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Bookings: who's coming to which site

See who's booked onto each site over the next fortnight with what the gate is expected to say, book on a contractor's behalf, and choose whether a site requires bookings.

3 min readLast updated

Applies to: Gate & Access · Administrator, Team member, Safety officer (HSEQ), Project or site manager, Gate user, Director or executive

On this page

Bookings say who's coming to which site and when. Contractors usually book their own workers in their portal; your team can book for them. Each booking shows the gate's predicted result for that day, so problems get fixed before anyone arrives.

Everyone who can see a site sees its bookings. Admins book, change and cancel. On a builder's or business's account, safety officers can too on every site, and project or site managers on their own sites.

Read the bookings

  1. Step 1: Open Bookings: every site over the next 14 days, with how many are booked each day and how many the gate will refuse or needs checking.
  2. Step 2: Select a site (or a day) to open the site's bookings: a fortnight at a time, with Earlier, Later and From today.
  3. Step 3: Each person shows a prediction and, under it, what's wrong with a link to fix it where one exists.

What the predictions mean

  • Should be cleared (green): the gate would clear them on that day as things stand.
  • Check before the day (amber): cleared, but something is waiting for review (refused unless it's approved by then), or something runs out within 7 days after the day.
  • Will be refused (red): the gate would refuse them on the day, for example a ticket expiring before then. Someone on the stop list shows only Please see the site manager.

Predictions come from today's records. Anything uploaded or approved before the day changes them, and the gate checks everyone again when they arrive.

How to book on a contractor's behalf

  1. Step 1: On the site's bookings, under Book on a contractor's behalf, choose the contractor and select Choose. They must have accepted your invitation and be on the site's list.
  2. Step 2: Tick Who's coming: their workers, or (business) itself (no named worker).
  3. Step 3: Choose the First day, optionally a Last day and Weekdays only, the Shift and a Note.
  4. Step 4: Select Book. The contractor's people are told by email.

To change one, select Change or cancel: change the Day, Shift or Note and select Save changes, or type Why cancel? and select Cancel booking. A cancelled booking is kept with who cancelled it and why.

Booking options for a site

  • Require bookings at this site's gate: the gate then clears only people booked in for the day (“Not booked in at this site today”). An override still works as usual.
  • Daily capacity, Day shift capacity and Night shift capacity: planning notes. Days over them are flagged Over capacity; nobody is refused for it.
  • Shift times (site time): defaults 7:00 am to 3:30 pm and 6:00 pm to 2:30 am. A night shift that ends at or before it starts ends the next morning.

Select Save options.

What happens next

  • When your team books, changes or cancels for a contractor, its people get the Bookings made for you email (their own changes send nothing). See Site work for providers.
  • Workers see their bookings and predictions on their worker pass.
  • The gate and On site now show Expected today, and the 6 am pre-start email lists today's bookings and who'll be refused.

Limits

  • Book up to 90 days ahead, and up to 31 days in one go.
  • Bookings can't be in the past.
  • Capacities are 1 to 5,000.
Bookings, changes and cancellations are all in the audit log.
Open Bookings
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