Safe Site Check In User Guide & Knowledge Base

The Safe Site Check In User Guide serves as the central knowledge base for administrators and site supervisors deploying digital jobsite check-ins. This step-by-step documentation provides direct instructions for automating construction daily logs, broadcasting real-time safety alerts, configuring custom exit questions, and syncing site headcount data directly into Procore daily logs. Operations teams can utilize these workflows to streamline digital visitor management and maintain secure, compliance-ready site activity records.

How to Attach Safe Site Check In Data in Procore Daily Logs

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You can capture worker activity automatically and attach these check-in records to your Procore daily logs to eliminate manual data entry. You can generate these logs manually on demand or schedule them as automated email attachments.

Navigate to the visitor activity page in your admin app.
Click the Share Log button.
Select your desired time period range from the options provided.
Select the output file format for your log.
You will receive the log file as an email attachment. (Note: Both Admins and Hosts have the authority to share the log through the app).
Open your Procore application and navigate to the specific site’s daily log.
Scroll to the Notes section of the daily log where you can add attachments.
Upload and attach the downloaded Safe Site Check In log file to serve as your supporting system of record for site activity.
Once loaded, you can view your check-in record data and manually type in any additional comments directly within Procore.
If you wish to fully automate this process by receiving scheduled log files or directly loading headcount data into Procore without manual attachments, you must contact support@safesitecheckin.com.

How to Broadcast Alerts

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You can send broadcast alert messages with file attachments to visitors currently checked into one or multiple locations. Admins and Site Supervisors can trigger these alerts manually, while Admins can also configure them on recurring schedules.

Navigate to the admin app and select the Broadcast option from the menu to view the history of all previously sent alerts.
Review the detailed data for each alert to see the specific sites targeted and the count of messages dispatched. (Note: This displays the count of messages sent, not the confirmed delivery receipts).
Use the available dropdown menus and search fields to filter your broadcast history page by time, message author, topic, and type of alert.
Click the New button to initiate a manual broadcast message.
Select the message topic.
Choose your desired delivery method by selecting cell phones, email, or both.
Filter your target audience by selecting a specific check-in flow, check-in timeframe, and check-in status (for example, target only the visitors who have not yet checked out for the day).
Enter your message subject and body text.
Click to attach any supporting files. (When users receive a text, they will see a clickable file attachment icon that directs them to a dedicated page to view the files).
Select one or more target sites for the broadcast.
Click the Send button to dispatch the alert.
To set up an automated schedule, navigate to the schedules configuration area.
Set the schedule type dropdown to Broadcast Alert.
Set the frequency and exact time you want the alert to trigger (e.g., every day at 3:14 p.m.).
Define the recipient filter (e.g., visitors who have not yet checked out).
Enter your message text and select the target sites (such as “all sites”).
Click to save and activate the schedule.

How to Capture Check-In Group Size

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You can customize your forms so a single visitor can check in on behalf of an entire group, capturing total headcount in one step.

Navigate to your check-in flow editor in the admin app.
Click to add a new field to your contact info flow.
Identify the field type and configure it to capture a numerical group size.
Enter a custom text label for this field so your visitors clearly understand that they need to input the total number of people in their group.
View this captured headcount data anytime by navigating to the site activity page (visible to Admins, Supervisors, and Hosts).

How to Add Check-Out Exit Questions

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You can configure exit questions that require a yes/no response when a visitor manually checks out or scans their badge. You can also enforce expected safety responses that will actively block the checkout process if not met.

Navigate to your check-in flows in the admin app.
Determine if you are modifying a manual flow (used for kiosk or personal phone scanning) or a badge flow. By default, badge check-ins bypass questions for speed. If you require checkout questions on badge scans, you must assign one global check-in flow to apply to all badge check-ins for that specific site.
Select the specific check-in flow you want to modify.
Click to edit or add a checkout question.
Check the box to pose questions specifically to Admins and Supervisors if you only want internal team members to see them. (Note: These users must officially sign into the check-in app before checking in or out to trigger these advanced role-based questions).
Set an Expected Response (e.g., selecting “Yes” as the required answer for a safety compliance question).
Toggle the setting to deny the checkout process if the user selects an answer that does not match the expected response.
Save the flow. (You can also assign flows by editing individual site profiles).
Instruct visitors to check out using the kiosk, their badge, or the exit QR code.
If a visitor selects an incorrect response, the checkout request is denied and they must take action to clear the issue with on-site personnel.
As an Admin or Supervisor, click on a specific check-in record on the site activity page to view the complete list of checkout questions and responses.

