Outside people on site
Put contractors from other companies on a job for the day, have them sign the site reports on your phone, and keep a list of who you have used.
On this pageBefore you start
Sometimes people from other companies work beside your crew: contractors, labour hire, or a client's own staff. They are not on your team, but the site paperwork still needs their signature. An outside person has no ONYX1 account and no login. You put them on the job for the day, and they sign the day's site reports on your phone.
Use the web app on your phone for this flow today. The native iPhone flow is in the next iPhone build.
This is for individuals working inside a job your own crew runs. A whole job given to another firm is a subcontractor job, which is a different thing.
Before you start
- Site reports must be turned on for your workspace.
- Who can put someone on a job's day: an owner, admin, dispatcher, office user or site supervisor, the job's team leader, or any crew member assigned to the job when it has no team leader.
- Who can hold the phone while an outside person signs: anyone who clocked in on that job that day, or anyone who can put people on the day.
Add someone to today
- Open the job. In the daily reports section, find Outside people today.
- Select Add someone.
- Pick the person from your list, searching by name or company. If they are new, enter their Name and, if you know it, their Company (optional), then select Add to today.
A new name is also added to your list, so next time you pick it instead of typing it. If two people share a name, the list shows each one's company and the last job they were on, so you can tell them apart.
The app adds people for today. They are not added to your timesheets, costs or notifications, and they do not use a seat.
To take someone off today, select Remove beside their name. If they have already signed something, the signature stays on the report and the report says Removed from the day after signing.
Have them sign
An outside person has to sign each crew sign-off report separately. Signing the Pre-Start does not cover the End of Day.
- Open the report on the job.
- Under "Someone from another company? Sign for them on this phone:", select their name.
- Hand over the phone. The pad reads "John Smith signs here", with the person's own name. Only they should draw on it.
- Select Save signature.
The signature is stored under the name and company on your list at that moment. Nothing typed at signing time becomes their name. With no signal it works the same as a crew signature: the phone keeps it and uploads it when you are back online.
If you are not on the crew and cannot put people on the day, you will not see their names to sign for. If the report has already been approved, no more signatures can be added.
If someone is added after the report is in
Someone added to the day after the report was handed in is still required to sign it, until the report is approved. The job shows "N outside signatures missing", and the approver sees the person named in the list of people still to sign, for example "John Smith (Acme, outside contractor)". Approving anyway needs a reason, as it does for crew. See Approve and send site reports.
What the report shows
The report PDF shows each outside signature as the name, company and "outside contractor", with a line saying whose phone it was captured on, for example "Captured on Hemi's phone". Anyone still to sign appears under Awaiting signatures. The site reports export has an Outside signatures column.
Keep your list
On the web, owners, admins and office users can edit the list at Settings → Outside people. You can change a name or company, archive someone you no longer use, or restore them. You can delete a person only if they have never been on a job; otherwise archive them. Reports already signed keep the name as it was when signed.
You hold each person's name, company and signature in ONYX1 for your own records.