Site Visits

🧭 Overview

The Site Visit system records official visits from external authorities such as Police, Fire Service, or Local Authority. It ensures that every visit is logged with arrival and departure times, officer details, and a summary of the visit’s purpose.

Each record is timestamped, stored under the staff member’s name, and can be printed for compliance or audit purposes.

📝 Creating a Site Visit Record

1. Open Site Visit View from the left‑hand menu or Manager > Dancers > Site Visits.

2. Click Create New to open a blank form.

3. Complete the following sections:

Visitor Details

Officer’s Details

Enter the names of up to five visiting officers or representatives. Each field can include rank, badge number, or department if applicable.

Nature of Visit

Describe the purpose of the visit — for example, inspection, welfare check, licensing review, or safety audit.

Brief Details of Visit

Provide a concise summary of what occurred during the visit, including any actions taken or advice given.

💾 Saving and Actions

At the bottom of the form:

• Cancel – closes the form without saving.

• Save – stores the record in the system.

📂 Viewing and Printing Site Visits

• The left panel lists all recorded visits with:

  • Staff Name

  • Date and Time

  • Summary of Visit

• Selecting a record displays full details on the right.

At the top of the Site Visit View screen:

• Print Site Visit – prints the selected record.

• Print Blank Form – prints an empty template for manual completion.

• Create New – opens a new site‑visit form.

🖋️ Signatures and Verification

At the conclusion of the visit:

• The club representative must sign, print, and date on behalf of the venue.

• The visiting officers must sign, print, and date on behalf of their organisation. These signatures confirm that the visit details are accurate and agreed upon by both parties.