Check-Out, Daily Log Reporting, and Visitor App Overview

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You can enforce checkout procedures to track exactly how long visitors spend on site and utilize analytics to calculate aggregated hours worked.

Sign into your admin app.
Navigate to the Account page.
Toggle the Enable Checkout option to activate the feature globally.
Optionally, toggle the setting that allows site visitors to manually edit and select a specific checkout time.
Select any site from your sites list and click to download the site’s QR code poster.
Open the downloaded PDF. Navigate to the third page to locate your exit QR code. (This specific exit QR code is universal and identical across all your sites).
Instruct visitors that they must check out using the exact same device and browser they used to check in, as the app stores history locally. (Clearing browser history deletes the record and prevents checkout).
Instruct the visitor to scan the exit QR code.
The visitor must tap the active record from their history list and select Check out.
The current time and date are selected automatically. If manual modification is enabled, the visitor should tap the time/date icons to pick a different time.
The visitor must click the Confirm button to finalize.
Navigate to the real-time Event Viewer as an Admin or Supervisor to view the check-in and checkout timestamps.
Use the page filters to track how many visitors checked in, checked out, and how many did not check out (which indicates who is still on site).
Navigate to the Analytics Library in the left panel to run specific reports:
- Open the Daily Log Report to view aggregate data by visiting company, including visitor counts and hours worked per day. Filter by Date Range, Site Name, Site Number, Visiting Company, and Visitor Name.
- Open the Company Daily Log to view graphical representations of visitor counts and hours worked, segmented by company over multiple days.
- Open the Activity Daily Log to view hours worked categorized by specific planned activities (requires capturing activities during check-in).

How to Group Companies and Set User Delegation

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You can group users and QR badges into “Companies” to delegate user management down to subcontractors or specific departments.

Navigate to the companies section in the admin app.
Define a new company by entering its Name. (Note: If integrating with Procore, the company name typed here must perfectly match the company name in Procore, otherwise data will not load correctly into the manpower log).
Select the specific job sites where this company’s users and badges are permitted to check in.
Click the Add button to add a new user to the system.
Enter the user’s Name, Mobile Phone Number, and Email. (If the user lacks an email address, you must type in a non-functioning/fake email to bypass the requirement).
Select the Associated Company from the dropdown menu to link the user’s QR code badge to that company.
Save the user profile.
Scroll down the profile to add emergency contacts.
Click the Add button under the certifications section to attach credentials.
Specify the Certification Type, Description, Issue Date, and Expiration Date, and upload the supporting document files.
Upload a photo to generate the user’s unique QR code badge, which you can print or download as a PDF.
To delegate administrative power, assign a user the Company Admin role.
The new admin will receive a verification email with a link to set their password. When they sign in, they will only have permissions to view, edit, and add users within their own assigned company.
Navigate to the schedules section to set up an automated report.
Select the schedule type for Company Checkin Report. (This automatically configures the recipients to be anyone holding the Company Admin role).
Select the days of the week, the exact time of day, and the preferred file format for the email attachment.
Optionally filter the data to report only on specific job sites.
Click Save. You can trigger the report immediately by selecting the Run Now option.
If a company name changes, navigate to the company’s page and edit the name directly; all associated user profiles will automatically update.

How to Customize the Check-In Experience

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You can build unique check-in flows to present conditional questions, terms, and custom badges based on the type of visitor checking in.

