Visitor Desk

In this pane, visits are listed in chronological order with the earliest visits listed first. Visits that occur at the same time are listed in alphabetical order by last name. The following visits are displayed:

• Visits that fall within the defined time frame. The time frame is set at the property level indicating the number of days/hours before and after the current date/time that visits will be displayed.
• Visits that have not yet been checked in. Visits that have been checked-in are initially displayed and then removed once the page refreshes. You can locate checked-in visits using the Search function.
• If Visitor Work Order Integration is enabled, visits that were created from a work order where the status of the work order is not closed or completed.

The Visitor Desk may be configured to refresh on a periodic basis (for example, every 90 seconds) to display newly created visits. This setting is configured by your system administrator.

For each visit the following information is displayed:

• Date/Time – This column displays the date and time the visit is scheduled for.

• Visitor Name – This column displays the name of the person who is visiting, listed by last name. If multiple visitors are scheduled at the same date and time, they are listed in alphabetical order. If the name of the visitor appears as a link, you can click this link to view a photo of the visitor.

• Person Visiting – This column displays the name of the person being visited and the company he or she is associated with.

• Location – This column indicates the space/floor and property location for the visit.

• Type – This column indicates the type of visitor, for example, business or personal.

• Pre-Print Badge – Beneath the visitor type, this link is provided to allow that visitor's badge to be printed before the visitor is checked in. Clicking this link allows you to print the visitor badge without checking the visitor in.

• CHECK-IN – Click this button to check the visitor in. For more information, see Checking a Visitor In and Out.

• Comments – The comments display any additional information about the visit. Comments are optional so may not be displayed for all visits.

• Request ID – If Visit Work Order Integration is enabled and a work order is associated with the visit, a link to the work order is provided.

• Badge Print Off – This check box appears above the list of visits. Select it to suppress badge printing when a visitor is checked in.

Performing a search allows you to locate those visitors that match the specified search criteria. This allows you to locate a particular visitor, find a visit that is associated with a work order, view visitors that have already been checked in, or display a list of permanent visitors.

To search for a visitor:

1. In the Search Company or Name field, enter a value if you want to search by the visitor's name or company.

   All visitors that contain the characters entered in either the visitor name or company will be returned. For example, searching for "Park" returns visits for both Tim Parker and for Park Avenue Electric.

2. If Visitor Work Order Integration is enabled, you can enter a value in the Request ID field to search for a visit associated with a specific work order.

3. Click FIND.

   Visitors that match specified criteria are returned. Only visits that fall within the defined time frame for the property are included, however, all visits in that time frame—those that have not yet been checked-in, those that have been checked-in, and those that have been checked-out—will appear.

   In addition, all PERMANENT VISITORS whose names or company names match the specified criteria are also displayed.

If the visitor desk has been configured to refresh on a periodic basis, your search results will be discarded when the refresh occurs.

When a visitor arrives at the property, you can check that visitor in. Checking a visitor in notifies the system that the visitor has arrived, allows you to print a visitor badge, and notifies the person being visited that the visitor has arrived (if notification is turned on). When the visit has been completed, you can check that visitor out to notify the system that the visitor has left the property.

To check a visitor in:

1. Locate the visitor in the SCHEDULED VISITORS or PERMANENT VISITORS pane.

   If needed, you can use the Search criteria at the top of the page to locate the visitor.

2. Click the CHECK-IN button to the right of the visitor record.

   Clicking this button checks the visitor in and prints the visitor's badge. If you do not want to print the badge, select the Badge Print Off check box before checking the visitor in or, when the Print dialog box opens, click the Cancel button. If notification is turned on, an email is sent to the person being visited indicating that the visitor has arrived.

   Once you have checked a visitor in, the Pre-Print Badge link changes to an Undo Check-In link. Clicking this link reverts the visit to a not checked-in state, in case the check-in was done in error.

To check a visitor out :

1. Locate the visit using the Search criteria at the top of the page.

2. Click the CHECK-OUT link to the right of the visitor record.

   The time of the check-out replaces the link.