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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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*Make sure to do assign the system group 'Create visitors' to all the relevant users in Workplace Management for all the users that use Workplace Experience to create the vistors. Otherwise certain features (like viewing visitors linked to reservations created by others and shared with the user) will not work correctly. |
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 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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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.
If the reservation is cancelled, all linked visitors are also automatically cancelled to prevent visitors showing up for a cancelled meeting.
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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More information on the Visitors module can be found via the following related articles:
For an (end) user manual for creating and managing visitors in Workplace Management, 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