You can invite contractors to your site through VisitorOS and have them pre-screened to ensure they are compliant before they arrive.
Who can use this feature?
Note:
If you only have ContractorOS Essentials or do not have ContractorOS, you can still invite contractors through VisitorOS. However, VisitorOS will not automatically retrieve contractor information from ContractorOS, and you will not be able to pre-screen contractors to ensure they are compliant before they arrive. For more information, see Create events.
About inviting contractors to your site
In VisitorOS you can invite contractors in two ways:
- Invite contractors from the Dashboard: The Dashboard includes an "Invite Visitor" option that allows you to quickly invite a single contractor to your site.
- Create an event: You can create an event to invite multiple contractors to your site by adding them individually or importing them in bulk using a CSV, TXT, or XLSX file.
When inviting a contractor, VisitorOS retrieves their existing information from ContractorOS. The following fields are automatically populated with information from ContractorOS and cannot be edited in VisitorOS:
- Name
- Email address
- Company
- Phone number (if applicable)
Important:
If you import contractors in bulk, make sure to include their email addresses. VisitorOS uses email addresses to match contractors with their records in ContractorOS.
How pre-screening works
When a contractor is invited to an event, VisitorOS starts a compliance check through ContractorOS. The check evaluates the compliance status of both the contractor and their vendor.
Based on the results, the following email notifications are sent when the contractor or their vendor are not compliant:
- Tasks are expired or rejected: The non-compliant vendor or contractor and the Site Administrator receives an email.
- Tasks have not been submitted for review: The non-compliant vendor or contractor receives an email listing the outstanding tasks.
- Tasks are awaiting review: The Site Administrator receives an email reminding them to review the outstanding tasks.
- Tasks have not been assigned: The Site Administrator receives an email reminding them to assign tasks to the contractor or their vendor.
Invite a contractor
The steps below explain how to invite a single contractor from the Dashboard. Once you are familiar with this process, you can create a multi-guest event and reference the information below to invite multiple contractors.
- From the left sidebar in VisitorOS, click Events.
- Click Invite Visitor.
- In the Start time and End time fields, select the dates and times when the contractor is expected to arrive and leave.
- From the Site drop-down menu, select the site where the contractor is assigned to work. This must match the site they are assigned to in ContractorOS.
- From the Visitor Type drop-down menu, select any visitor type for the contractor.
- From the Host drop-down menu, select the person who will be the contractor's primary contact while they are on site. If you do not have permission to manage all events, you can only select yourself.
-
In the Visitor Information search field, enter the contractor's name. The search results automatically display matching returning visitors and contractors from ContractorOS.
Note:
If you recently added a contractor in ContractorOS, it may take up to a few hours for their name to appear.
- Select the contractor you want to invite. The "Known Contractor" badge appears above their name, indicating that their information was found in ContractorOS and automatically entered into the required fields. If your site has any required custom fields, fill them in.
- Click Invite.
What you can do next
After invitations are sent and pre-screening is complete, you can review any contractors or vendors who are not compliant in ContractorOS. For more information, see View contractor visits in ContractorOS.