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 Documents
Use this function to request documents that are required from your Visitors.
Using the free text available, fill in the document name and stipulate whether this document requirement is mandatory or not.
Note: If you have marked a document as mandatory, it will force the visitor to upload the required document or submit the digital form before they are able to complete their induction program.
When you are complete, select save.
A list of your created documents will display to the right of your screen.
To edit a document, select the edit button,
Update the applicable fields and select save.
To delete a document, simply select the delete button.
When adding a visitor, you will have an option to advise if the visitor requires supporting documents by using a toggle switch.
If you select “yes” an additional field will appear whereby you will be able to use a dropdown selection to select a maximum of three documents that you require the visitor to upload on their visitor card.
1.2) Visitor Uploads Documents
If it is required that the visitor upload supporting documents, the visitor can do so by selecting the link in the received email link to complete the induction course.
A field will open for the visitor to upload the required documents.
Simply select the upload document to upload the document onto your visitor card.
The status of the document will change from “Not Uploaded to Uploaded”.
Note: If a document is marked as mandatory, you will not be able to complete your induction. The system will prompt you to upload the supporting document first.
1.3) View Submitted Documents
Any documents that have been submitted by the visitor can be viewed across most of the functions within Visitor Management.
Simply select the Visitor Documents button.
An additional screen display will pop up advising which documents have been uploaded. Select the view button that displays next to the document to view the document.