My Visitors

The My Visitors pane contains a list of your saved visitors. Visitors are listed in alphabetical order by last name, however, clicking a column heading will resort the list by that column; clicking the column heading again will reverse the order. By default, only your visitors are listed. If you select the Show Other Visitors check box, all visitors saved by users who have the Share My Visitors permission enabled are added to the list. You cannot edit or delete other users' visitors.

For each visitor, the following information is displayed:

• Visitor Name – the name of the visitor in last name, first name format

• Company – the company the visitor is associated with

• Visitor Type – the type of visitor, for example, business or personal

• Permanent Visitor – Yes, accompanied by an expiration date and property name if the visitor is a permanent visitor (permanent visitors can be checked in by the Visitor Desk upon arrival at the property even if a specific visit has not been created)

• EDIT – click to edit the saved visitor

• DEL – click to delete the saved visitor

Performing a search allows you to locate those visitors whose name or company contain the specified characters. To search for a visitor:

1. In the Search Company or Name field, enter the characters to search for.

2. Click FIND.

   Visitors that have the specified characters in either their name or company are returned. For example, searching for "Park" returns both Tim Parker and employees of Park Avenue Electric.

Editing a visitor modifies the information stored for a saved visitor. It also allows you to save additional information for the visitor that could not be specified when the initial visit was created, for example:

• Permanent Visitor – Marking a visitor as a permanent visitor allows that person to be checked in by the Visitor Desk upon arrival at the property even if a specific visit has not been created. This feature is used for known visitors that visit a property frequently. When you designate a visitor as a permanent visitor, you have to indicate an end date on which their permanent visitor status expires.

• Visitor Photo – You can store a photo of a saved visitor by uploading an image file (jpg, gif, bmp or png format). If a photo is saved, that visitor's name will appear as a link on the Visitor Desk. Clicking the link displays the photo of the visitor to help visitor desk personnel verify his or her identity.

To edit a visitor:

1. Locate the visitor you want to edit.

2. Click the EDIT link to the right of the visitor record.

   The Edit Visitor page opens.

3. To change the visitor's name, enter values in the First Name and Last Name fields.

4. To change the name of the company the visitor is associated with, enter a value in the Company field.

5. To change the visitor type, select a value in the Type of Visitor field.

6. To make the visitor a permanent visitor, select the Permanent Visitor check box.

7. If you have made the visitor a permanent visitor, you must enter a Visitor End Date.

   This is the date on which the visitor's permanent status expires.

8. To add a visitor photo:

   1. Next to the File field, click the Browse button.

   2. Navigate to the directory containing the image file.

      You can upload jpg, png, bmp, or gif files only.

   3. Select the image file and click Open.
   4. Click UPLOAD FILE.

   The visitor photo file name appears as a link next to the Current File label. Clicking this link opens a window and displays the photo. You cannot delete a photo once it has been uploaded. You can replace it with a different photo by clicking the Browse button next to the Replace With field, selecting a new image file, and clicking UPLOAD FILE.

9. Once you have finished editing the visitor, click OK.

Deleting a visitor removes that visitor from your saved visitor list, however, any visits scheduled for that visitor are not deleted. You can only delete your visitors. If the Show Other Visitors check box is selected and other users' visitors are displayed, you cannot delete those visitors.

To delete a visitor:

1. Locate the visitor you want to delete.

2. Click the DEL link to the right of the visitor record.

   A dialog box opens asking you to confirm your choice.

3. Click OK.