1. Visitors in general

Visitors are people who come to a building but don’t work or live there. This includes clients, contractors, delivery drivers, or guests. Managing visitors is an important part of keeping a facility safe, secure, and running smoothly while ensuring they have a good experience.

Organizations need a way to control who comes in and out. This might involve giving visitors a badge or checking their ID to make sure they’re supposed to be there. Many places use digital systems to make this process quicker and more organized.

In case of an emergency it is important to know who is (still) in the building.

2. What is this module about

For more information on the content of this module, including detailed descriptions of some of the core components, see: Visitor module in the 'Application Managers' section.

3. Why use this module

A visitor registration module makes it easy and safe to manage visitors in a building. It speeds up check-ins by automating the process, keeps track of who is in the building for better security, and gives visitors a smooth, modern experience. It also ensures accurate records, lets visitors register ahead of time, and helps follow privacy and safety rules. It will even provide useful data about visitor trends. In short, it simplifies visitor management, keeps things secure, and makes the process better for everyone.

3.1 Choices to be made within the module

The most relevant choices that can be made before using this module are the following:

Add visitors to reservations

By default only individual visitors can be created when activating the visitors module. If the reservation module is also used, it becomes possible to also add visitors to reservations.

Manage visitor types

It is possible to have a distinction between different types of visitors. With visitor types it is possible to pre-define the type of visitors there are. For each visitor a visitor type can be specified. This is for information purposes only.

4. How to activate this module

As for every new module, use the ‘Module activation’ option on the administrator startboard (only available for level 2 and level 3 admins). For more general information about these 'Module activation' options, see Module activation

4.1 Prerequisites before activating this module

The following modules need to be activated before the Visitors module can be activated:

• Master data: Buildings and areas module activation and information

If visitors also need to be created in reservations, then also the following module needs to be activated:

• Workplace Experience integration: Reservations module activation and information

4.2 Module activation

For this specific module activation, only one setting applies:

Open

Settings to be determined

• Register visitors in reservations: by enabling this option, visitors can be created from a reservation. On the reservation types, the option becomes available to determine if visitors can be added for that particular reservation type.

Visitor types:

Visitor types are optional. If a distinction needs to be created for different types of visitors, then these can be directly created from the module activation. For example, regular visitors and VIP visitors. The visitor type can be specified for each individual visitor, is also shown in the front desk dashboard overviews and is for information purposes only.

Workflow Emails

The emails that are automatically sent via the workflow (E.g., the email to the host that the visitor has arrived) are also generated and shown in the include on the module activation after this is started. It is possible to delete some or all of these emails if some or all of these emails should not be used. For more information on workflow emails: Standard Workflow emails

For a detailed description of the emails sent via the workflow, see: Visitor module in the 'Application Managers' section.

4.3 Data imports

For this module activation, no data imports are relevant. For more information on data imports in general, see: Data imports

*Data imports from another module is also relevant regarding the master data that is used to register a visitor for a building. For more information, see Master data: Buildings and areas module activation and information

4.4 System groups

When a module is activated, system groups can be assigned to user profiles. These system groups give users access to (a subset of) navigation menu options, startboard tabs, and tasks in the relevant workflow(s).

For more general information on user profiles, system groups, users, and the user profile dashboard, see: Authorizing users

For the Visitors module, the following system groups become available:

Via the 'User profile management' option on the administrator startboard, these system groups can be assigned to existing user profiles or add them to newly created user profiles.

4.4.1 Relevant system groups from other modules:

For some modules, other (master data) modules might be of importance, in order to be able to fully use this module.
For Visitors, the Master data module ‘Buildings and areas’ is relevant, therefore the following system groups could also need to be assigned to users (If not already done in the past) to be able to create and edit the relevant master data objects.

When generating the user profiles, it is advised to include these groups or have dedicated profiles (and users) for these modules.

4.5 Navigation menu and startboard options

When a module is activated, the relevant navigation menu options become available to users with the correct authorizations (based on the system groups). Next, a module-specific key user startboard tab becomes available for that particular module and is visible depending on the user's authorizations. This tab gives users insights and day-to-day work overviews relevant to the specific module.

For more general information on the navigation menu and startboard, see: Navigation menu and Startboard

For the Visitors module, the following navigation menu options become available:

Open

For the Visitors module, the 'Front desk dashboard' starboard tab becomes available:

This tab is available for the following system groups:

• Reception employee

This startboard tab has the following buttons:

• Visitor+ : The option to create a new visitor, same as on the general startboard tab.

• Search visitors: Same option as in the navigation menu to search on all visitors.

• Switch my location: The option to switch the default location of the user logged in. The overview on the Front desk dashboard also filter on the location. By switching the location you can see the visitors for that particular location. If the user does not have a default location (default location is empty), all locations are included.

• Visitor insights: The option to filter on a period, building and host to see visitor insights graphs. For example the number of visitors per day, per month, per location, etc.:

Next to that, this tab has the following includes (most are only visible if they contain data):

• Visitors coming in today (my location): An overview of visitors with an expected arrival time of today for the same location as the logged in user. If the user does not have a default location, all visitors arriving today will be shown.

• Visitors present today (my location): An overview of the already arrived visitors for the same location as the logged in user. If the user does not have a default location, all visitors arriving today will be shown.

• Todays expected/arrived/departed visitors (my location): A pie chart of todays visitors to arrive, currently present and already departed for the same location as the logged in user. If the user does not have a default location, all visitors arriving today will be shown.

5. Additional reports

For some modules, additional reports can be available via the ‘Report’ navigation menu option.
For the visitors module, there are reports available via:

• Navigation menu reports: A list of reports related to visitors available to the ‘Reception employee’.

6. Additional settings and options after enabling

For most modules, additional settings can be configured after the initial module activation via the 'Module settings' option on the administrator startboard. A module is always activated with the most used settings pre-defined. After the module is activated, the module may have more advanced settings available, which can be managed via the Module settings as well.

To navigate to all Visitor settings, go to Modules settings → tab Visitors. Hover over the available settings on that page to get more information.

7. Additional information

No additional information currently

8. User manual

For the user manual with a more step-by-step explanation of the process itself, see: Visitors module for (end)users

9. Q&A

Q How can the host be notified when the visitor has arrived.
A: By default, an email via the visitor workflow is available that is automatically send to the host when the visitor is marked as arrived. This is currently the only default option via the system (no push notifications or other types of messages are supported). See Visitor module: Emails for more information.