Navigate to the admin app and select the Customize option.
Click the Add button to create a new custom flow. (The standard “Default Visitor Flow” is permanent and cannot be modified).
Enter a clear Description for the flow (e.g., “Employee” or “Delivery Person”).
Use the toggle switches to enable or disable required contact fields. For example, disable “Address” and “Company,” and enable “ID Number.”
Toggle on the Activities and Destinations fields under the additional info section if you want to track planned tasks and physical locations.
Click the Add a Question button.
Type your specific entry question text into both the English and Spanish fields.
Select the Expected Response required to grant site access (e.g., “Yes”).
Click the Save button to add the question to your master library.
Use the toggle button next to the question to turn it on for your currently selected workflow.
Navigate to the terms section of the flow and click to add a new term requiring policy agreement.
Upload and attach a PDF document to force the user to open a liability waiver on their first check-in, or add a web URL link pointing to an external training video.
Click Save. A PDF icon will appear, and the agreement checkbox will be unchecked by default.
Click and drag the question and term items to reorder the sequence presented to the visitor.
Navigate to the entry granted badge section of your custom flow and select the Copy option to build a custom badge layout.
Enter an appropriate Name and Description for the badge.
Uncheck the Use Defaults box to enable manual edits.
Edit the text fields to display custom instructions (e.g., “Delivery Instructions”).
Enable the badge heading toggle.
Enable the Check in as option to permanently display the visitor type on the badge for visual verification.
Toggle the checkboxes to pull and display any contact information the visitor typed in during the check-in process.
Drag and drop the fields to reorder the badge layout, then click Save.
Navigate back to your sites list and click to edit a specific site.
Click the site’s Customize tab.
Check the boxes for the specific entry flows you want active at this site (e.g., Default, Employee, Delivery Person) and click Save.
To restrict company name inputs, edit the Company Contact Info settings within your flow.
Choose whether the visitor must pick from a predefined list or type the name manually.
Toggle the setting to allow visitors to type a new name if their company is not in the predefined list.
Toggle the setting to determine if visitors can scroll through a full list or use a search bar.
Paste your master list of approved company names into the text field and click Save.

How to Distribute Content with Schedules

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You can configure automated recurring schedules to email check-in data attachments to specific personnel.

Navigate to the Schedules page in the admin app.
Click the Add Schedule button.
Select the specific days of the week and the exact time of day you want the schedule to run (e.g., Sunday at 12:10 AM).
Select the file format you want attached to the email (CSV or PDF).
Select your recipient groups by checking the boxes for all admins, site supervisors, and hosts, or by typing in a specific external email address.
Select the specific sites you want to extract check-in data from.
Determine file aggregation: Check the Combined option to merge all site data into one single file attachment, or leave it unchecked to generate a separate file for each site.
Select the time period range for the data (e.g., the last 7 days).
Click to Save and Activate the schedule.
Test your schedule by setting the run time a few minutes from the current time. Wait for the time to pass and verify the email arrives with the correct attachment. (Note: The system will not send an email if the selected sites and time period contain zero check-in data).

How to Integrate Procore Companies and Locations

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You can force visitors to check in using your existing Procore database lists to ensure data aggregates cleanly in your daily logs.

Navigate to the admin UI and edit the check-in flow associated with your Procore-integrated site.
Click the Contact Info tab and select the Company field configuration.
Select the Pick a Procore Vendor option. The app will immediately pull the vendor list directly from Procore for that specific site.
Decide and toggle whether you want to allow visitors to enter a custom company name that does not exist in Procore.
Ensure the setting is enabled that allows visitors to search for their company name by typing a few characters instead of scrolling through a massive list.
Click the Additional Info tab within the check-in flow editor.
Select the Destinations field configuration.
Select the Pick a Procore Location option to grab internal location data.
Uncheck the box that lets visitors search for locations manually, forcing them to visually pick from the list (since they likely do not know internal Procore naming conventions).
Review your Procore manpower log to verify that check-in data successfully populates and aggregates under the exact Procore Company Name and Procore Location.

How to Manage Jobsites

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You can manage active site limits and generate physical and digital QR access points for your locations.

Open a web browser and navigate to admin.safesitecheckin.com.
Log in using your email address and password (you must hold the Administrator role).
Review your total purchased licenses versus active sites at the top of the dashboard.
If you have reached your active site limit, click to edit an existing site and change its status dropdown to Inactive to free up a license.
Click the Add Site button.
Enter a unique Site Name (this appears on all posters and badges).
Enter a unique Site Number (use an internal accounting code or location number).
Enter the physical address information for the site.
Click the Upload Site Photo button and select an image file under 2 megabytes from your computer. (If skipped, a default icon is used).
Click the Save button.
Click the QR code icon next to your newly created site in the master sites list.
Scroll to the bottom of the details page and click the Download button.
Open the downloaded PDF to access English and Spanish print-ready posters.
To generate a shareable, clickable web link instead of requiring a physical scan, edit the site settings and check the Show short link option. This will print the URL directly underneath the QR code on the poster.

