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, creates a register for each marshall, and notifies them 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 marshalls work against the same live Roll Call. When one marshall accounts for someone, the change is immediately reflected for the others.

For instructions for marshalls, 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:

People who are recorded as being on leave are excluded.

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 marshalls.

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 Marshalls.

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 Marshalls from their Job Details screen by setting Is Fire Marshall? to Yes.

When Fire Marshalls 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

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.

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 the first marshall starts a new Roll Call, the workflow:

If a Roll Call is already active when another marshall uses the Roll Call tile, they join the existing Roll Call rather than starting another one.

Marshalls can then work on the shared register from the Forms session on a mobile device or a laptop/PC.

Each marshall closes their own register when they’ve finished their part of the Roll Call.

After closing their register, that marshall receives an email snapshot showing who was accounted for and who wasn’t.

The overall Roll Call ends when all configured marshall registers have been closed.

If one or more marshall registers remain open, the Roll Call currently remains active until it reaches the automatic five-hour timeout.

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.

When a Roll Call starts, the register includes people whose working pattern shows that it is a working day, as well as anyone who has clocked in outside their normal working pattern. People recorded as being on leave are excluded.

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

A: Yes. Forms - Roll Call is designed for multiple marshalls to work on the same Roll Call simultaneously. When one marshall accounts for someone, the shared register updates for the other marshalls 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 Roll Call includes people whose working pattern shows that the day is a working day, including those due to start later, as well as people who have clocked in outside their normal working pattern. People recorded as being on leave are excluded. The register is created 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.

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.