating Tour Runs for Your Site

When setting up tour runs for your site, there are two approaches you can choose from:

  1. Creating Checkpoints Only: In this option, you define the checkpoints by assigning a name, type (such as QR, NFC, or GPS), and address. These checkpoints can be set up individually without associating them with a specific tour.

  2. Creating a Tour and Assigning Checkpoints: Alternatively, you can create a tour that includes the defined checkpoints. A tour allows you to configure additional options, such as:

    • Specifying the days on which the tour can be performed.

    • Customizing the order in which the checkpoints are scanned and executed.

The key difference between these options is that by creating a tour, you gain control over the scheduling and sequencing of checkpoints, ensuring greater organization and flexibility for your site operations.



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

Clicktime enables you to automatically email the Checkpoint Scan Report to your customer. The report includes essential details such as the tour start and end times, total duration, and a comprehensive record. This record lists the checkpoint name, the time it was scanned, the name of the person who performed the scan, and the scan status (Scanned or Missed). Additionally, the report provides a link to the custom form or checklist associated with the checkpoint, which the employee completes during the scan. When the recipient clicks the link, the system displays the recorded responses, including answered questions, uploaded images, signatures, and other related data.



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.

          

            



    How Checkpoint Tour Reports Are Generated:

    • The report is based on the previous day’s shift date. It looks at when the staff member started the shift, began the tour, and scanned the NFC or QR codes. So if a shift runs from yesterday into today, the report will still include today’s tours as long as they were done before the report is generated and sent.
              Example:

    • Shift Start: March 5 at 10:00 PM

    • Tours Completed:

      • Tour 1 at 11:30 PM on March 5

      • Tour 2 at 12:20 AM on March 6

    • Report Generation: March 6 at 6:00 AM

    Because the shift started on March 5, the report for March 5 will include both tours, even though Tour 2 was completed on March 6 before the report was generated.


    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.


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