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Difficulty: starter

Content

Table of Contents
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Learning Objectives

After reading this article, you’ll be able to:

  • Create a Visitor

  • Change the status of a Visitor.

  • Print a badge for a Visitor.

  • (recurring) visitor

  • Edit existing visitors

Visitors

All visitors can be registered and viewed in the visitor module.

  • You can

find the module on your startBoard. Image Removed

  • create a Visitor using the “Visitor +' button on your startBoard.

  • Via the ‘My visitor' button you can view all your visitors. This overview shows all the people that are registered to visit you, so NOT all the visitors that you create (NB: if you register a visitor on behalf of your colleague, it will not appear in your 'My visitor' overview).

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titleCreating a Visitor in Workplace

Creating a Visitor in Workplace

Create a visitor

  1. You can create a new visitor in the visitor

module. After opening the module, you will see

  1. by clicking the “Visitor +' button on your startBoard. You will be presented with the following screen:

Here

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2. On this page you can fill out the different details regarding the visitor. The fields marked with an * are

requiredfield
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title

mandatory. The other ones are optional.

 

Below the details

Field details regarding the visitor

Name

Here you fill in the visitor`s name.

Organization

The name of the visitor`s organization.

Visits

Who is going to visit / who is going to receive the visitor? The visitor will only show up in “My visitors” overview of this person

Description

Enter here a short description of the visit.

Property

Which property/building will be visited?

Expected Arrival Time

Fill in the expected arrival time of the visitor.

Expected end time

Fill in the predicted end time of the visit.

Car

Note here if the visitor is visiting with or without a car.

License plate

Enter the car license number here.

 

3. After filling in the fields, you have three options:


 

  • Submit

  • Delete

  • Cancel

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  • 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.

Info

Did you know?

  • When creating a visitor only the expected times can be set. Only key users (e.g. reception) can set the actual arrival and departure time.

  • The status of a visitor is set automatically, bases on the times and dates of the visitor. E.g. when the arrival time is set, the status changes to ‘Arrived’.

Add a co-visitor

If the visitor is bringing company, you can add these extra visitors using the

add

“Add co-

visitor

visitor” button

on

at the

visitor module (

bottom of

the

your screen

)

.

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Registered Visitor

After a visitor is registered, the visitor will have the status registered
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Edit/Cancel a visitor

1. You can

find the registered visitor in

view registered visitors on your startBoard

. If you click on the visitor, you will see

via the include “My Expected Visitors”. Alternatively, use the “My visitors” button.

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2. Open the visitor you want to edit by clicking the reference.
3. To make changes, press the change button, edit the details of the visitor

. There are a few things you can do here.  You can

and press submit.
4. To cancel the visit

; the status will be changed to “canceled.”

  • You can change the details regarding the visit, for example, the arrival time.

  • You can sign in a visitor.

    • Image Removed

    Visitor Arrival

    When a visitor arrives or signs in, you can update the visitor in Workplace. The visitor`s arrival time will be filled in automatically. It is on the same screen as you have registered a visitor.
    On registration or arrival, a badge number can be entered, and whether the visitor arrived by car will be recorded, and you will be able to print a badge for the visitor.

    End of Visit

    visitor leaves, you can go ahead and process this in Workplace. The departure time will be filled in automatically. The visitor will be signed out, and their status will be changed to “departed.”

    , press the “Cancel visitor” button.

    image-20240528-091400.pngImage Added
    Expand
    titlePrint badge

    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.

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    Expand
    titleRecurring Visitor

    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 Workplace application manager to add it to your user account.

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

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

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    3. A popup window now appears that you will create a recurring visitor.

    4. Press “OK” to proceed.

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    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 month: the combination of these settings determines 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 ‘End date’ and 'Maximum number' are both left empty, only one visitor is created. When both settings are filled in, whatever comes first determines the number of visitors that will be generated.

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    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

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    Cancel/edit a recurring visitor

    You can`t edit a recurring visitor or delete them in a batch. Once the visitors are created, you can edit every visitor the same as you would a regular visitor.

    Summary

    Rw ui textbox macro

    • You can create a new visitor.

    • You can change the status of a visitor.

    • You know how to print a badge for the visitor, add co-visitors, and create a recurring visitor.

    • Once the visitors are created using the recurring visitor functionality, every visitor is added the same as you would a regular visitor (you cannot change/ delete them in batch).

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