Site manager, electrician and safety officer fill in the same report, each their own part, at the same time. Here is how to set up the session and get a signed PDF at the end of the visit.
The problem: one report, three people
On a site visit, everyone is looking at something different. The site manager follows progress, the electrician checks the installations, the safety officer inspects the protections. Usually each takes notes and someone types everything up in the evening. With AltiusForms, all three fill in the same form at the same time, each on their own phone or tablet.
The form
Start from the Site inspection starter or build your own. A good structure:
- General information: site, date and time, GPS position captured on the spot.
- Progress (site manager): stage choice, comment, photos taken with the device.
- Electrical (electrician): a table of defects with the columns Room (text), Type (choice), Severity (choice), Fixed (yes/no) and Deadline (date).
- Safety (safety officer): guardrails, signage, equipment, with a photo for each point.
- Sign-off: final remarks and signature.
Add conditions to keep the form short: if "Defect found" is Yes, the photo and description become required; if the stage is "Structural work", the finishing section is hidden. Conditions also work on table cells.
Check everything with Try, then publish your changes.
Setting up the session
- From the form, open Share and embed, then Fill it in together.
- Create a session: give it a title ("Visit 14 October, block B") and set the maximum number of participants.
- Define one slot per participant: each gets its own code. Assign to each slot the sections it is responsible for; unassigned sections stay shared and editable by everyone.
- Send each person their code, or display the session's QR code at the start of the visit.
During the visit
Everyone joins the session with their code and sees what the others type appear live. No need to reload: answers sync as people type. The electrician adds a row to the defects table while the site manager photographs the façade; the safety officer sees both.
The organiser follows everything from the session page: the activity log shows who changed what, the completion status lists required questions still empty, and a participant can be removed if needed.
Finalising
Once everything is filled in, the site manager signs and the organiser finalises the session. The answer is saved once, like any ordinary submission. It then appears under Responses, exports to PDF and can trigger an automation: for instance an email to the client with the PDF attached.
In the form's Studio, your successive visits become data: defects per block, time to fix, a map of inspections.