Before you begin

Make sure you’ve:

Forms - Roll Call provides a live, shared register that designated people can use to account for everyone during a roll call.

Multiple marshalls can work on the same Roll Call at the same time, using a mobile device or laptop/PC. When one marshall accounts for someone, the register updates for the other marshalls in real time.

You can configure:

When a Roll Call starts, the workflow identifies the relevant people and locations, creates the live register, and notifies the configured marshals that a Roll Call is in progress.

When a designated person starts a Roll Call, the workflow coordinates the process behind the scenes.

It:

All marshals can open the same live Roll Call. When one marshal accounts for someone, the change is immediately reflected for the others.

Depending on the configuration, separate Roll Calls can run at the same time for different locations.

For instructions for marshals, see:

👉 Run and complete a Roll Call

When a Roll Call starts, the workflow creates a snapshot of the people who need to be accounted for.

It includes:

Someone who is currently clocked in remains on the register even if their scheduled shift end time has passed.

The default inclusion windows are:

People who are recorded as being on leave are excluded, unless they have clocked in.

The workflow is added to Automate > Installations ready for configuration.

For general information about installing Library workflows, see:

👉 Workflow Hub: Find and install Library workflows (Admin)

Go to:

Automate > Installations

Review each setting before deploying the workflow.

Choose who should act as Roll Call marshals.

You can select one or both of the following:

Makes Roll Call available to administrators based on their assigned Access Role.

Makes Roll Call available to employees who have been specifically designated as Fire Marshals.

To use this option, your organisation must have access to Screen Designer and you must add the required custom field to Job Details.

You can then designate individual employees as Fire Marshals from their Job Details screen by setting Is Fire Marshall? to Yes.

When Fire Marshals is selected in the workflow configuration, employees with Yes recorded in this field are given access to Roll Call.

For more information, see:

👉 Screen Designer: Edit screens

👉 Access roles in Sense HR: Overview

Choose how people should be grouped in the Roll Call register.

You can select:

The additional configuration required depends on the Mode you select.

Select All to show everyone included in the Roll Call in a single list.

This is the simplest configuration and doesn’t require a custom field or location mapping.

Select Presence Location to group people according to where they clocked in.

To do this, use Anviz Device Id to tell the workflow which location each Anviz clock represents. For example, 1 = London, 2 = Doncaster, 3 = Manchester.

When someone clocks in using one of those clocks, the workflow can place them in the corresponding location group when the Roll Call starts.

Select Custom to group people using a dropdown field from the Job Details screen in Sense HR.

Enter the field you want to use in Custom Field.

Each dropdown option from that field becomes a selectable group in the Roll Call.

For example, you could use a Job Details dropdown such as:

Organisations with Screen Designer may also have additional custom dropdown fields available in Job Details.

Select Combined to use both a Custom Field grouping and Presence location information.

Complete:

This allows the Roll Call to use the employee’s normal group alongside their actual clock-in location.

For example, if someone clocks in away from their usual site, they can appear as a visitor at the location where they’ve actually clocked in.

Choose how people should be grouped in the Roll Call.

Complete Custom Field when Mode is set to:

Enter the name of a dropdown field from the employee’s Job Details screen.

The field can be a standard Job Details dropdown or a custom dropdown available to your organisation.

Each option configured for that field becomes a selectable group in the Roll Call.

For example, if you use Department, the register can present the relevant departments as groups.

Complete Anviz Device Id when using:

Use this setting to map Anviz clock source IDs to location names.

Enter each mapping as:

ID = Location

Separate multiple mappings with commas.

For example:

1 = London, 2 = Doncaster, 3 = Manchester

If an employee clocks in using device 2, their clock-in location is treated as Doncaster for the Roll Call.

You can map multiple device IDs to the same location if more than one clock is used at that site.

Leave this setting blank if you aren’t using Presence Location information.

Complete Group Location Map when using Combined mode.

This maps the location prefix used by a Custom Field group to the corresponding Presence location.

Enter each mapping as:

Prefix = Location

Separate multiple mappings with commas.

For example:

S = Sheffield, L = London

Your Custom Field group names must start with the prefix in round brackets, for example (S) Fire 1 and (S) Fire 2. The prefix can be any letters or word, as long as it’s in brackets at the very start of the group name. Groups that don’t start with a bracketed prefix are never shown as visitors.

This allows the workflow to recognise when someone has clocked in away from their usual group location and show them as a visitor at the location where they’re present.

Leave this setting blank if you aren’t using Combined mode.

Use Include people starting within (minutes) to include people whose scheduled shift:

Enter the number of minutes before a scheduled start time that someone should appear in the Roll Call.

The default is:

30 minutes

For example, with 30 configured, someone due to start at 10:00 can be included in a Roll Call started from 09:30.

