1. Add a Visitor
Navigate to “Visitor Manager”
Select the add visitor button
If the visitor should visit multiple sites please answer yes to the question below
Select all the sites that the visitor will be visiting and click Add,
For each site selected meeting details will need to be collected. When all site data has been collected a confirmation grid will be displayed with all the sites, date and times selected.
When all sites have been confirmed click to move on to the visitor details section
Fill in the meeting details:
Select where the meeting will take place and select the category of visit, by using the dropdown selection to choose the type of visit you are expecting to meet.
The relevant settings and rules will be applied to the Visit creation based on the site selected.
Note: Where no preset reasons are selected you will be able to select multiple divisions within your company structure. If reset reasons for meetings are used, only a single company/site can be selected at a time. If multiple sites are selected a host will need to be selected for each site selected.
Use the dropdown selection available to select the preset reason for the visit.
Note: This will only be applicable to Visitor types that have preset reasons linked to them. If no preset reasons are create this field will not show.
Type in the name of your host and co-host and select the area that will be visited.
The host and co-hosts will populate from all users within your company structure (i.e. across all divisions/sites)
Note: the co-host selected are not compulsory, but the host is compulsory.
Select the area your Visitor will be visiting must be selected when the Approvals are set to Area approval in the General Settings for this division. This will populate from the relevant User Groups you have created within which house the users that need to approve the visit in the preset sequence of the User Group.
If your division is set to Specified Approvers you will need to select the relevant approver:
Select the start and end date and the time of the meeting.
Use the toggle to stipulate if PPE is required to be issued to the visitor by the Protection Services team at the time of arrival.
Otherwise use the free text box available to advise the visitor to bring their own PPE items.
Note: This will only show if this is toggled on n General Settings
Use the toggle switch to advise if the visitor needs to upload supporting documents before they are allowed to come onto site for example: a copy of their CV.
When you are complete, select add.
Your meeting details will save, and another screen will open displaying the details.
Note: If you would like to add an additional visitor to this meeting, select the “Add a visitor” button and it will request that you fill in the details of the additional visitor.
1.1) Fill in the Visitor Details
Enter the following mandatory fields for each Visitor you wish to add:
- Valid email address
- Mobile number (if this is it not available at the time of the Visit creation you can simply enter a 0)
- Select Communication method
Note: This will always be email unless there is an existing integration is in place with your external SMS service provider
Note: If you select “Yes” to this being an internal visitor. 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.
Once all the details are filled in correctly, select the add button.
Note: Once you have successfully booked your meeting, an email will be sent to the “Visitors Approval” group to notify them that there are visitors awaiting approval to complete their induction so that they can come onto the site.