Building an Agreement Screen – Commercial
An agreement screen on your InVentry system is a key step in the signing in process. It provides you with the opportunity to welcome visitors, but also to get critical information across to them. It provides you with an opportunity to get visitors to agree to the expectations being placed on them when they enter the school and how they should respond to certain situations.
What to consider in your agreement screen
Try keep it succinct to speed up the time taken to read it during busy periods, and to give the reader the opportunity to fully understand what is being asked/told.
Welcome your visitor
A short and warm welcome to your organisation and a reminder of the importance of reading and understanding this screen, especially if consent is being requested for any purpose.
Signing in and out
You could explain to the visitor why they are signing in and out. This could include emergency situations, health and safety and safeguarding of all on-site including the requirement to wear their ID badge and returning it when leaving. If you are using a barcode scanner, it would be a good point to remind the visitor that they will require their badge for signing out.
Examples:
- To ensure the health and safety of all individuals within our organisation, all visitors are required to sign in before entering the site and sign out on departure.
- All visitors will be given an ID badge that must be worn at all times.
- When signing out please use the barcode scanner and ensure that badges are returned.
Lawful Grounds/Data Protection
This statement could be a simple one informing the visitor what guidelines you follow.
Examples:
- We are required under the following legislation to keep an accurate record of those attending site
- Regulatory Reform (Fire Safety) Order 2005,
- Health and Safety at Work etc Act 1974
- For this purpose, we collect the following details from our visitors:
- Title
- First name
- Surname
- Company
- Photograph
- Vehicle registration
All data Is processed in line with current data protection regulations. For more details of our privacy statement, please speak to reception.
Informing the visitor that they can see a full copy of the privacy statement at the reception saves uploading this to the screen. If you were to put this on the screen, it would create a large document and would probably cause more problems than it solved.
Emergencies and evacuations
You may wish to add a statement about how visitors will be alerted in the case of an emergency when on-site and what they should do.
Examples:
- In the case of an emergency leave the building and assemble at ……
- Do not re-enter the building until authorised to do so by a member of staff
- Seek advice from a member of staff before acting.
Expected behavior whilst on site
This section would make it clear what is expected around the behavior towards others whilst on-site.
Examples:
- We expect visitors to show respect and courtesy for our staff and visitors others by supporting the ethos of our organisation.
Use of technology
Here you can mention the use of technology whilst on site and in particular the used of personally owned devices such as mobile phones.
Examples:
- Please do not use mobile phones within the following areas of site…
- No photographs may be taken without consent of …