1. Visitor Management Settings
Use the settings module to set up and configure Visitor Management company specific requirements.
Note: Only Users with Super User, Admin or Authoriser user rights will be able to manage these settings – provided that this settings option has been assigned to the User.
To assign this function your System Administrator (Super User) will need to navigate to the Users function within Settings.
Edit the selected User:
Under Menu Assignments, ensure that the Visitors Setting is ticked
This User will have the Visitor’s Settings on their next login.
To access the Visitor’s Settings:
Navigate to settings on your dashboard and select Visitors Settings
1.2) Visitor Reasons
Visitor reasons are created and managed by the client.
Note: If no specific pre-set reasons are required for your sites a free text field for the meeting reason will be available for completion at the time of the Visitor meeting created.
You can assign mandatory programs to the visitor reasons, which will allow you to manage what inductions get completed by specific visitors.
Use the free text field available to enter in your reason type.
Eg: Underground Site Inspection
The next step is to mention if this reason needs to have a specific form attached.
Note: The reason for adding a form to the type of reason associated with the visit is so that the necessary visitor can complete a digital form before they enter the site.
For example, in cases where an individual is going underground, they may need to fill in a set of questions before coming to the site so that the necessary medical inspectors can ensure that the individual is fit to come onto the site before arriving. Applying the form to the reason gives the Client insight into the visitor’s health even before they come onto the site.
If you select “yes” to applying a form to the visit reason, use the additional dropdown selection to apply the applicable form to the reason/visit. When you are complete, select save.
The list of reasons created by the client will display on the right of your screen.
You will now be able to add specific site training to the created reason.
Note: All reasons must have an induction linked to the reason.
Simply click on the manage button that displays next to the reason to add applicable programmes.
Use the dropdown selection to apply the applicable program to the reason.
When you are complete, select add.
Note: Multiple programs can be linked to a reason. This will mean that the visitor will be forced to complete all the linked programs before their card indicates that they have completed the required induction/training.
To edit or add courses – click the view icon to update the relevant programmes as required
To edit a preset reason click on the Edit icon
This will allow you to update the name, and form requirements.
To delete a preset reason simply click the Delete icon
These programmes will be sent to the Visitor in their Visitor Notification email and do not need to be selected at time of Visitor Meeting creation.