More contractor firms on site
Maintenance, machine service and inspections bring different people onto site every day.
Manufacturing
Contractor and visitor management in manufacturing
Site risk acknowledgment and inductions for contractors before arrival, visitor and truck check‑in at the entrance and an SMS during an evacuation.
Trusted at 70+ sites
By industry
Contractor and visitor management by industry
AutomotiveLine maintenance and retooling bring dozens of contractors onto site. Induction and signature records support customer and IATF audits.Contractor management for automotive
Wood, paper and packagingMachine service during shutdowns, dozens of trucks a day and an outdoor kiosk at the gate. Records support ISO 9001 and BRCGS audits.Contractor management for wood, paper and packaging
Chemicals and pharmaHigh‑risk work and shutdowns: documents in advance, site risk acknowledgment and a muster list for evacuation. Records support GMP, ISO 45001 and SEVESO audits.Contractor management for chemicals and pharma
Food manufacturingHygiene rules in the safety induction and a health declaration as one of the check‑in steps. Records support HACCP, IFS and BRCGS audits.Contractor management for food manufacturing
What you deal with
What slows entry to a plant today
Records in binders and email
Contractor inductions, signatures and certificates are traced by hand when someone asks.
Audits without a named record
A customer or internal audit wants to see who was trained, when and with which signature.
Waiting at the gatehouse
A technician without a verified induction waits at the entrance and line maintenance slips.
A different process at every plant
Each plant keeps its own records and the group has no single view.
Who is inside during an alarm
During an evacuation there is no muster list of contractors on site.
How we solve it
How aReception solves it
Documents and reminders
The contractor uploads documents and certificates ahead, the EHS manager approves them, and the system reminds them before they expire.
Site risk acknowledgment
You and the contractor confirm the risks, and the signed version is saved.
Induction in advance
The worker completes the induction in the web app through the invitation link, or finishes it at the kiosk.
A card only after the induction
The kiosk can issue a card only to someone who finished the induction and signed. With your turnstile connected, nobody gets through without it.
Records for audits
Immediately get a report listing each person. The records help at ISO 45001 and ISO 9001 audits.
The same at every plant
You can set up the same check‑in process at all your plants.
Operational needs
What your plant needs, and how we help
Contractor, technician and driver access
Only those who meet the conditions may enter production.
- Documents and induction in advance
- Access only for the maintenance days
- Visitors get only into the zones their role allows
Safety and audits
You must prove compliance at every inspection.
- A report listing each person, available at once
- Validity for each document
- Evacuation drill records
Installs and maintenance in high‑risk areas
Only qualified, trained people near the equipment.
- Welder and electrician certificates in advance
- Site risk acknowledgment with a signed version
Receiving and shipping
A queue at the gate holds up production.
- Driver check‑in at the kiosk
- An SMS with when and which dock
- Waiting time exported to Excel
An alarm in the hall
During an alarm you need to know who is on site.
- A list of the people present, shown by name in the Portal
- An SMS with the assembly point map
Foreign workers
An induction only works if the worker understands it.
- The kiosk interface in 50+ languages
- You upload the induction in your contractors' languages
How it works
Contractor safety from A to Z
- 01
Step 1
Contractor registration
The contractor fills in their details and uploads documents and certificates ahead. The Portal shows whether the EHS manager approved them.
- 02
Step 2
Site risk acknowledgment
You and the contractor confirm the risks, and the signed version is saved.
- 03
Step 3
Online induction
With the invitation the worker gets a link to the web app, where they complete and sign the induction. The rest happens at the kiosk.
- 04
Step 4
Check‑in at the entrance
They scan the QR code from the invitation or enter their name. The median check‑in at the kiosk is 1 min 20 s.
- 05
Step 5
Card and access
The kiosk can issue a card only to someone who finished the induction and signed. The host gets a notification.
- 06
Step 6
Evacuation
During an alarm you have a muster list of people on site and send an SMS with a map and instructions.
What you get
Kiosk check‑in in numbers
- median across 10,207 kiosk check‑ins
- 1 min 20 s
- languages on the kiosk and in invitations
- 50+
- from order to go‑live
- 14 days
- kiosks built for nonstop operation
- 24/7
Case studies
How Artifex saves €1,700 a month on reception
The introduction of aReception lets us welcome and brief every visitor consistently, without tying up our team. The safety briefing with signature runs automatically, and the numbers speak for themselves.
Tomáš FicekHR digital transformation lead, Artifex- saved every month
- €1,700
- visits handled automatically each month
- 220+
- signed contractor safety inductions each month
- 73+
For every role
What it gives the people who keep the plant running
EHS manager
- Signed inductions and validity checks
- Documents and site risk acknowledgment in one place
- A report listing each person for any inspection, available at once
Operations and maintenance
- Technicians trained before they arrive
- The host gets a notification by email, SMS, MS Teams or Slack
- Anyone who signed the safety induction in advance only needs to check in at the terminal
Security and gatehouse
- The kiosk takes over visitor check‑in and record keeping
- A card only for those who finished the induction and signed, if you set it so
- A muster list for evacuation
Logistics
- Drivers check themselves in at the kiosk
- An SMS says when to drive in and which dock to use
- Waiting time and time on site, exported to Excel
Quality
- Who was at the plant, when, and with which induction
- Records for ISO 45001 and ISO 9001 audits
Plant leadership
- The same check‑in process at all your plants
- Fewer people needed at the gatehouse
Price
Software for one kiosk from €499 a month
Premium plan, billed annually, including updates and remote monitoring. The kiosk and accessories are billed separately. Card issuing and turnstile integration are on the Enterprise plan. Before you decide, you can try check‑in at your own site.
- A paid 30‑day trial for €499
- No hardware payment and no long contract
- If it does not help, we take the kiosk away
More solutions
What else aReception handles
Contractor safety inductionThe contractor completes the site risk acknowledgment and the induction before arrival.Contractor safety induction and site risk acknowledgment- Truck driver check‑inDrivers check themselves in and an SMS sends them to the dock.Truck driver check‑in
Visitor managementAn invitation with a QR code and a notification to the host.Visitor management
IntegrationsTurnstiles, barriers, access control and MS Teams.Integrations
Kiosks and hardwareIndustrial Zebra kiosks for indoors and outdoors.Kiosks and hardware
Questions
Manufacturing questions
Do workers need an email address?
No. They can complete the induction and sign it at the kiosk on arrival. The site risk acknowledgment, though, works only through the invitation link.
How many languages is the induction in?
The kiosk and invitation interface comes in 50+ languages; you upload the induction content in the languages you need.
What hardware do you use?
We use industrial Zebra terminals indoors and outdoor Zebra terminals at the gate. We also run the software on your own compatible Android device.
How does truck entry work?
The driver checks in at the kiosk and an SMS says when to drive in and which dock to use. Once connected, aReception opens the gate arm. Truck check‑in
Which cards can the kiosk issue?
Each dispenser issues a different card type, for example for visitors, contractors and VIPs. On the Enterprise plan, one kiosk takes up to three dispensers.
What if a technician arrives unannounced?
They fill in their details, complete the induction and sign right at the kiosk.
Is it GDPR‑ready?
Yes. The system is GDPR‑ready, and consent to processing can be switched on right at check‑in.
Contact us
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