Check-In Screening helps you control what happens when employees and visitors check in to your site.

Check-In Screening is an optional site feature that can be enabled within Configuration → Settings.

Screening can be used for:

Check-In Screening does not apply to Sixth Form students, students or residents.

Each person is given a Screening Status which determines what happens when they check in.

The default statuses are:

These names can be customised by your organisation. The underlying green, amber and red colours remain fixed.
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Check-In Screening can be applied at three different levels:

The more specific setting takes priority.

For example, your site could be configured as:

In this example, most people would be Approved, contractors would normally require review, but Mike Harrison would be Approved because his individual Screening Status takes priority.

The priority is:

Individual Person → Visitor Category → Site Default
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Each Screening Status has a Screening Action which controls what Custr does when somebody with that status checks in.

The three available actions are:

The person checks in normally with no additional intervention.

The default Approved status uses No Action.

The person is allowed to check in, but their check-in is flagged for review.

They are shown a message on the Reception Kiosk and relevant employees can be notified.

The default Needs Review status uses Review.

The attempted check-in is recorded, but Custr then automatically checks the person back out.

This provides a record that the person attempted to check in without leaving them recorded as being on site.

The default Blocked status uses Block.

Check-In Screening must be enabled for the site before the screening settings become available.

To turn it on:

Once enabled, the additional Check-In Screening settings will become available, allowing you to configure statuses, actions, alerts, automation and default screening behaviour.

To configure Check-In Screening:

From here, you can configure your site-wide screening rules, automation and default statuses.

The Default Check-In Status determines the Screening Status used for visitors unless a more specific category or individual status applies.

For example, setting the site default to Approved means visitors will normally check in without intervention.

You can then use visitor categories or individual Screening Statuses to apply additional controls where required.

Check-In Screening can be enabled individually for each visitor category.

To configure a category:

For example, you could configure:

This would mean contractors are automatically flagged for review when they check in, while your other visitor categories continue normally.

A category Screening Status overrides the Default Check-In Status.

An individual person's Screening Status will still take priority over the category.

An individual Screening Status can be assigned to applicable known people, including employees and Pre-Approved visitors.

An individual status always takes priority over the Site Default and visitor category.

For example, if the Contractor category is set to Needs Review, an individual Pre-Approved contractor could still be set to:

Their individual Screening Status will be used when they check in.

Open: Directory → Employees → Select Employee → Edit

Within Check-In Screening, you can:

The employee's current Screening Status is also displayed on their profile.

You can choose which Screening Status is automatically assigned when a new record is created.

Defaults can be configured separately for:

This setting only applies to new records.

For example, you may choose to automatically give new employees Needs Review until their screening requirements have been completed.

If you already have employees, invited visitors or Pre-Approved visitors without a Screening Status, you can apply one in bulk.

Within each Screening Status you can choose to apply that status to existing:

People who already have a Screening Status are left unchanged.

For example, you could select Apply Approved to all employees without a record to give all currently unassigned employees an Approved Screening Status.

Applicable people can have a Screening Expiry Date.

This allows their Screening Status to change automatically as the expiry date approaches.

For example, a person could be:

The statuses and timing are configurable.

Within the Check-In Screening settings, enable Automation to automatically change Screening Statuses based on expiry dates.

Choose:

For example:

30 days before expiry → Needs Review

Choose which Screening Status should apply when the expiry date is reached.

For example:

On expiry → Blocked

These rules only affect records with a Screening Expiry Date.

Custr checks the Screening Status that applies to the person and then performs the configured Screening Action.

With the default No Action behaviour, the person completes their check-in normally.

No additional Check-In Screening message is displayed.

With the default Review action, the person is successfully checked in but is flagged for review.

The Reception Kiosk displays:

PLEASE WAIT

Your check-in requires further review. A member of staff will assist you shortly.

The person selects I Understand.

Where alerts are enabled, relevant employees are notified that the check-in requires attention.

The person remains checked in until a member of staff reviews the check-in or checks them out.

With the default Block action, Custr records the attempted check-in and then automatically checks the person back out.

The Reception Kiosk displays:

CHECK-IN BLOCKED

Your check-in cannot be completed at this time. Please contact a member of staff for assistance.

The person selects I Understand.

Where alerts are enabled, relevant employees are notified.

The Dashboard retains a record of the attempted check-in while ensuring the person is not recorded as remaining on site.

People requiring attention are clearly highlighted on the Dashboard.

Their status can show as:

Select the person to view their Check-In Screening information and audit history.

An authorised user can then update their Checked-in Status where appropriate.

For example, after reviewing supporting documentation, you may decide to change someone from Needs Review to Approved.

When reviewing someone, Custr allows you to choose whether the change should apply to this check-in only or update the person's saved Screening Status.

Select This Check-In Only when the change should apply only to the current check-in.

For example, Mike Harrison may normally have a Needs Review status, but after reviewing him today you decide to approve this check-in.

His current check-in changes to Approved, but his saved Screening Status remains unchanged for future check-ins.

Select This Check-In and Future Check-Ins when you want to update both the current check-in and the person’s saved Screening Status.

For example, if Mike has provided the documentation you were waiting for, you could change his status from Needs Review to Approved.

The current check-in will be updated to Approved, and the new saved Screening Status will apply to future check-ins unless it expires or is changed again.

When choosing Update Screening Status, you can also select Set an Expiry Date.

This is useful when an approval should only remain valid until a particular date.

Custr shows what will happen after that date based on your Screening automation rules.

For example, After this date, the person's screening status will revert to Needs Review and flag for re-review on the next check-in.

When reviewing a check-in, you can add an optional comment explaining why the status was changed.

Comments are for internal use and are not visible to the person checking in.

For example:

Insurance certificate checked and confirmed as valid.

These comments form part of the Screening Audit history.

Custr keeps an audit history of Screening Status changes for applicable employees and Pre-Approved visitors.

The audit history allows you to see information such as:

Automatic changes made by Custr can also be recorded within the history.

Employee and Pre-Approved visitor profiles include a Screening Audits area for reviewing previous changes.

Alerts can be configured for each Screening Status.

When Send Alerts is enabled, selected employees with the appropriate permission can receive notifications when somebody checks in with that Screening Status.

This means you could, for example:

The Screening Status names shown in alerts use the names configured by your organisation.

Check-In Screening permissions are managed from:

Site → Roles & Permissions

There are two relevant permissions.

Allows authorised users to update Check-In Screening statuses and review or change screening outcomes from the Dashboard.

Allows users to receive Check-In Screening alert emails.

You can also choose which Screening Statuses the role should receive alerts for, such as:

This allows you to control which employees are responsible for responding to different screening outcomes.

The default Screening Status names are:

These names can be changed to suit your organisation.

The underlying colours remain:

When a Screening Status is renamed, the customised wording is used throughout Check-In Screening.

Each status can also have its own Screening Action, meaning you are not required to use the default combination of:

For example, a customer could configure a Screening Status with a different action if required.

For Screening Statuses configured with an action that requires intervention, the message displayed on the Reception Kiosk can be customised.

You can configure:

This allows the instructions shown to the person checking in to reflect your organisation's own process.

The standard messages are designed to clearly tell the person whether they should wait for assistance or whether their check-in has been blocked.