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Copperfield House

Visitors, hosts, badges, contractor inductions and permits, deliveries and fire roll calls for an office building's front desk.

Download 409 KB13 tables, 13 queries, 9 reports, 5 print templates and 13,107 invented records, dated back from 2026-10-22.

The everyday tasks of Copperfield House, a step at a time. Each step names the table, form, query, report or print template to open. Inside the database, the Start Here report holds the same steps. Every table has a form of the same name under Forms.

1. Book a visitor in for a host

  1. When a host rings or writes, open the Visitors form and look for the visitor by name. If they are new, press New and type First Name, Last Name, Company and, if they will park, the Car Registration. Set Kind to Guest, Client, Supplier, Candidate or Contractor.
  2. Open the Visits form and press New. Type the next Number (VIS-2026-00043 after VIS-2026-00042), choose the Visitor and the Host, type Expected On and Expected At, tick Pre-registered, type the Purpose, and tick Parking if a space is needed.
  3. Set Valid Until to the end of that day, such as 18:30, and leave Status as Expected.
  4. Check the next day's list with the query Expected today and tomorrow, or print the report Expected visitors for the desk and the car park.

2. Sign a visitor in and print their pass

  1. When the visitor arrives, find their visit in the Visits form (or press New for a walk-in, leaving Pre-registered unticked).
  2. Type the time in Signed In, choose a free badge in Badge (look in the Badges form for one that is Available), set the badge's Status to Issued, and set the visit's Status to On site.
  3. Open the print template Visitor pass from Print templates, choose this visit, and press Print. It fits a 58 mm label roll.
  4. Ring the host on their Phone, or the tenant's Reception Phone, to say their visitor is here.

3. Sign a visitor out

  1. Find the visit in the Visits form or in the query In the building now.
  2. Type the time in Signed Out, tick Badge Returned, and set Status to Left.
  3. Open the Badges form and set the badge's Status back to Available.
  4. At the end of the day, run the query Still in after 18:00 and ring the host about anyone shown as never signed out; set their Status to Not signed out.

4. Induct a contractor and issue a permit

  1. Before a contractor's first visit, or when the query Inductions expiring in 30 days lists them, give the site induction. Open the Inductions form and press New: type the Number (IND-2026-0042), choose the Visitor, type Given On, Valid Until (a year less a day later) and Given By. Tick Renewed on their older induction.
  2. Print the print template Site rules agreement for the new induction and have the contractor sign it. Print the Induction certificate and give it to them.
  3. When the work needs a permit, open the Permits form and press New: the Number (PTW-2026-0042), the contractor's Visit, the Kind, the Location, Valid From and Valid To, and Issued By. Status is Open.
  4. When they hand the permit back, type Closed At and set Status to Closed. The query Permits, last 30 days shows any still open.

5. Take in a delivery and hand it over

  1. Open the Deliveries form and press New: the Number (DLV-2026-00042), Received At, the Carrier, the Host it is for, the Kind, Pieces, the Reference on the label and where you put it in Stored In. Status is Waiting.
  2. Open the print template Delivery collection slip, choose the delivery and print it on the till roll; stick it to the parcel and let the host know.
  3. When it is collected, type Collected At and Collected By and set Status to Collected. Have the person sign the slip.
  4. Each morning, run the query Deliveries waiting over 2 days, or print the report Deliveries to chase, and chase those hosts.

6. Run a fire drill and keep the roll call

  1. When the alarm sounds, print the report Fire roll call list (or take it on a tablet): everyone signed in and not out, floor by floor.
  2. Afterwards, open the Roll Calls form and press New: the Number (DRL-2026-01), the Kind, Started At, Building Clear At, Minutes to Clear and Led By.
  3. In the Roll Call Lines below, add a line for each visitor and contractor on the list with their Floor, Kind, Name and Company, and tick Accounted for each one found. Add a Staff line for each tenant with the People its warden counted.
  4. Tick All Accounted if everyone was found, write what happened in Notes, and print the print template Fire roll call for the fire safety file. The report Drill log lists every drill.

7. Chase missing badges and see the month's visits

  1. Run the query Badges not returned, or print the report Missing badges, and ask each host to get the badge back.
  2. In the Badges form, set a badge that has been gone for a month to Written off, and add a new badge with the next Number.
  3. At the end of the month, print the report Visits by company for the building manager.

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