Public access allows people without a HINDSITE account to complete work using a link or QR code.
You can either share:
A public work instruction – giving access to a single work instruction.
A public work order – giving access to an entire work order containing one or more work instructions.
Public users can complete work, capture photos and other required information, with all results recorded back into HINDSITE.
Note: Public links provide access to the work instruction or work order without requiring an invitation. If the work contains sensitive information, carefully consider who you share the link or QR code with.
Creating public work instructions
A public work instruction allows someone to complete a single work instruction without first being set up as a user in HINDSITE.
This is ideal when an external contractor, customer or supplier only needs to complete one task.
To create a public work instruction, click on the work instruction you want to share and then click the Share (link) icon.
Enable public access and select the location where completed reports should be stored.
You can create multiple public access links for the same work instruction, with each link storing completed reports in a different location if required.
After enabling public access, you can:
Copy the public link.
Display a QR code for users to scan.
Anyone with the link or QR code can access the work instruction.
When the work instruction is submitted, the completed report is automatically saved to the selected location and becomes available within HINDSITE alongside your other completed work instruction reports.
Creating a public work order
Similar to public work instructions, a public work order allows external users to join a work order without first being set up as a user in HINDSITE.
This is ideal for contractors, temporary workers or customers who need to complete multiple work instructions as part of the same job.
To create a public work order, open the work order and click the Settings (cog) icon, select Make public.
A unique public link will be automatically generated which you can copy and share with anyone who needs access to the work order.
At any time you can:
generate a new link and invalidate the existing one
disable the public link to prevent any further users from joining the work order.
Note: Users who join a public work order can view and complete every work instruction contained within that work order, even if those work instructions haven't been configured as public individually.
Managing public users
When someone first completes work through a public work instruction or joins a public work order, a HINDSITE user account is automatically created for them.
Where the user appears depends on how they first accessed HINDSITE:
Public Work Instruction users are added to Team Members as Assignment Only users.
Public Work Order users are listed under Public Users.
All public users can be promoted to a standard HINDSITE team member at any time.
Once promoted, you can grant access to Locations and Groups, as well as assign other work like you would for any other HINDSITE user.