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Enrollment Kiosk

A fast, streamlined tool for adding workers to a project — one at a time or in bulk.

Who can open it: the kiosk is controlled by the "Access enrollment kiosk" permission. Super Admins, Company Admins and the built-in Manager role hold it already; you can grant it to any other role under Configuration → Roles. Anyone without it sees neither the sidebar entry nor the dashboard tile.

Opening the Enrollment Kiosk

Quick Access: On the Admin Dashboard, click the Enrollment Kiosk tile above the statistics cards, or use Tools → Enrollment Kiosk in the sidebar.

Language (English / Spanish)

The EN / ES switch in the top-right corner of the kiosk header translates the entire kiosk — every label, button, hint, and error message — between English and Spanish. The choice is saved in the browser, so a kiosk tablet set to Spanish stays in Spanish after a reload. It is a per-device display setting only: it does not change the worker's record, the language of any other page, or your own account settings.

Step 1: Choose the Assignment

At the top of the kiosk, select the Project, Contractor, and Role. Every worker you add — single or bulk — is enrolled with this assignment. Your selection is remembered per company, so returning to the kiosk later restores your last choices.

Quick Add (one worker at a time)

  1. Type the worker's phone number and click "Search"
  2. The kiosk shows whether it's an existing worker (details pre-filled, current projects listed) or a new worker
  3. Review or edit First Name, Last Name, Home Address, and Email — all are editable even for existing workers
  4. If your company uses them, fill in the Helmet sticker number and Access card number
  5. Click "Enroll Worker"
  6. After enrolling, manage Access Cards and Face Enrollment right on the same screen, then click "Enroll Next Worker" to continue

Home Address (required)

Every worker enrolled through Quick Add must have a home address. It is a single free-text box — type the street, city, state, and ZIP however the worker gives it to you. This exists because many workers present a passport or consular ID, neither of which carries an address, leaving no record of where to reach them later.

Email and the "No email address" box

Email is required unless you tick "No email address". Ticking the box greys out the email field and records the worker as having no email. This replaces the old optional field, where an email could be skipped without anyone noticing — now it is always a deliberate choice.

Don't type "N/A" into the email box. It will be rejected as an invalid email address. Tick the "No email address" checkbox instead.

Helmet Sticker Number

The Helmet sticker number box only appears when "Enable Helmet Sticker Number" is switched on in Company Settings. Turning on "Require Helmet Sticker Number" as well makes it mandatory — the worker cannot be enrolled without it, in Quick Add and in Bulk Add alike. The number is stored on the worker's profile for the selected project, so the same person can carry a different sticker on a different project.

Re-enrolling an existing worker and leaving the box empty keeps the sticker number already on file — an empty box means "not collected", not "clear it".

Access Card Number

The Access card number box appears when "Show Access Card Number" is switched on in Company Settings, and turning on "Require Access Card Number" makes it mandatory — every worker then leaves the kiosk holding at least one card. The card is issued to the worker's profile on the project you selected at the top, and card numbers are unique within a project, so a number already issued to someone else is rejected.

Re-enrolling a worker with the card they already hold is fine — it is recognised as theirs rather than treated as a clash, and no duplicate card is created.

Access Cards (after enrolling)

After enrolling a worker, their access cards for the selected project are listed — including the one entered above. Type a card number and click "Add Card" to issue another; remove a card with the × button. Card numbers must be unique within the project.

Face Enrollment (3 options)

  • Upload Photo — choose a JPG/PNG photo (max 5MB) from the device
  • Use Camera — capture the worker's face live with the device camera
  • Phone QR Code — show a QR code the worker scans with their own phone to take photos themselves (link valid for 1 hour)

Enrolled faces appear below with their processing status (new, processing, completed, failed) and can be deleted.

Bulk Add (many workers at once)

Switch to the Bulk Add tab to enroll up to 200 workers in one submission. Two ways to fill the table:

  • Type into the table: fill in first name, last name, phone, and optional email and address per row; click "+ Add row" for more rows
  • Paste from a spreadsheet: click "Paste from spreadsheet" and paste rows copied from Excel or Google Sheets (one worker per line: First name, Last name, Phone, Email, Address — commas, semicolons, or tabs all work), then click "Add to table"

With helmet stickers or access cards enabled, the table gains a Helmet sticker and/or Access card column, appended in that order after the address; the on-screen paste hint always lists the exact column order to use. Whenever a column follows the address, the address must sit in a single column — an address typed with commas across several columns is only folded back together when there is no trailing column. Two rows in the same paste cannot carry the same access card number.

Click "Enroll N Workers" to submit. Successfully enrolled workers are removed from the table; failed rows stay behind with an error message so you can correct and resubmit them.

Address is optional in Bulk Add. Unlike Quick Add, a bulk row without an address still enrolls, so that spreadsheet imports which never carried addresses keep working. If you need an address on file for every worker, either include the address column in your paste or add it afterwards on the worker's profile.

Good to know

  • Workers are matched by phone number — enrolling an existing phone number adds that user to the selected project instead of creating a duplicate
  • For an existing worker, the name you type replaces the stored name, but a blank email or address never wipes what is already on file — leaving a field empty means "not collected", not "delete it"
  • US phone numbers are validated before enrollment

Enrolled This Session

The panel on the right lists every worker enrolled during the current session, marked New or Existing. Each entry links directly to the worker's Face photos page (for face-recognition enrollment) and their Profile.

Tip: If your company requires worker photos, use the Face photos link shown after enrolling to capture or upload the worker's photos right away.