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This article is about the use of this module as an application manager, for more information on how to use the concepts in this module as a user (for instance, details on how to create an object), see the related module in the Users part of this knowledge base: Users |
1. What is this module about
The Visitor module is designed to facilitate the users to register Visitors that are visiting one of the buildings of the customer. The Front desk employees can use this module to get a comprehensive overview of the visitors that are expected, process arriving and departing visitors and keep track of which visitors are currently in the building. next to that, the module also includes multiple (graphical) insights into visitor statistics.
The next parts will go into more detail on some of the core concepts of this module.
1.1 Creating visitors
By default visitors can be created from the Workplace App and Go (Workplace Experience). More information see: Workplace Experience
However it is still possible to also create visitors in Workplace Management. The Front desk employee will manage the visitors in Workplace Management.
1.2 Co-visitors
If multiple visitors from the same company visit your location, some details of the visitors are the same. Co-visitors can be created from the main visitor and will take over specific information from the main visitor, like the Company, Expected arrival time, Expected end time, Building, Host and Remarks. So no need to enter the same information for every co-visitor.
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If a lot of visitors are expected, the co-visitor import can also be used. Via this way, the visitors can be entered in a CSV file and easily be imported. Importing co-visitors is more efficient if there are a lot.
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1.3 Print badge
With Visitor badges it is possible to print the visitors details onto a badge, so that the visitor can identify himself to others and is identified by employees as a visitor within the building.
Via the ‘Module settings' → 'Visitors’ tab it is possible to enable the use of badges.
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When this option is enabled, the ‘Badge number’ field and the button to print the badge becomes available on the visitor. The badge number will also be visible in all relevant visitor overviews:
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By default a badge is available in Workplace Management:
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To prevent badge numbers needing to be entered and printed one by one, the ‘Visitors coming in today (my location)’ overview on the Front desk dashboard, can be used to do this in bulk for multiple visitors at once.
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The default badge can be used out-of-the-box. If a customer desires a client specific badge design, this is considered customization on the clients environment. |
1.4 Anonymization
The visitors details like the Name, Company, Licence plate and Email address is personal data for which it is not allowed to keep without the visitors approval or permission. Via ‘Module settings' → 'Visitors’ tab it is possible to enable visitors anonymization X days after the visitors has left (based on the departure time).
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The Name, Company, Licence plate and Email address are replaced by a '-' and the visitor will not contain any personal data anymore.
1.5 Visitors in combination with Reservations
Next to creating individual visitors, it is also possible to add visitors to a reservation. If the reservation module is used, the visitor can be directly created from a reservation in Workplace and the reservation where the visitor is linked to will be visible in the relevant visitor overviews on the Front desk dashboard.
More information about the Reservations module, see: Reservations module
1.6 Attachments
It can be relevant to inform the visitors of your location about specific company details, opening hours of the location, planned maintenance, etc. Via ‘Module setting' → 'Visitors’ tab it is possible to add general attachments. These general attachments are added to the workflow emails send to the visitor (see next chapter Automatic emails send in the workflow).
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Via the 'Process settings' tab on a building, it is also possible to add building specific attachments for the visitors visiting that particular building.
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1.7 Other relevant options
Visitor types
If a distinction needs to be made between different types of visitors, visitor types can be added via the navigation menu ‘Visitors' → 'Visitor types’. One visitor type can be selected, when creating a visitor in Workplace and this visitor type is only finformative.
2. Automatic emails send in the workflow(s)
Workflows can automatically send emails after a certain task is executed or a workflow has been in a status for a certain amount of time. The default emails need to be activated per workflow. For more information on how to enabled the default workflow emails, see Workflow emails.
For the visitors module, the following default workflow emails are available:
Visitor process
Email content | When is it send | Send to |
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A confirmation of the registered visitor. | Once the visitor is submitted | The visitor |
A confirmation that the visitor has been changed | Once the visitor is re-submitted after a change | The visitor |
A confirmation that the visitor is canceled | Once the visitor is canceled | The visitor |
A confirmation that the visitor has arrived | Once the visitor is registered as arrived | The host |
3. General visitor module settings
To navigate to all the general Visitors module settings, go to Module settings → Visitors tab. Hover over the available settings to get more information about a specific setting:
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4. Additional information on this module
More information on the Visitors module can be found via the following related articles:
For an (end) user manual, see: Visitors module for (end)users
For more detailed implementation information (including how to enable the module, which system groups are involved, data imports, and more information on the startboard and navigation menu options), see: Visitors module activation and information