Data Files samples / Building front desk
Copperfield House
Visitors, hosts, badges, contractor inductions and permits, deliveries and fire roll calls for an office building's front desk.
Queries
The questions this database answers, saved under a name. Open one to see its answer, or its design to see how it is built and change it.
- In the building now
Every visitor and contractor signed in today or yesterday who has not signed out, by floor, with their host and badge. This is the list to take out when the alarm sounds.
From Visits, Visitors, Hosts, Tenants, Floors, Badges. Shows Floor, Visitor, Company, Kind, Host, Tenant, Badge, Signed In.
Calculated: Visitor is
[Visitors].[First Name] & " " & [Visitors].[Last Name]; Host is[Hosts].[First Name] & " " & [Hosts].[Last Name].Only where
Signed Out Is NullandDays Ago Between 0 And 1.- Expected today and tomorrow
Booked visitors who have not arrived yet, today and tomorrow, in time order, with their host, floor and car registration for the car park.
From Visits, Visitors, Hosts, Tenants, Floors. Shows Expected On, Expected At, Visitor, Company, Purpose, Host, Tenant, Floor, Parking, Car Registration.
Calculated: Visitor is
[Visitors].[First Name] & " " & [Visitors].[Last Name]; Host is[Hosts].[First Name] & " " & [Hosts].[Last Name].Only where
Days Ahead Between 0 And 1andSigned In Is NullandStatus = Expected.- Still in after 18:00
Visits in the last 30 days that ended after six in the evening, or never signed out, to follow up with the host.
From Visits, Visitors, Hosts, Tenants. Shows Day, Visitor, Company, Host, Tenant, Signed In, Signed Out.
Calculated: Day is
Left([Signed In], 10); Visitor is[Visitors].[First Name] & " " & [Visitors].[Last Name]; Host is[Hosts].[First Name] & " " & [Hosts].[Last Name].Only where
Out Hour >= 18andDays Ago Between 1 And 30.- Badges not returned
Badges not handed back in the last 60 days, with who had them and whom they were visiting.
From Visits, Visitors, Hosts, Tenants, Badges. Shows Badge, Badge Status, Visitor, Company, Host, Tenant, Signed In, Signed Out, Days Ago.
Calculated: Visitor is
[Visitors].[First Name] & " " & [Visitors].[Last Name]; Host is[Hosts].[First Name] & " " & [Hosts].[Last Name]; Days Ago isDateDiff("d", Left([Signed In], 10), Date()).Only where
Badge Returned = NoandDays Ago Between 1 And 60.- Inductions expiring in 30 days
Contractors whose site induction runs out in the next 30 days, so it can be booked again before their next visit.
From Inductions, Visitors. Shows Valid Until, Days Left, Contractor, Company, Induction, Given On.
Calculated: Days Left is
DateDiff("d", Date(), [Valid Until]); Contractor is[Visitors].[First Name] & " " & [Visitors].[Last Name].Only where
Days Left Between 0 And 30andRenewed = No.- Deliveries waiting over 2 days
Deliveries still on the shelves more than two days after they arrived, with whom they are for, to chase.
From Deliveries, Hosts, Tenants, Floors. Shows Received At, Delivery, Days Waiting, For, Tenant, Floor, Kind, Pieces, Stored In.
Calculated: Days Waiting is
DateDiff("d", Left([Received At], 10), Date()); For is[Hosts].[First Name] & " " & [Hosts].[Last Name].Only where
Days Waiting > 2andStatus = Waiting.- Visits by company and month
How many visitors each tenant had each month and how many of them walked in without booking.
From Visits, Hosts, Tenants. Shows Month, Tenant, Visits, Walk-ins, with totals.
Calculated: Month is
Format([Signed In], "yyyy-mm"); Walk-ins isIIf([Pre-registered], 0, 1).Only where
Signed In Is Not Null.- Regular visitors
Visitors who came four times or more in the last 90 days, the most frequent first: candidates for a standing pass.
From Visits, Visitors. Shows Visitor, Company, Kind, Visits, Last Visit, with totals.
Calculated: Visitor is
[Visitors].[First Name] & " " & [Visitors].[Last Name].Only where
ID >= 4andDays Ago Between 0 And 90.- No-shows, last 30 days
Booked visitors who did not come, in the last 30 days.
From Visits, Visitors, Hosts, Tenants. Shows Expected On, Expected At, Visitor, Company, Host, Tenant.
Calculated: Visitor is
[Visitors].[First Name] & " " & [Visitors].[Last Name]; Host is[Hosts].[First Name] & " " & [Hosts].[Last Name].Only where
Status = No showandDays Ago Between 1 And 30.- Permits, last 30 days
Permits to work issued in the last 30 days, with the contractor, the place and whether each is closed.
