Who it’s for: Roll Call marshalls
Platform: Forms, Sense Mobile
Available on: Elite and Enterprise plans + Active Sense Forms Licence
Overview
Forms - Roll Call gives designated marshalls a shared, live register for accounting for people during a Roll Call.
Multiple marshalls can work on the same Roll Call at the same time, from different locations and using different devices.
You can use your register from:
Sense Mobile
a Forms session on a laptop or PC
the link sent to you when a Roll Call starts
When any marshall accounts for someone, the change is immediately visible to the other marshalls.
This means different marshalls can work through different groups or locations while everyone continues to see the same current Roll Call status.
Who appears on the register?
The Roll Call takes a snapshot of who needs to be accounted for when it starts.
The register includes people whose working pattern shows that the day is a working day, including people whose scheduled start time is later in the day. It also includes people who have clocked in outside their normal working pattern.
People who are recorded as being on leave are excluded.
⚠️ Important: The active register doesn’t automatically change if someone clocks in or out, or their working information changes, after the Roll Call has started.
Start a Roll Call
A designated marshall can start a Roll Call from Sense Mobile.
Open the Sense Workplace mobile app.
Tap Roll Call.
If there isn’t an active Roll Call, the No Active Roll Call screen appears.Trigger the Roll Call.
When a new Roll Call starts, you may briefly see:
Setting up your register
Give the workflow a few seconds to prepare the Roll Call, then tap Show my register.
The Roll Call starts and your register becomes available.
At the same time, the other configured marshalls are notified that a Roll Call has started and receive access to their own register.
 |  |  |
If a Roll Call is already active
The Roll Call Active screen appears.
Tap:
Click here to open fire register
to open your register for the existing Roll Call.
You join the Roll Call already in progress rather than starting another one.
Open your register
You can access your register from your mobile device, an emailed link, or through your assigned Forms experience on a laptop/PC.
Whichever route you use, you’re working with the same live Roll Call.
🖊️ Note: You don’t need to use the same type of device as the other marshalls. One marshall can work from a mobile device while another uses a laptop or PC, and their updates remain synchronised.
Choose a group
Depending on your organisation’s Roll Call configuration, you may see one or more groups.
For example:
All
individual locations
groups defined by your organisation
Each group displays a count showing how many people have been accounted for.
For example:
Belfast (1/1)
indicates that one of the one person in that group has been accounted for.
Tap the group you want to work with.
Select a group to see the people who need to be accounted for.
Account for people
Open a group to see the people included in it.
The register can show information about their current status, for example:
Scheduled — not clocked in
To account for someone, tap their name.
Once accounted for, the register records that they have been seen and displays the update to the other marshalls.
The entry can show who accounted for the person and when.
💡 Tip: If you tap someone and mark them as accounted for by mistake, tap them again to undo the action.
Everyone stays in sync
All marshalls work against the same live Roll Call.
When you account for someone, the other marshalls see the change in real time.
Similarly, if another marshall accounts for someone, your register updates to reflect it.
This allows marshalls in different areas to divide the Roll Call between them without maintaining separate lists or manually reconciling the results.
Tap a person to account for them. Updates are shared with all marshalls in real time.
See who’s still unaccounted for
Click Show who’s unaccounted for to focus on the people who still need to be checked.
You can use this from the overall Roll Call or while working with individual groups.
As other marshalls account for people, the shared register continues to update.
Move between groups
If your Roll Call uses groups, you can return to the group list and open another group.
The counts on the group list help you see where people still need to be accounted for.
A completed group displays when everyone in that group has been accounted for.
Close your register
When you’ve finished your part of the Roll Call, click Close my register.
Closing your register records your snapshot of the Roll Call.
You receive an email showing:
who was accounted for
who wasn’t accounted for
who accounted for each person
the time they were accounted for
relevant group information
🖊️ Note: Closing your own register doesn’t necessarily mean the overall Roll Call has ended. Other marshalls may still be working from their registers.
When does the Roll Call end?
The Roll Call is designed to end when all required marshall registers have been closed or when the Roll Call reaches its time limit.
Once it ends, the process resets ready for the next Roll Call.
FAQs
Q: Can multiple marshalls work on the Roll Call at the same time?
A: Yes. Multiple marshalls can work on the same Roll Call simultaneously. Everyone works from the same live data, so when one marshall accounts for someone, the other marshalls see the update in real time.
Q: Why is someone who hasn’t started work yet showing in the Roll Call?
A: Someone who hasn’t started work yet may appear in the Roll Call because the workflow currently checks whether the day is a working day rather than whether their scheduled start time has passed. For example, someone due to start at 10:00 can appear in a Roll Call started at 09:00.