New Visit

GUEST > New Visit

The New Visit page allows a user that holds the host or host delegate role pre-register a new visit.

The fields that are displayed also as required are configurable via the GUEST -> CONNFIGURATION -> Screen Configuration page and are customizable by building and visit type.

At a minimum, the following fields are always displayed and required:

  • Arrival Date & Time - The day and time that the visitor is expected to arrive
  • Departure Date & Time - The day and time that the visitor is expected to depart
  • Building - The building the visit will take place in
  • Visit Type - The type of visit this is for
  • Visitors - One or multiple visitors that will make up the visit

Visit Type is configurable via the GUEST > Configuration > Visit Configuration page

In addition to these, role specific fields include:

  • Immediate Check In - Is displayed for users that also hold the role of the receptionist. When checked this will immediately start the check-in process after the visit is registered.
  • On behalf of - Is displayed for users that have the host delegate role. This field is who the visitor will be scheduled for.

In addition to these, users that hold the Admin role can configure the following fields to either:

  • Hide - Not shown
  • Show - Shown but not required
  • Required - Shown and required

These fields include:

  • Visit Title - Allows for a title to be provided for the visit
  • Description - Allows for a description to be entered for the visit
  • Location - Allows for location information to be entered for the visit
  • Floor - Allows for information around the floor to be entered for the visit
  • All Day Event - When checked a visit will be scheduled for the enter day (midnight to midnight). As a result the arrival and departure time as well as there ability to be updated will be removed.
  • Allow Same Day Re-Entry - When checked this visit will be able to be checked-in and Checked-out multiple times. When unchecked once a visitor is checked out the visit is ended.
  • Include Calendar Entry - When checked, a .ics file will be able to downloaded after the visit is registered. This file can be used to add the visit to the hosts calendar.
  • Visitor Uploads - Allows for a .csv file to be uploaded a list of visitors to be registered (MAX of 250 Visitors)
  • Citizenship - Allows for information about the visitors citizenship to be entered
  • Vehicle Information - Allows for information about the vehicle make, model, and plate number to be entered
  • Card Number - Allows for the card number to be entered. This is used when a physical card is directly handed to a customer that is managed outside fo GUEST itself.
  • Visit Justification - Allows for a justification for the visit to be entered
  • User Defined Fields - Allows for fields configured via GUEST -> User Defined Fields to be displayed. These allow for any custom information needed to be captured.

Define New Visitors

Once a visit information is entered, a host or host delegate will click the Next button. If the visitor is known then visit will be scheduled or sent for approval as configured. However if the visitor is new the user will be directed the Define New Visitors screen. This screen will collect the following information:

  • First Name (Required) - This is pre-populated with the information from the previous screen
  • Last Name (Required) - This is pre-populated with the information from the previous screen
  • Company (Required) - The company that the visitor is from
  • Notifications - Can be enabled or disabled. This is disabled by default.
  • Email - The email address that notifications will be sent to.

If notifications are displayed or no email address is entered then notifications will not be sent.

Inline Help

At any point, if the user needs additional information they can click the inline help button in the upper right of the screen. This will toggle additional help text to be displayed under the fields to provide additional help.