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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 overviews 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.
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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 employees will manage arrivals, departures and view insights related to the visitors in Workplace Management.
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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 instead of manually adding them is more efficient if there are a lot.
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This feature is only available when creating visitors in Workplace Management. Co-visitors are not available via Workplace Experience for the end-users |
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.
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The visitors details like the Name, Company, Licence License plate and Email address is contains personal data information for which it is often not allowed to keep without the visitors approval or permission. this information stored longer than relevant due to GDPR regulations.
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 License plate and Email address are replaced by a '-' and the visitor will not contain any personal data anymore.
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More information about the Reservations module, see: Reservations module
1.6
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Automatic email 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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