Procore Integration Tutorial

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You can automate data synchronization to push Safe Site Check In activity directly into Procore logs.

Instruct your Procore Administrator to search the Procore Marketplace for the “Safe Site Check-In” module and click Install. (This creates a background user with the required write permissions).
Sign into the Safe Site admin app as an Administrator.
Navigate to the Account page and click the Integrations tab.
Select Procore and enter your Procore Company ID.
Click the Test Connection button and verify that a success message appears.
Navigate to your sites list, edit each site individually, and type in its exact Procore Project ID.
Navigate to the schedules section to define the daily data push parameters.
Create a new schedule and set the schedule type to Procore.
Select the integration type by choosing either Manpower Logs or Visitor Logs.
Set the entry status for manpower logs to “visitors who are only granted access to the site.”
Review your checkout settings. Because Procore requires numerical hours, Safe Site calculates this using checkout timestamps. You must input a numerical “Default Worker’s Hours” value in this schedule to serve as a fallback for any worker who forgets to check out.
Ensure your check-in flows force visitors to pick from a predefined Procore company list, otherwise mismatched names will load into Procore categorized under “No Company.”

How to Create and Manage QR Code Badges

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You can manage hardware formats for printing physical badges and enforce photo policies to secure kiosk check-ins.

Navigate to the Account page in the admin app.
Select the badge layout that matches your physical printer format:
- CR80 format: Select this for standard credit card-sized lanyards or Badgy2000 laminated printers.
- 3×2 format: Select this for roll printers like Zebra.
- 1×5 format: Select this for thermal transfer hardhat stickers (prints the QR code and name only, no photo).
Check the Require Badge Photo box to enforce profile pictures. (This will block you from downloading or printing any badge missing a photo).
Navigate to the Users page.
Verify every user has an assigned company name in their profile.
Select an individual user profile to open and view their QR code badge.
Click the button to either print the badge immediately or download it as a single PDF document. (If no photo is present and enforcement is off, the company logo will print in its place).
To generate badges for the entire team, click the bulk download option to create a master PDF with each badge on a separate page.
If a worker leaves the company, edit their profile and set their status to Inactive. This instantly invalidates their physical badge if scanned at a kiosk.

How to Navigate Visitor Check-In, Supervisor & Admin Apps, and Analytics

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You should understand how to navigate the three distinct interfaces within the ecosystem.

The Visitor Check-In App: Instruct visitors to scan the QR code to open this mobile web app. They must enter their contact info, input additional info like activities/destinations, answer customizable entry health questions, and agree to policy terms to generate a Granted or Denied badge.
The Supervisor App: Instruct users with the Supervisor or Host role to navigate to admin.safesitecheckin.com on their mobile browser. They must enter their email and password to view their restricted list of assigned sites, monitor real-time event logs, and download QR posters.
The Admin App: Log into admin.safesitecheckin.com with an Administrator role using a tablet or laptop. Use the top header to view billing and active site limits. Use the left-hand panel to manage all site creation, user/role editing, custom entry flows, and access the full analytics dashboard library.

How to Schedule Summary Reports

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You can configure scheduled summary reports to deliver an automated daily snapshot of check-in counts to team members.

Navigate to the schedules section of the admin app.
Click to add a new schedule and enter a unique name and description.
Select Summary Report from the schedule type dropdown menu.
Select the specific days of the week to run the report. (You should skip adding Sunday, as the system automatically sends a global report every Sunday evening).
Select the exact time of day the report should trigger.
Select the recipient roles (e.g., Admins, Supervisors) who should receive the email.
Choose your data content filter: Select to show aggregate data across all sites, or filter it to report only on specific sites.
Click Save to enable the schedule.
Click the Run Now option in the menu to immediately test the delivery. Verify the timestamp updates and check that the email arrived from “Safe Site Check In Reports” (check spam/junk folders if missing).

How to Set Up a Check In/Out Kiosk

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You can secure a dedicated physical device, like a tablet, to act as a permanent check-in/out station for manual inputs or badge scanning.

