External companies

In Companies you manage the external companies that provide services on your premises (cleaning, maintenance, security, building contractors…), their employees and the documents you require from them. In the rest of the panel, the employees of these companies are called Services.

To open it, click Companies in the side menu of the Visits panel.

The list of companiesCopy link

At the end of each row are the Modify (pencil) and View (eye) buttons; View opens the company's management screen.

To find a company:

• Type part of the name in Search for companies.
• Use the Filter: icons to see only the companies missing mandatory documentation, those missing supplementary documentation or those that are up to date. The first icon removes the filters.

Adding a companyCopy link

1. Click the + button ("New company") next to the Companies title.
2. In the Create company window, type the Name (required, up to 64 characters).
3. Click Create. You will see a confirmation message.

There cannot be two companies with the same name: if it already exists, you will see "Existing company".

Then open the company with View to add the documents you require from it and its employees.

Editing or deleting a companyCopy link

Click Modify (pencil) on its row. In the Update window you can change the name and click Modify, or click Delete.

Managing a companyCopy link

Click View (eye) on the company's row. The Managing screen opens, with two tabs: Employees and Documents. To go back to the list, click Back to company management.

Employees tabCopy link

It shows the company's employees:

You can search with Search and filter by documentation status with the Filter icons.

Each row has three buttons:

• Modify (pencil): changes their details or deletes them.
• Manage documentation (eye): marks which documents they have handed in and when they expire. See External company documentation.
• Send access code (QR code): emails them their QR code to identify themselves on the tablet. It is disabled if the employee has no email address ("Employee does not have an email to send the access code.").

Adding an employee of the companyCopy link

1. In the Employees tab, click New employee.

2. Fill in the Create employee of window, followed by the company name:

   Field	Details
   ID	Required. It cannot be repeated among the external companies' employees in your account, even if they belong to different companies.
   Name	Required.
   Last name	Required.
   Email	Optional, but you need it to send them the access code.
   Prefix and Phone	Required.

3. Click Create. You will see a confirmation message.

If the number already exists, you will see "Duplicate employee: There is an employee with this ID No.".

To edit an employee, click the pencil, change the details in Update employee of… and click Modify. To delete them, click Delete in that same window: they are deleted straight away, together with the documents they have handed in.

Sending the access code to an employeeCopy link

1. Click Send access code (QR code) on their row.
2. If you need it, download the QR code with the download button.
3. Choose the email's Language (English, Spanish, Deutsch, Euskara or Dansk) and click Send.

The employee gets an email "Inallow Visits | Access code" with their QR code and their ID number. See Invitations and access codes.

Documents tabCopy link

Here you define which documents you require from this company's employees (for example, "Occupational risk prevention training" or "Social Security registration") and whether they are mandatory or supplementary. Each company has its own list. All the details are in External company documentation.

Next stepsCopy link