What it is

A company document — a site safety induction, an NDA, a fire-evacuation notice — can now be flagged so it appears on the new visitor registration screen in the Visitor App. The visitor must open, read and tick each flagged document before they can finish signing in.

What it's for

Making sure nobody gets on site without acknowledging your site rules, and keeping a record that they did. Chronicle stores which documents each visitor agreed to against that visitor's registration, so the acceptance is auditable after the fact.

If no documents are flagged, the section doesn't appear at all and visitors register exactly as before.

Where to find it

Settings → HR records → Company documents → Create company document.

The toggle is Require signature of this document on Visitor App. Two things control whether you see it:

Visitor module user is set per user under Settings → Organisation → Users and is limited by your licence. It can't be combined with other user types, so it's usually easier to do this step as a Super User than to convert your own admin account.

This is V2 only. The old (v1) Company documents screen has no visitor toggle — a document uploaded there will never reach the Visitor App.

How to use it

1. Click Create company document.

2. Enter a Description. This is the exact wording the visitor sees, so write it for them — "Site safety induction", not "SafetyDoc v3 FINAL".

3. Turn on Require signature of this document on Visitor App.

4. Click Upload Document and choose your file (max 6 MB).

The document saves the moment you pick the file — there is no Save button, and Cancel just closes the panel. Repeat for each document you want visitors to accept.

Two things will stop you: uploading before you've typed a description ("Please enter a description before uploading a document."), and a file over 6 MB.

What the visitor sees

On the new visitor registration screen, below the photo, a Required Documents section lists every flagged document as an unticked box with the description underlined beside it. Tapping the description opens the document to read — PDFs and images open in the app, other file types are handed to the device.

Every box must be ticked. If any is left, registration is blocked with "Please agree to all company documents."

Note the form validates in order — general details, then who they're visiting, then the photo, then the documents. A visitor with an incomplete form won't see the documents warning until everything above it is filled in.

Worth knowing

Documents can't be edited after creation. The grid has no edit action — the panel only ever opens for a new document. To change the description, swap the file, or turn the requirement on or off, you have to delete and recreate. Get it right first time.

A document a visitor has already accepted can't be deleted. Chronicle holds a permanent link between the visitor and the document, so the delete is rejected with "An error occurred while deleting." In practice a document that has been in use is there for good.

Every flagged document is mandatory. There's no way to offer one as optional reading. If you want visitors to be able to read something without being forced to accept it, don't flag it.

Only new registrations are affected. Visitors who registered before you added a document aren't asked to accept it retrospectively, and there's no re-acceptance cycle — a returning visitor accepts whatever is flagged at the moment they register.