Open a web browser on the dedicated kiosk device.
Navigate to the specific address: app.safesitecheckin.com.
Sign in securely using a Site Supervisor or Administrator email and password.
Select the specific site where this device will record check-ins.
Select the permitted check-in methods for this device:
- Toggle on manual check-ins to allow visitors without badges to type their information. (The screen will completely reset to blank after every user to protect privacy).
- Toggle on badge check-ins and checkouts to enable the device’s camera for scanning.
Toggle on Rapid Check-in and Checkout Mode to force the camera to remain continuously open between scans to speed up high-traffic areas.
Toggle on the option to prompt a visitor to report injuries as part of a badge checkout. (Note: This temporarily ties up the kiosk while the user types).
To change any kiosk settings, exit the mode, or switch sites, you must tap the company logo or building icon located on the top left side of the kiosk screen.
You must sign in again with your Supervisor or Admin credentials to authenticate and unlock the settings page.

How to Unlock Jobsite Activity Insights: Analytics Tutorial

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You can utilize the comprehensive analytics library to track subcontractor hours, export raw data, and run instant contact tracing reports.

Click the Analytics option in the left navigation panel.
Click on a specific dashboard, such as the Summary Metrics Dashboard or Site Metrics Dashboard.
To adjust the data timeframe, click the time period tile at the top, enter your desired range (e.g., the last 6 months), and click Apply.
To export raw CSV data, click the Kebab menu (three vertical dots) located on any specific visualization widget and select the download option.
Scroll down to the detailed data tables and click on any column heading to sort the rows alphanumerically.
Use the filter tiles at the top of the dashboard to isolate parameters. Click the Number filter to check or uncheck specific sites, or hover over a site and click the Only button to instantly isolate it.
Filter by the Company tile using the search string text box to type partial names and locate subcontractors (even if a typo was made during check-in).
To run a health report, open the Contact Tracing Report dashboard.
Click the Visitor Name filter dropdown.
Type a name into the search box to find all string matches within the selected timeframe.
Verify the associated company name and phone number displayed next to the name to ensure you select the correct individual.
Select the visitor to generate the report. The dashboard will instantly return a list of all sites that specific visitor checked into, their timestamps, and a master list of all other visitors who were present on those same sites on those same days.

How to Manage Users, Roles, and Alerts

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You must assign specific access roles and configure notification alerts to ensure the right personnel are notified of check-in events.

Understand the three roles: Administrators have unrestricted access to billing, site creation, and all user profiles via the laptop UI. Supervisors have restricted access to view real-time event logs only for their assigned sites via the mobile UI. Hosts exist to populate dropdown lists during check-in, requiring visitors to specify exactly who they are there to see.
Sign in to the admin app as an Administrator.
Navigate to the Users page and click the Add User button.
Select the appropriate Role for the user.
Assign the user to their permitted sites.
Check the box to enable email alerts for denied site check-ins.
Click the Save button and wait for the loading spinner to complete.
Instruct the user to open the verification email, follow the link, and set a new password within 60 minutes before the link expires. (If it expires, they can navigate to the sign-in page and click “Change my password”).
To configure a Host, assign a user the Host role for a specific site and enable email alerts in their profile. When a visitor selects them from the dropdown during check-in, the Host will receive an automated email alert confirming the grant or denial.
Always test alerts whenever you configure a new setting. Open the visitor app, perform a manual test check-in, intentionally answer a standard health question incorrectly to trigger a denial, and verify that the detailed text and email alerts successfully arrive.

How to Create Worker Profiles

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You can instruct frequent workers to create permanent digital profiles containing their contact info, photos, and training certifications to severely reduce their daily check-in times.

Instruct the worker to open a web browser and navigate to app.safesitecheckin.com.
The worker must sign in by entering their mobile phone number and typing in the SMS verification code sent to their device.
The worker clicks on the profile section.
The worker must manually enter their detailed contact information and emergency contacts.
The worker must click to upload a profile photo from their camera roll.
The worker clicks to add certifications (e.g., selecting a predefined “OSHA 10-hour certification”).
The worker must input the exact issue date and expiration date, and upload a photo or PDF file of the supporting certificate.
When arriving at a site, the worker scans the physical QR code.
If not already signed in, the app prompts them to input their mobile number and SMS code.
The check-in form instantly auto-populates with their saved profile data, allowing them to rapidly answer site-specific questions and dismiss the badge.
To view this data as an Admin, navigate to the event log in the admin app, click on an individual check-in record, and scroll down to view the visitor’s detailed profile information, uploaded photo, active certifications, and attached file documents.

Questions?

Still have questions about how to use Safe Site Check In to manage jobsite visitor check-ins?

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