From Permits, Visits, Visitors. Shows Valid From, Permit, Kind, Location, Contractor, Company, Valid To, Closed At, Status, Issued By.
Calculated: Contractor is
[Visitors].[First Name] & " " & [Visitors].[Last Name].Only where
Days Ago Between 0 And 30.- Visitor book, last 7 days
Every sign-in of the last week, day by day: the signing-in book.
From Visits, Visitors, Hosts, Tenants, Badges. Shows Day, Signed In, Visit, Visitor, Company, Car Registration, Host, Tenant, Badge, Signed Out.
Calculated: Day is
Left([Signed In], 10); Visitor is[Visitors].[First Name] & " " & [Visitors].[Last Name]; Host is[Hosts].[First Name] & " " & [Hosts].[Last Name].Only where
Days Ago Between 0 And 7.- Evacuation drills
The drill log: each drill and alarm, how long the building took to clear and whether everyone was found.
From Roll Calls. Shows Started At, Roll Call, Kind, Building Clear At, Minutes to Clear, All Accounted, Led By, Notes.
- Contractor inductions
Each contractor's latest induction and whether it is still valid.
From Inductions, Visitors. Shows Contractor, Company, Induction, Given On, Valid Until, State.
Calculated: Contractor is
[Visitors].[First Name] & " " & [Visitors].[Last Name]; State isIIf(DateDiff("d", Date(), [Valid Until]) < 0, "Expired", "Valid").Only where
Renewed = No.
Forms
Every table has a form of the same name: Start Here, Business, Floors, Tenants, Hosts, Visitors, Badges, Visits, Inductions, Permits, Deliveries, Roll Calls, Roll Call Lines. A form shows one record at a time and adds new ones. A field that points at another table is a list of that table's records, and the records that point at this one are listed below it.
Reports
Pages to print or save as a PDF, laid out from a query or a table.
- Fire roll call: visitors in the building now
Visitors and contractors in the building now, a page for each floor, for the fire marshal to call out at the assembly point.
From the query In the building now, a group for each Floor: Visitor, Company, Kind, Host, Tenant, Badge, Signed In, with the count of Visitor.
- Visitors expected today and tomorrow
Today's and tomorrow's booked visitors in time order, for the desk and the car park.
From the query Expected today and tomorrow, a group for each Expected On: Expected At, Visitor, Company, Purpose, Host, Tenant, Floor, Car Registration, with the count of Visitor.
- Visitor book, the last 7 days
The last seven days of sign-ins, day by day, as the paper book would show them.
From the query Visitor book, last 7 days, a group for each Day: Visit, Visitor, Company, Car Registration, Host, Tenant, Badge, Signed In, Signed Out, with the count of Visit.
- Deliveries to chase
Deliveries waiting more than two days, tenant by tenant.
From the query Deliveries waiting over 2 days, a group for each Tenant: Delivery, Received At, Days Waiting, For, Kind, Pieces, Stored In, with the total of Pieces.
- Missing badges
Badges not handed back in the last 60 days and who had them.
From the query Badges not returned: Badge, Badge Status, Visitor, Company, Host, Tenant, Signed In, Days Ago, with the count of Badge.
- Visits by company
Visits and walk-ins for each tenant, month by month, for the building manager.
From the query Visits by company and month, a group for each Month: Tenant, Visits, Walk-ins, with the total of Visits, total of Walk-ins.
- Evacuation drill log
Every fire drill and alarm with the time to clear the building, for the fire safety file.
From the query Evacuation drills: Roll Call, Kind, Started At, Building Clear At, Minutes to Clear, All Accounted, Led By, Notes, with the average of Minutes to Clear.
- Contractor inductions expiring in the next 30 days
Contractors whose induction runs out in the next 30 days.
From the query Inductions expiring in 30 days: Contractor, Company, Induction, Given On, Valid Until, Days Left, with the count of Contractor.
- Start here: the everyday tasks, step by step
The guide to this database printed: each everyday task and its steps, from the Start Here table.
From the table Start Here, a group for each Task: Step, What to do.
Print templates
What the business sends out, one for each record, with its own name, address and payment details at the head from the Business table. Print one from its form, or choose which to print under Print templates, or save them as a PDF. The words in braces are filled in from the record.
Visitor pass
Printed on a label roll when a visitor signs in: their name and company, whom they are seeing, the floor, the date, the badge number, when the pass runs out and where to go if the alarm sounds.
One for each record of Visits, on a till roll 58 mm wide paper.
