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
1.1) Visitor General Settings
Use the general settings to configure general system settings per business unit.
Note: All configured settings will display according to the settings set up at division zero, unless otherwise configured per business unit at division zero.
Use the dropdown selection and pick the applicable division.
Note: If you only have one division – you will only have the option to select the applicable.
The configurable setting will display to the right of your screen.
To view and manage the details, select the edit button that displays next to the configuration type.
Select Yes or No to Allow Editing at a sub-division or BU level.
If you select yes, this will allow users to edit the configured settings at their division.
Select Yes or No to Set default setting as “on”.
If you select yes, this will automatically be saved as turned on at the specific division.
For example, if you have set the Allow editing as Yes, this will mean that the users could turn off the default setting at their division if they wanted to do so.
Configurable Types Explained:
When ticked, the business unit that is made available to, will be able to book Visitors to come onto site and receive visitors.
Force visitor maximum visits
If this is turned on, it will force the client to set a number of days that a visitor is allowed to come to the site over a one-year period. If the amount is exceeded, the system will advise that the visitor has reached his/her limit of visits to the site for the year and therefore should not be allowed onto the site.
Send induction link to visitor before approval
If this is turned on, it will send the induction link to the visitor to start doing before the visit is approved. This is only applicable to visitors created by the host and not applicable to self-bookings.
If this is turned on, this will turn the temperature screening off for the protection services. This means that they will not have to capture the Visitor’s temperature before they enter the site. This will also be displayed within in the Visitor section of Analytics/BI. If this is turned off no temperature will need to be recorded and the related graph will not be displayed in analytics.
Set visitors hours
If this is turned on, this will allow you to state that visitors will only be accepted between x time and z time.
e.g., We are only accepting visitors between 08:00am – 17:00pm during the day. Any visit created will only be allowed to be within those set hours.
Allow Visitor self-booking
If this is turned on, this will allow an external individual to request a visit to your site as long as they have access to the self-booking link. It’s important to note that every self-booking needs to be approved by the host before they will receive an induction link.
https://app.passport360.com/selfbook or via the Visitor Module from a Service Provider profile
If this is turned on, the host will not be required to enter in PPE requirements when adding the visitor meeting. The PPE fields will be greyed out.
Visitor Approval Type
This configuration allows you to configure the approval steps to trigger a user group as a whole, (thus needing to be set to area approval) or if you have set it to “specified users” – the system will force the host to select one approver from the user group to approve the visit.
Allow Internal Visitors to skip Induction.
If you have set this to “yes,” when you have set up a meeting, if you mark a visitor as internal, this will mean that the person will not have to complete the induction. The visitor will still receive the induction link, and they will still be required to fill in their personal details, however once the individual clicks start induction, the course will automatically skip past and direct the visitor to load their equipment and finish.