Difficulty: starter
Content
Learning Objectives
After reading this article, you’ll be able to:
Create a (recurring) visitor
Edit existing visitors
Visitors
All visitors can be registered and viewed in the visitor module.
You can 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 are created by you (NB: if you register a visitor on behalf of your colleague, it will not appear in your 'My visitor' overview).
Creating a Visitor in Workplace
Create a visitor
You can create a new visitor in the visitor module. After opening the module, you will see the following screen:
Here you can fill out the different details regarding the visitor. The fields marked with an * are mandatory. The other ones are optional.
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. |
Below the details, you have three options:
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.
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 co-visitor” button at the bottom of your screen.
Edit/Cancel a visitor
1. You can view registered visitors on your startBoard via the include “My Expected Visitors”. Alternatively use the “My visitors” button.
2. Open the visitor you want to edit by clicking the reference.
3. Making changes, than click on “Save and return”. Note: not all fields can be changed once the visitor is submitted. If you want to change a non-editable field you can ask a key-user, or simply cancel this visitor and create a new one.
4. To cancel the visit press the “Cancel visitor” button.
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. |  |
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 administrator to add it to your profile.
Fill in the details as with a normal visitor.
However, instead of slicking “Submit, click the “Create recurring visitor” button.
3. A popup window now appears that you are going to create recurring visitor.
4. Press “Ok” to proceed.
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 moth: the combination of these settings determine 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 both of the above settings are left empty, only one visitor is created. When both settings are filled in, whatever comes first determined the number of visitors that will be generated.
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 recurrence, the whole series of the visitor. You need to edit every individual visit like you do with a regular visitor. As explained earlier.
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