VISITOR
{Visitor}
From · Visiting · Company · Floor · Date · Badge · Valid Until · Pass
Wear this pass where it can be seen and stay with your host. Sign out and hand your badge back at the front desk when you leave.
If the fire alarm sounds, leave by the nearest exit, do not use the lifts, and go to {Host.Tenant.Floor.Assembly Point}.
Site rules agreement
Signed by each contractor at the site induction, once a year: signing in, permits to work, working safely, fire, waste and noise, and keeping what they see in the tenants' offices to themselves. Have the wording checked for your own building and country.
One for each record of Inductions, on A4 paper.
Site rules and confidentiality agreement for contractors
Contractor · Company · Date · Induction · Valid until
This agreement is made on {Given On} between {Business.Name}, {Business.Address}, {Business.City} {Business.Postcode}, which manages the building ("the Building"), and {Visitor} of {Visitor.Company} ("the Contractor"). It covers every visit the Contractor makes to work in the Building until {Valid Until}, when the site induction is taken again and a new agreement signed.
1. Signing in and out. The Contractor signs in at the front desk on arriving and signs out on leaving, every visit, and wears the contractor badge given out where it can be seen. The badge goes back to the desk at the end of each visit; a lost badge is reported to the desk at once.
2. The induction. The Contractor took the Building's site induction on {Given On}: the fire exits and assembly points, the sound of the alarm, first aid, reporting accidents, the lifts and loading bay, and these rules. Anyone else from {Visitor.Company} who comes to work takes the induction before starting.
3. Permits to work. Hot work, work at height, work on the electrical supply, going onto the roof and work in confined spaces each need a permit to work from the front desk before they start, and stop when the permit ends. Only the Building's own staff isolate fire detectors.
4. Working safely. The Contractor wears the protective equipment the work needs, keeps exits, stairs and corridors clear, screens off the work area, and leaves no tools or materials unattended in shared areas. Any accident, near miss or damage is reported at the desk the same day.
5. Fire. When the alarm sounds, the Contractor stops work, makes the area safe if that takes seconds, leaves by the nearest exit without using the lifts and goes to the assembly point to be counted. Nobody goes back in until told it is safe.
6. Waste and noise. The Contractor takes away their own waste, or uses what the Building has agreed. Noisy work on a floor where people are working is arranged with the tenant first, and done before 08:00 or after 18:00 if the tenant asks.
7. Confidentiality. The tenants' offices hold private papers and information. The Contractor does not read, copy, photograph or take away any document, screen or item the work does not need, takes no photographs in the Building except of the work itself, and keeps to themselves anything they see or hear about the tenants, their staff and their visitors, during the work and after it.
8. What the desk keeps. The front desk keeps the Contractor's name, company and car registration, the times of each visit, and the induction and permit records, for the safety and security of the Building, and deletes them when they are no longer needed.
9. Breaking the rules. The Building may stop the work, or refuse entry, when these rules are not kept.
Signed for the Contractor and for the Building:
Signed: Contractor, For the Building
Induction certificate
Given to a contractor after the site induction, on A5: who they are, the date and when it runs out.
One for each record of Inductions, on A5 paper.
Site induction certificate
This certifies that
{Visitor}
of {Visitor.Company} has completed the site induction for {Business.Name}, {Business.Address}, {Business.City}, on {Given On}, and may work in the building as a contractor, signing in at the front desk on each visit, until {Valid Until}.
Certificate · Given By · Given On · Valid Until
A permit to work from the front desk is still needed for hot work, work at height, electrical isolation, roof access and confined spaces.
Signed: Given by
Delivery collection slip
Printed when a delivery comes in and stuck to it, on a till roll: whom it is for, the floor, the carrier and reference, where it is kept, and a line to sign on collection.
One for each record of Deliveries, on a till roll 80 mm wide paper.
Delivery {Number}
For · Company · Floor · Received · Carrier · Kind · Pieces · Reference · Kept at · Collected · Collected By
Received at the front desk. Please sign when you collect it. Anything not collected within 14 days goes back to the carrier.
Signed: Collected by
Fire roll call
The record of a drill or alarm: when it started and when the building was clear, then every visitor and contractor on the list and each tenant's staff count, floor by floor, and whether all were found.
One for each record of Roll Calls, on A4 paper.
Fire roll call {Number}
Kind · Roll call taken by · Alarm at · Building clear at · Minutes to Clear · All Accounted
A line for each record of Roll Call Lines: Floor, Kind, Name, Company, People, Accounted For
People counted
{Notes}
Visitors and contractors are listed by name from the front desk's sign-in records; each tenant's fire warden counts their own staff.
Signed: Fire marshal, Building manager
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