On the day that a Visitor is due to come onto the site, they will arrive at the Protection Services gate. The Protection Services team will be required to validate their Visitor card before allowing the person / people to come onto site.
Navigate to “Visitor Manager” and select the “Protection Services” tile
Note: It is very important to check the visitor’s induction and the status of the visitor before allowing a visitor on-site. The visitor’s card will display if the Induction has been completed or not. It will also advise if the visitor has been approved to come to the site.
It is very important to take note of the Visitor’s induction status on the top left of the Visitor’s card. If the Induction and the online digital form* has not been done as it is displayed in the card example below, the Visitor is not permitted to go onto site. It is then advised to contact the host of the meeting and stipulate the reasons for not allowing the Visitor to enter the site
*Where there is a form is in use
If the status of the card is in a “Pending Approval” state, this means that the visit itself has not yet been approved by the necessary authorizer so the Visitor should not be allowed to enter the site.
Note: It is also very important to note that if the status of the card is “Approved” however the induction is not complete, the Visitor is still not permitted to enter the site. The Approved status just means that the assigned “Approver” has confirmed that the meeting can take place on condition that all requirements are met. If the Visitor has not completed their induction, it is advised to get the Visitor to complete the training at the site and add him or her as a walk-in.
Simply click on the form button to view the submitted form.
The form will display in a pdf format.
View the visitors' equipment to ensure that it doe match according to what the visitor stipulated what he/she will bring onto the site.
“Approve” or “Reject” the equipment by selecting the necessary button.
If the Visitor has brought equipment onto the site that they have not previously mentioned when doing their induction, you can add it on their behalf.
Click on the “Add Equipment” button.
Fill in the details of the equipment item and select save.
Note: adding an image or a supporting document is not a mandatory filed, so you can skip past the upload function if it is required.
To record the visitors' temperature, select the “Temperature” Button
Note: This will only be necessary if it is required by the site to screen visitors' temperatures.
Type in the temperature recorded and select “Save”
Lastly select the “Notify Host” button so that the host can be notified that his/her visitor is ready to enter the site.
Add a Walk-In
If you need to add a “walk-in” visitor, select the walk-in button.
Fill in the required fields for the visitor and select save.
All fields are mandatory.
Note: Add Visitor area for Walk In Visitors. It this is set to no the Walk In Visitor will be considered approved.
If an Area is in use for Visitor approvals at your site you can select “Yes”, followed by the selection of the relevant area. This Visit will then be subject to approval by the relevant users within the selected Area User Group.
Note: If you add a walk-in visitor on the day of arrival, it is important to remember that the visitor will need to go through the manual process of doing their visitors' induction, which will not be recorded onto the Passport 360 system.