Site access in VCOM

Last modified: 26 Mar 2025

As an O&M manager, monitor all site access entries in a VCOM portlet. Create check-ins for several technicians at the same time and perform check-outs in VCOM as well.

Prerequisites

• You have purchased the VCOM CMMS module license

Monitor site access

You can find all site access entries in the portlet Site access. Entries that are managed from within the O&M app by a technician are synced live to this VCOM portlet as well.

Check someone in

Caution

To avoid duplicates, agree with the assigned technician on who is performing the check-in. VCOM check-ins will not be synced to the O&M app and therefore will not be visible to the technician.

Note

Although an assigned technician can only check in at one site at a time with the O&M app, it is possible to check-in multiple persons at the same site in VCOM.

Steps

1. In the portlet Site access, select Check-in. The check-in window appears.

2. Fill in the required fields with the details of the check-in, such as Date, Time, System, Name and Phone of the contact person, the total Number of persons accessing (if it is only you, then enter 1), and the estimated Duration of the visit.

3. If desired, select a Service partner from the dropdown. Manage service partners at the PORTFOLIO LEVEL > Administration > CMMS > Service partners.

4. Link the site access with tickets or work orders by selecting these from the dropdown Related issues. All tickets (ID starts with a T) and work orders (ID starts with W) of the previous selected system are listed. This allows you to log site access for tickets and work orders after they have been closed. Filter for the desired tickets by starting to type. This will narrow down the list.

Note

You can link several issues with one site access, for example, if one technician is about to carry out several work orders with one visit. All selected issues will be added to the table of issues.

5. Tick the checkbox if the accessing person is aware of the System access and security for this site. Select the Information tooltip to show the site’s safety instructions.

6. Leave a Comment if desired.

7. Select Save.

   • The check-in is now created and visible in the Site access portlet. If a ticket is linked, it is also visible in the Tickets details portlet. However, it will not be visible in the O&M app of the assigned technician.

   • The newly created check-in has the status Checked-in.

Further actions

• The check-in status will change to Time exceeded as soon as the estimated duration is reached and no check-out has been performed. Contact the checked-in person to adjust the estimated duration of their site access or to check them out.

• Right-click on an entry to Edit or Delete it.

Check someone out

Caution

• If a check-in was created in VCOM, the check-out must be performed in VCOM as well, as check-ins from the VCOM side are not synced with the O&M app and can not be performed there.

• You have to manually check someone out, as it is not done automatically when the estimated duration is reached.

Steps

1. In the Site access portlet, find the entry you want to check out.

2. Select Check-out. The check-out window appears.

3. Select the Date and Time when the site was left.

4. Tick the checkbox if Intervention successful is applicable.

5. Select Check-out. The status of the entry will change to Checked out.