Leave the setting blank to include scheduled people only after their shift has started.

Use Include people who clocked out within (minutes) to keep people on the register for a short time after they clock out.

The default is:

20 minutes

For example, with 20 configured, someone who clocked out 10 minutes before the Roll Call started is still included.

After the configured period passes, they are no longer included.

Anyone who is still clocked in remains included regardless of how long ago they clocked in.

Leave the setting blank to remove people from the register as soon as they clock out.

Use Locations when starting to choose whether every Roll Call covers all configured locations or the person starting it chooses the affected locations.

Select:

All locations

Every Roll Call covers all locations.

Only one Roll Call can run at a time.

This is the default.

Choose when starting

The person starting a Roll Call chooses which locations it covers.

Different Roll Calls can then run at the same time for different locations.

A location that already has a live Roll Call can’t be selected for another one until the existing Roll Call ends.

Use Who can end a roll call to control who can finish an active Roll Call.

Select:

Roll call starter only

Only the person who started the Roll Call can end it.

This is the default.

Any fire marshall

Any configured Fire Marshal can end the Roll Call.

Ending a Roll Call closes it for all marshals and sends the final report.

Use Automatically end after (hours) to set how long a Roll Call can remain active if nobody ends it manually.

Select from 1 to 5 hours.

The default is:

5 hours

When the time limit is reached, the workflow ends the Roll Call automatically and sends the final report.

Once you’ve reviewed the configuration:

Once deployed, the Roll Call tile is available in Sense Mobile to the people configured as Marshalls.

Any marshall can then use the tile to start a Roll Call.

When a marshal starts a new Roll Call, the workflow:

All configured marshals can see and open every live Roll Call. Marshals aren’t assigned to particular locations.

If Locations when starting is set to Choose when starting, separate Roll Calls can run at the same time for different locations. A location already included in a live Roll Call can’t be selected for another one.

A Roll Call stays open until:

Who can end it depends on Who can end a roll call:

Before a Roll Call is ended manually, an IMPORTANT warning shows how many people are still unaccounted for.

Ending the Roll Call closes the live register for all marshals and emails the final report to its marshals.

If nobody ends it, the workflow ends it automatically after the number of hours configured in Automatically end after (hours). The final report records that the Roll Call ended automatically.

Check that:

If Admins is selected in Marshalls, check that the person has the appropriate administrator Access Role.

If Fire Marshalls is selected, check that:

Check the configured Mode.

If using Custom or Combined, check that:

If using Presence Location or Combined, check the mappings entered in Anviz Device Id.

For Combined mode, also check Group Location Map.

The Forms - Roll Call workflow uses current clocking activity and scheduled shift times to decide who should be included when a Roll Call starts.

If someone you expect to see isn’t on the register, check:

⚠️ Important note: The register is a snapshot taken when the Roll Call starts. Once triggered, it doesn’t update if someone clocks in or out, or their schedule changes, after the Roll Call has started.

If Locations when starting is set to Choose when starting, a location can’t be selected if it is already included in another live Roll Call.

Open the existing Roll Call for that location rather than starting another one.

A: Yes. Forms - Roll Call allows multiple marshals to work on the same Roll Call simultaneously. Everyone works from the same live register, so when one marshal accounts for someone, the other marshals see the update in real time.

A: No. Marshalls can work with their register from a mobile device or a laptop/PC. Updates are shared in real time regardless of which supported route each marshall is using.

A: A Forms - Roll Call includes anyone currently clocked in, anyone who clocked out within the configured recent clock-out period, and people whose scheduled shift is already in progress or starts within the configured upcoming-shift period. The register is a snapshot taken when the Roll Call starts and doesn’t automatically update for later clocking or schedule changes.

A: Yes. You can group people by their registered location in Sense HR by selecting Custom mode and using the Location field from Job Details as the Custom Field. Alternatively, Presence Location groups people according to their mapped clock-in location. Combined mode can use both a Custom Field, such as registered Location, and clock-in location information together.

This grouping is separate from Locations when starting, which controls whether a new Roll Call covers all configured locations or selected locations only.

A: Yes. Use Custom mode and specify a dropdown field from Job Details in Custom Field. Each dropdown option becomes a selectable group in the Roll Call.

A: Yes, if Locations when starting is set to Choose when starting, then more than one Roll Call can run simultaneously. Separate Roll Calls can run at the same time for different locations. A location already covered by a live Roll Call can’t be selected for another one. If All locations is configured, only one Roll Call can run at a time.

A: No. Forms - Roll Call uses one shared Roll Call and individual marshals don’t close separate registers. The Roll Call ends when an authorised person ends it or when it reaches the configured automatic time limit.

A: The Roll Call ends automatically after the period configured in Automatically end after (hours). The default is five hours. The final report records that the Roll Call ended automatically.