Setting Compliance Rules
Control which documents visitors must accept, how they accept them, and how long the records are kept.
Compliance rules in ArrivalsHQ decide what every visitor must read and sign before they are let in, and how long the evidence is kept for audits. You set them in two places: on each document and on the Compliance page.
Rules on each document
Open Admin > Documents > Documents and select a document to edit it. Each document has these rules:
| Settings | What it does |
| Active |
Active documents are shown to every visitor at sign-in. Turn it off to keep the document as a draft |
|
Signature required |
Visitors must draw their signature. When it's off, they tick a box to acknowledge instead |
| Type |
Groups the document as NDA, Induction, Consent, Safety, Compliance or Operations, for filtering and reporting |
The document library also shows who each document is Required for (for example, "All visitors") and its version number. The edit screen shows the current version and how many acknowledgements it has.
Choose where documents appear in the sign-in flow
To control when a document appears, add a compliance step to a journey under Visitors > Journeys:
- Document to sign: For an NDA, induction or consent form
- Read & acknowledge: Text instructions the visitor confirms they have read
- Health declaration: Symptoms and recent travel
- Safety video: Plays automatically with a progress bar
You can place a step on one route only, for example so that only contractors see a safety induction. Publish the journey and assign it to your tablets for the change to take effect.
How long records are kept
On the Compliance page you choose how long signed acknowledgements, ID scans and visitor records are kept. See Visitor data retention and GDPR for the full options.
Monitor compliance
- The Compliance coverage report shows acknowledgement rates, the signed vs ticked split, ID verification coverage and ID documents expiring soon.
- Logs records every sign-in, sign-out, document acknowledgement, ID document view and settings change, with CSV export for audits.
Tip: For legally binding documents such as NDAs, always turn on Signature required, so you have a drawn signature on record rather than a tick.