Loomio
Sat 24 Jan 2026 9:38AM

Amend Keyholder Reponsibilities bylaw regarding visitor inductions

LY Lewis Yip Public Seen by 9

Currently the 24/7 access bylaw and Keyholder Responsibilities bylaw do not require keyholders to ensure that visitors complete our Visitor Induction.

We need all visitors to complete our Visitor Induction so that -

  • They sign our legal waiver

  • They go through the slideshow of critical safety / policy / procedure information

  • They get the walk around of critical safety equipment locations e.g. fire extinguishers, AED.

  • The fact they have completed the induction is recorded.

After feedback on the following draft text:

Add the bold/underlined text below to the Keyholder Responsibilities bylaw:

Responsibilities

  • If you’re the last one to leave, you are responsible for making sure the space is secure as per the closure procedure.

  • If you are leaving and there are other people in the space you must make sure there is another keyholder still in the space. If not you will need to ask them to leave as well and then make the space secure.

  • Your key is yours alone, please do not lend your key to others. If your key is lost please advise the committee ASAP so that we can disable your key. We’ll provide you with a replacement.

  • If you notice any issues with security. Please advise the committee as soon as possible.

  • Any person you let into the Artifactory is your responsibility. You must ensure -

    • Each person completes our Visitor Induction (or has already completed the Visitor/Member Induction), and

    • complies with our policies and procedures, and

    • pays the Day Pass rate for using the space (if applicable.)

  • If you leave the roller/front door open,

    • You must ensure you're in a position to greet anyone that comes in. (e.g. not working in the courtyard/machine room or wearing ear protection).

    • You are responsible for ensuring that people you let in comply with our policies and procedures.

    • You are responsible for people that come in while the door is open (as per above.)

    • You are expected to conduct yourself as if you are the face of the Artifactory. (Be polite/welcoming).

    • If you are not prepared to take on this responsibility do not leave the doors open.

  • If you are working alone, ensure you assess what you are doing and only undertake tasks you are comfortable doing alone. If a job would be safer with a second set of hands defer it until others are around to help.

  • Every key holder must maintain accurate personal and emergency contact details in TidyHQ at all times.

  • The committee reserves the right to revoke your key at any time for any reason. You will be notified by email or other communications method as they see fit.

RC

Renae Currie Sat 24 Jan 2026 10:01AM

Completes the visitor induction and sign up process?

LY

Lewis Yip Sun 25 Jan 2026 12:09AM

@Renae Currie There will be a link to https://wiki.artifactory.org.au/en/visitor_induction which reads:

Thanks for visiting the Perth Artifactory!

Before you do anything in the space, please -

  • Sign up as a visitor - to accept our terms and conditions, and create a training record.

  • Go through the Visitor Orientation slide show, which goes through essential information regarding safety, policies and procedures.

  • Get your host to walk around and show you all the items listed on the last slide of the Visitor Orientation.

  • Get your host to inform us that you have completed the visitor induction.

    • Key holding members can inform us by DM'ing a committee member in Slack.

    • Artifactory representatives can do this directly, via the Member Portal.

You can use the Member Portal to check if your Visitor Induction is current.

We should also add prompts to the visitor induction slideshow that reference this.

LY

Lewis Yip Mon 6 Apr 2026 2:54PM

[This is a public thread.]

We discussed this at today's committee meeting (2026-04-06). A few things came up here.

The current state of things

We have a visitor induction, and committee members / event hosts are reasonably good at directing new visitors to it.

When key holders ask us what the requirements are to bring visitors into the space, we have been de-facto telling them that visitors need to go through the visitor induction. However we have not yet formally added this to our bylaws.

We have a technical system ready to go that allows key-holders to deliver/sign off visitor inductions in the Member Portal, but we haven't rolled out any communications about this.

The visitor induction is important

In some cases it will be the only way that a visitor learns about important things, like the fact that we have a tool training / induction system (🔴🟡🟢) or where our first aid equipment is.

It's also where visitors sign our waiver / agree to our T's and C's.

The visitor induction is not being delivered reliably (in its current form)

The current format requires the inductor to explain the induction process to the inductee in a non-trivial amount of detail, and a check in afterwards to see if it went well.

Specifically, the visitor induction currently consists of a slideshow (which must be paged through in a specific way) and a walk around.

The instructions on how to page through the slide show are on the first page. However in practice a significant number of people blow straight through that slide and miss the instruction. This results in them skipping all the content and finishing what should be a 30 minute slideshow in under 5 minutes.

We are having these problems even when it is a committee member (read into these procedures) initiating the induction process. The problem is likely going to be worse if we allow/require the average key-holder to deliver this induction on our behalf.

Visitor inductions are not one size fits all

Member bringing their friend / partner into the space to have a look around / sit on the couch / eat a steak sandwich.

No induction should be needed

Want to encourage this / ensure it is low friction - it is one of the ways we acquire new members

Member bringing their friend/partner in to work on a project

Visitor induction needed, but in most cases the member will be able to supervise their visitor effectively.

Random day pass attendee rocking up to an event

Visitor induction required and the correct delivery of the induction is critical.

Proposed improvements

  • Idiot-proof the presentation by turning it into e.g. a PDF that doesn't require the user to press a specific button to advance the slideshow. Most people should know how to read a PDF from top to bottom. Alternately, a Google Slides pack.

  • Produce a video form of the visitor induction ("G'day! Welcome to the Perth Artifactory! In this video, you will learn...")

  • Have an assessment for the training (e.g. a multiple choice quiz) to check people are actually paying attention / have absorbed the info.

  • Provide training to key-holders on how to deliver the induction reliably. Make this an induction itself, i.e. "Induction (Deliver Visitor Induction)". Have reference documentation backing this up, for the key holder to look up when needed.

    • New key holders would get this when they get their key-holder induction.

    • Existing key-holders would get this as refresher training.

    • It may also be prudent to build instructions into e.g. the Member Portal at the point of use. I.e. "So, keyholder, you want to deliver a visitor induction! Here's what you need to do..."

  • Split the visitor induction into different levels based on whether the visitor is accompanied by a key-holder or not.

  • Lewis crackpot ideas:

    • Visitor inductions delivered by general keyholders are only good for a short period of time (say, 1 week). Extending the validity requires confirmation from a suitable trainer (e.g. someone who delivers the induction routinely.)