Overview
The Staff Offsite feature enables employees to check out and indicate that they are working away from the premises. Whether working remotely, attending external meetings, or visiting other sites, staff can easily log their offsite status. This helps maintain accurate records of staff movements, supports health and safety compliance, and improves coordination during emergencies or evacuations.
To use this feature first you need to ensure it has been enabled for your account, after this an employee will need to have the correct permission enabled 'Enable Staff Offsite Working' click to learn more on Roles and Permissions.
How to Enable Staff Offsite Feature
The Staff Offsite feature is role-based rather than tied to individual employees. Once activated for the selected roles, it will be enabled across your site account.
To enable the staff offsite feature, follow the steps below:
From your dashboard, go to Configuration > Settings
Click Features
Select the 'Staff' tab
Tick the box for 'Enable Staff Offsite Working'
Wait for the system to automatically save the changes
How to Enable a Staff Member to Work Offsite
After enabling this, follow the steps below to activate Offsite working for specific roles:
On your dashboard, hover over the icons on the left to open the side menu
Select Sites
Click Roles & Permissions
Select the role you want to enable Offsite working for
Activate Staff Offsite Working
How to Add/Edit/Delete Offsite Reasons
Once the Staff Offsite feature is activated for the selected roles, you need to create specific reasons for employees to select when working remotely or away from their usual workplace.
To create offsite reasons with a Care licence, follow the steps below:
On your dashboard, navigate to Configuration > Settings
Click Staff Offsite Working Reasons
Enter the reason and reason type
Click Add Reason
Please note: If you're using the Education Edition with MIS integration, offsite reasons will be automatically populated from your school's MIS. However, you can still create and customise your own offsite reasons to better suit your school's specific needs.
This ensures that staff working remotely or away from their usual workplace have accurate working hours recorded and monitored.
If Custr is not connected to your MIS, the ‘Select Code’ section will not appear.
How to Check Out Offsite as a Staff Member
To check out offsite as a staff member, please follow the steps below:
On your iPad, click Staff and enter your name. Alternatively, scan your Staff QR code or tap your RFID fob
Once your name appears, select the 'I'm Working Offsite' button
Choose a reason for working offsite and indicate if you'll be returning the same day or not
Add any additional individuals, such as students or residents
Click Continue
Options for Will you be returning today?:
Yes: This indicates that you plan to return later in the day. Your return will not trigger an automatic check-out at the site end time.
No: This indicates that you won't return today. You will be automatically checked out at the 'end time' set in your site settings.
Once checked out, the staff record on the dashboard will show an "Offsite" label, indicating that the staff member is working remotely. This is distinct from the "Checked Out" status.
Please note: If your site account does not have any pupils or residents listed in the database, this screen will be bypassed, and you’ll proceed directly to the next screen in the process.
How to Check in an Offsite Member
To check in a staff member marked as offsite, follow the steps below:
On your iPad, click Staff and enter your name. Alternatively, scan your Staff QR code or tap your RFID fob
Select the 'I'm Returning from Offsite' button
If you checked out any other individuals, check them back in. If no one was checked out with you, you’ll be directed to the check-in confirmation page and then returned to the home page
Please note: If you leave any individuals unchecked, they will automatically appear in your list when you check out offsite in the future, as the system assumes they are still with you.
The staff record on the dashboard will update with a "Checked In" label, indicating that the staff member has returned
How Offsite Staff Members Appear on the Evacuation View list
When a staff member is offsite, their status will be reflected in the fire evacuation list as follows:
iPad view
To view offsite staff during a fire escape on the iPad, follow the steps below:
Press and hold the 'Welcome' greeting on the iPad, then click "Yes, I'm sure"
Click the Staff tab
Any staff member currently offsite will have 'Offsite' displayed under their name
Companion App
To view offsite staff during an evacuation on the Companion app, follow the steps below:
Open the Companion app
Click the Evacuation tab
Select the Staff tab
Offsite staff will have 'Offsite' listed under their name
Dashboard
To view offsite staff during a fire escape on the dashboard, follow the steps below:
Navigate to Evacuation View on your dashboard
Click the Staff tab
Any staff member who is offsite will have 'Offsite since...' in their status column
