Visitor Onboarding

Onboard Site Visitors Faster

The Self-Registration Portal is a public-facing page where new onboardees can self-register themselves to begin onboarding using a QR Code.

This means they do not need to be manually invited to start onboarding.

Examples of how new onboardees might use the self-registration portal link include:

  • A QR Code sign for a worksite located at the site threshold, entry gate, turnstile, induction room, boom gate, security checkpoint or wherever new onboardees can access it before starting work.

  • For workplaces such as offices or factories the QR Code to ‘self-register’ might be displayed on the reception desk counter.

  • It contains a unique, tokenised link to the portal containing all the Workflow required to onboard. This could include training or induction steps, uploading documents with expiry dates for monitoring, submitting credentials, digitally signing an agreement or any combination of onboarding step templates.

Why QR Codes Beat Kiosks

  • Zero hardware cost : no tablet, stand, or enclosure to purchase.

  • No maintenance : nothing to charge, update, repair, or replace when it gets knocked off a bench.

  • No queues: ten people can scan the same QR code at once and register simultaneously on their own devices. This in itself is a huge time saver and eliminates bottlenecks that kiosks inevitably cause.

  • No hygiene concerns : everyone uses their own phone, not a shared screen.

  • Works anywhere : stick the QR code on a sign, a lanyard, a hard hat sticker, or an email signature.

  • Always up to date : update the portal once and every scan reflects the change instantly.

  • Widespread familiarity with QR codes means no barriers to usage

How Visitor Onboarding Works

The onboardee simply enters their name, email, and optionally a mobile number, then hits Register — no app download, no account creation, no password required.

WorkZerk emails them a secure, tokenised link to complete their onboarding steps. If they've registered before within your Space, using the same email address automatically links them to their existing contact record, keeping everything in one place.

The self registration portal is designed to be used with onboardees own device, they scan the QR Code and onboard the workplace or worksite on their phone. WorkZerk is fully mobile responsive and works instantly.

The moment they have completed onboarding a notification will pop up in the Admin area.

    • Visitor Registration Form

    • Photo Capture / ID Badge Generation

    • Host / Contact Person Notification

    • Purpose of Visit Declaration

    • Vehicle Registration (If Entering Site)

    • Expected Duration of Visit

    • Emergency Evacuation Procedures

    • Muster Point & Assembly Area Briefing

    • Fire Warden & First Aid Officer Identification

    • Incident & Hazard Reporting Procedure

    • Prohibited Areas Briefing

    • Visitor Safety Rules Acknowledgement

    • Site Safety Induction (Short Form)

    • PPE Requirements & Issuance

    • Active Hazards & Exclusion Zones Briefing

    • Mobile Plant & Vehicle Movement Awareness

    • Working at Heights / Confined Spaces Awareness

    • Environmental Conditions & Restrictions

    • Access Pass / Swipe Card Issuance

    • Restricted Area Acknowledgement

    • Escort Requirements & Boundaries

    • IT Network & Wi-Fi Access Policy

    • Photography & Recording Restrictions

    • Drone / UAV Restrictions (Outdoor Sites)

    • Non-Disclosure Agreement (NDA)

    • Intellectual Property Acknowledgement

    • Privacy Collection Notice

    • Commercial-in-Confidence Acknowledgement

    • Data Handling & Clean Desk Awareness

    • SWMS / Safe Work Method Statement Acknowledgement

    • Asbestos Awareness (Pre-2000 Buildings)

    • Chemical & Hazardous Substance Awareness

    • Fatigue & Fitness for Site Declaration

    • Drug & Alcohol Policy Acknowledgement

    • Pre-Existing Medical Condition Disclosure

    • Allergy or Dietary Requirements (If Catered)

    • COVID-19 / Infectious Disease Screening

    • Accessibility & Mobility Requirements

    • Emergency Medical Contact Details

    • Visitor Liability Waiver

    • Public Liability Insurance Verification (Contractor-Visitors)

    • Workers Compensation Declaration (If Performing Work)

    • Vehicle & Equipment Insurance (If Bringing Onto Site)

    • Hold Harmless / Indemnity Agreement