The Sitemate Links feature allows non-Dashpivot users to submit forms into Dashpivot, via the Sitemate app.

This is useful in cases where you want to collect information from people, but those people don't need access into Dashpivot to track, manage, or analyse that information later. For example, collecting information from your workforce or subcontractors, which means more of your processes can become paperless.

It's also more cost-effective since these people would not need a full Dashpivot user license, instead all they need is the Sitemate app (which is free to download, available for iOS and Android devices). However, there may be some costs involved depending on the type of link created.

There are 2 types of Sitemate Links which can be created by Dashpivot users on the Dashpivot website.

Note: only Team Controllers, Project Controllers and Organisation Controllers can create Sitemate Links.

It's possible to select multiple templates for each link, which means when someone clicks on the link they will gain access to fill out forms for multiple templates via the Sitemate app.

Single Submission Sitemate Links can provide anyone with access to submit a single form for one or more templates, via the Sitemate app without a Dashpivot account.

This works well for processes which need to be filled out occasionally, such as inductions, check-ins, room completion sign-offs, remote toolbox talks, and incident reports.

These are free and unlimited.

Steps:

Ongoing Submission Sitemate Links can provide anyone with access to submit multiple forms for one or more templates, via the Sitemate app without a Dashpivot account.

This works well where personnel need to fill out forms regularly, such as timesheets, machine and vehicle pre-starts, take-5s, and job safety analysis forms (JSAs). They can fill out as many forms as required.

Users who access an Ongoing Sitemate Link will appear as Paid Sitemate Users in the Users section of Dashpivot, and are paid for by the company's Dashpivot account.

Steps:

Once a Sitemate Link has been created, you'll need to send it to the relevant people so they can start filling out forms via the Sitemate app. There's 2 options:

Don't worry if you don't know exactly who to send the link to - the link can be forwarded or shared, and it will still work for whoever receives it.

The QR poster is a great option when you don't know exactly who is going to need to access and submit the forms.

It's easy to edit links after they have been created. You can change the name of the link and/or the templates selected. These changes will not affect the URL or the QR code displayed on the poster (so there's no need to re-send the link or re-print posters after changes are saved).

If you no longer wish for anyone to be able to submit forms via the Sitemate app for the templates associated with a link, you can simply archive it. This works for both single and ongoing Sitemate Links.

You can also remove specific users' access to ongoing submissions, since the Sitemate Paid Users who access these are shown in the Users section:

Go to Users > Sitemate > Paid to find the relevant person and remove their access.

Once removed, these users will no longer be billed to your company's Dashpivot account.

Note: There are no controls for removing access for Single Submission Sitemate Links, as those are free and can only be submitted once.

Restoring Links

You can restore a Sitemate Link which has been archived by switching to the 'Archived' tab and clicking restore. Users will need to click on the link (or scan it again) to regain access to the associated templates.