Creating a Visitor in Workplace

Create a visitor

You can create a new visitor in the visitor module. After opening the module, you will see the following screen:

Here you can fill out the different details regarding the visitor. The fields marked with an * are mandatory. The other ones are optional.

Field details regarding the visitor

Below the details, you have three options:

• Submit the visitor: If you forget to submit the visitor it will not show up in your “My Visitors” overview and the visitor will be automatically deleted within 24 hours.

• Delete the visitor.

• Cancel the creation of the visitor.
  

Add a co-visitor

If the visitor is bringing company, you can add these extra visitors using the “Add co-visitor” button at the bottom of your screen.

Edit/Cancel a visitor

1. You can view registered visitors on your startBoard via the include “My Expected Visitors”. Alternatively use the “My visitors” button.

2. Open the visitor you want to edit by clicking the reference.
3. Making changes, than click on “Save and return”. Note: not all fields can be changed once the visitor is submitted. If you want to change a non-editable field you can ask a key-user, or simply cancel this visitor and create a new one.
4. To cancel the visit press the “Cancel visitor” button.

Print badge

The print visitor badges functionality is only available for key users. Usually the reception/ front-desk employee are chosen as key users for the Visitor module.

Recurring Visitor

Create recurring visitor

If there is someone who frequently visits the company/ office. You can create a recurring visitor. If you don`t see this option, ask your administrator to add it to your profile.

1. Fill in the details as with a normal visitor.

2. However, instead of slicking “Submit, click the “Create recurring visitor” button.

3. A popup window now appears that you are going to create recurring visitor.

4. Press “Ok” to proceed.

5. Enter the schedule details of the recurring visitor.

SCHEDULE

• Expected arrival time: start date and time of first occurrence

• Expected end time: end date and time of first occurrence

• Cycle/ Day/ Day in moth: the combination of these settings determine when the occurrences are scheduled

GENERATE UNTIL

• End date: when is the last date for which a visitor should be created

• Maximum number: how many visitors need to be created

Note: when both of the above settings are left empty, only one visitor is created. When both settings are filled in, whatever comes first determined the number of visitors that will be generated.

6. Click on ‘Create visitors’ to generate the visitors based on the schedule settings

A example of settings of a recurring schedule for someone who visits every month on the second Wednesday for the next 6 months	A example of settings of a recurring schedule for someone who visits every week on the Wednesday for the next 6 months

Cancel/edit a recurring visitor

You can`t edit a recurrence, the whole series of the visitor. You need to edit every individual visit like you do with a regular visitor. As explained earlier.

• You can create a new visitor, add co-visitors, and create a recurring visitor.

• View and edit existing visitors.