Visits

You can add a visit using the fields at the top of the Visits page, or add a meeting by clicking the Add Meeting link.

The only difference between adding a visit and adding a meeting is that a meeting allows up to 25 visitors to be invited; a visit can include up to 3 visitors. Aside from the number of visitors, the Add Visit and Add Meeting pages operate identically.

To add a visit:

1. In the Property field, select the property at which the visit will take place.

   When you select a property, the visitor hours for that property appear. You cannot schedule a visit outside of these visitor hours.

2. Specify the Visit Date/Time.

   You cannot schedule a visit outside of the property's defined visitor hours.

3. In the Number of Days field, select the number of days the visitor will be visiting.

   If the visit is for more than one day, a one-day visit will be created for each day.

4. Add one or more visitors using any of the following methods:

   • Enter values in the First Name, Last Name, and Company fields.
   • Click the Select Vendor link and select the name of a vendor associated with the property from the dialog box that opens.
   • Click the Select Visitor link and select the name of a saved visitor from the dialog box that opens. This dialog box shows both your visitors and the saved visitors from all users who have the Share My Visitors permission enabled.

   Once you have entered a visitor name and company, select the Type of Visitor from the drop-down menu for each visitor.

   If you want to add any of these visitors to your list of saved visitors, select the Add to My Visitors check box next to their name. Saved visitors appear on your My Visitors page and are listed in the dialog box that opens when the Select Visitor link is clicked.

   If any of the selected visitors have a visitor photo saved as part of their visitor record, a file name appears in the Image column. Clicking the file name displays the visitor photo.

5. In the Visitor Comments field, enter any comments you want associated with the visit.

   These comments will appear on the Visitor Desk page. If Visitor Work Order Integration is enabled and the visit is associated with a work order, these comments will also be included in the email notification sent when the visit is created.

6. If Visitor Work Order Integration is enabled, a Request ID field is displayed. You can either enter a work order request ID directly or use the Select link to select a work order.

   Only work orders for the property specified in the visit can be associated.

7. By default, the system fills in the Who are they visiting fields with your user information. However, if you have the proper security rights, you can schedule visits for other people, using either of the following methods:

   • Click the Find a Contact link and select the name of a user from the dialog box that opens. When you select a user, information for all of the contact information fields is automatically filled in.
   • Enter values in the First Name, Last Name, Company, E-mail Address, Space/Floor, and Phone Number fields. The person whose information you enter does not have to be a user in the system.

8. Select the Notify Person Visiting check box to send notification of the visit to the person being visited.

   • If the visit is not associated with a work request, the person being visited is notified by email when the visitor checks in.
   • If Visit Work Order Integration is enabled and the visit is associated with a work request, the person being visited is notified by email when the visit is created and again when the visitor checks in.
   Note:

   Some systems have this check box disabled. If it is not displayed, emails will be automatically sent when the visitor checks in. If the person being visited does not receive notification emails, your system administrator should check his user account to verify that visitor email is enabled.

9. In the Email CC field, enter the email address of any additional person you want to notify about the visit.

10. Click UPDATE to create the visit.

At the bottom of the page is a list containing visits. Only visits that are scheduled for the property selected at the top of the page are included.

The contents of this list depend on your security rights and the check boxes selected. By default, this list displays only your visits (visits created by you and visits created for you by others) and displays both visits that have and have not been checked-in.

• If you have Office Reception Desk security, a Show All check box appears. Selecting this check box displays all visits for the property for people at your company, even if they were created by and for another user.

• A Show Checked In check box appears at the top of the list. Selecting this check box removes all visits that have not been checked-in from the list.

For each visit in the list, the following information is displayed:

• Date/Time – the date and time of the visit

• Visitor Name – the name of the person who is visiting, listed by last name

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

• Location – the space/floor location for the visit

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

• Status– any of the following may be displayed:

  • IN/OUT time – If the visit has been checked-in/out, the check-in and check-out times are displayed.

  • EDIT – This link is only displayed for visits that have not been checked-in. Clicking this link allows you to edit the visit. You can only edit visits that occur in the future. Therefore, if you edit a visit where the date/time is in the past, you must update the date/time to occur in the future before you can save any changes to the visit. For more information about any of the fields, see Add a Visit.

  • DEL – This link is only displayed for visits that have not been checked-in. Clicking this link allows you to delete the visit. A dialog box opens allowing you to confirm your choice.

  If the Show Checked In check box is selected, only checked-in/out visits are displayed and the EDIT and DEL links do not appear.