User instructions
Add guests and collect acknowledgements
One shared talk, each participant’s own confirmation
Project users
The talk owner selects the attendees and saves the briefing. Each participant signs in with their own project account, opens the same talk from Toolbox Talks, reads it and chooses I have read and understood. Several participants can acknowledge independently; no one signs for another account. Up to 150 participants, including guests, can be listed.
Add visitors without accounts
- The owner opens Conduct / update in the browser, or Open / conduct in Admin. Choose Add guest and enter the visitor’s name and optional organisation. Save the changed roster with a reason. Adding a name alone is not confirmation of attendance or a signature.
- After the briefing details and understanding responses are saved, choose Guest acknowledgement beside the person’s name. In Admin, select the talk and choose Guest acknowledgement, then select the guest.
- Pass the device to the guest. They read the saved work description, discussed elements and declaration, type their full name exactly as listed and confirm personally.
- The facilitator confirms that they witnessed that guest acknowledge in person, then saves Record witnessed acknowledgement. A browser connection is required; acknowledgements are not queued or sent later automatically.
Changes and final review
Changing saved briefing content or the participant roster requires all participants to acknowledge that revised version again. The earlier acknowledgements remain in History. A stale screen cannot acknowledge newer content. Adding further attendees before collecting acknowledgements avoids unnecessary re-signing.
The owner or an administrator finalises only after every understanding response is Yes, every listed project attendee has personally acknowledged and every guest has a recorded acknowledgement with its method identified. A No requires rebriefing, not an automatic change to Yes. Finalisation locks the record; create a further talk when circumstances change.
Viewing or acknowledging a talk does not grant conduct permission. Export PDF identifies registered-user and guest acknowledgements separately, with their recorded UTC times. Full project backups retain the complete history; form-only exports do not transfer signatures or attendance.
Invite people with one QR
The saved document’s author can choose Invite to sign in the browser. The author also needs Document invitations → Issue document-specific QR invitations and the module’s normal conduct/create access. Show the QR or use Copy link. Show QR · 5 minutes opens one group invitation for several people; it is not consumed by the first scan. Creating a replacement QR ends the older invitation and its unfinished visits.
Allow temporary guests starts off. Enabling it requires the separate external-visitor permission. Visitors give their own name and optional company, read the exact wording and choose Sign & finish. A drawn mark is optional. Named users can use their current personal account or sign in on this separate page. The shared demo guest cannot issue personal invitations or sign as a named person. No ordinary project account or main-app session is created for a visitor.
The QR admits people for 5 minutes. Each admitted visit lasts up to 10 minutes, with a 3-minute idle expiry; the visible page sends a 30-second keepalive. Sign & finish ends document access immediately. Close invitations ends new admissions and unfinished visits; hiding the organiser panel alone does not close it. A server restart ends unfinished invitations. Closing the visitor tab is only a best-effort signal, not the security boundary.
The organiser sees admitted people and saved signatures. Download signing evidence exports the exact saved document snapshots, identities, server times and optional drawing coordinates as JSON, not attached file bytes. Evidence records both the full publication fingerprint and the exact displayed wording/shared file IDs; unshared attachments are not presented as files the visitor could read. The panel shows the latest 500 signatures; the export explicitly reports truncation above 2,000. After a lost response, keep the page open for the identical retry or saved-outcome check. Receipt recovery does not restore document access.
A self-declared visitor is not identity-verified or witnessed. A QR may be forwarded: neither scanning, a name nor a drawn mark proves physical attendance. An anonymous person may rescan a still-valid group QR under another name. This release does not add individually issued invitations or organiser-admission approval. Downloaded files and screenshots cannot be recalled. Use HTTPS on a reachable hub; this feature is not offline signing or vessel/cloud synchronisation.
The manual, facilitator-witnessed procedure above remains available. Do not claim a QR visitor was witnessed merely because they signed online. The talk’s guest list and PDF distinguish the methods. QR signing adds the participant and their acknowledgement together; adding a guest manually still requires the ordinary roster save and invalidates older content acknowledgements. The author can view retained evidence after closure.
Download a signing PDF
In the saved document’s Invite to sign / signatures panel, open Saved signatures and select Download signing PDF · revision N. The current selected revision has its own button; other saved signing revisions are under Other signed revisions. An older revision is never silently replaced with current wording.
The PDF includes the saved participant names, account or self-declared visitor identity, timestamps, optional drawn marks and the exact wording displayed through those invitations. Where some participants were given published attachments and others were not, separate Read sets identify the scope each signed. Attachment filenames and fingerprints are listed only for the scope where they were shared; file contents are not embedded or downloaded again. This does not verify that someone opened every attachment.
The author needs their current named account and existing document-management access. This is a protected report, not a visitor download or a new public link. It remains available from retained evidence after the invitation ends or the document is archived/finalised, as long as current author access permits it. Current private drafts, a later publication and normal acknowledgements made only outside invitations are not merged into this PDF.
Raw evidence → Download signing evidence (JSON) keeps the technical archive export. A PDF contains one revision, up to 300 invitation signatures, without silent truncation; larger revisions must use the JSON export. JSON retains its separate 2,000-signature limit with explicit totals/truncation. The panel lists up to 200 recent signed revisions and states when earlier entries are not listed. Characters unsupported by the report font use explicit [U+code] notation; exact original strings remain in JSON.
Downloading does not sign, add a participant, mark attendance, change the handover or close invitations. A self-declared visitor and a drawn mark are not verified identity or proof of physical presence. Share the downloaded report only with authorised people: exported copies cannot enforce later access changes. This is a separate signing report; ordinary toolbox/handover PDF outputs and their existing scope are unchanged.