Visitor Management Guide

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The visitor management module allows you to control access to your sites. You can access this module as an administrator, or as a guard using either an onsite license or a mobile device.

 

Activate Visitor Management

To take advantage of the features of visitor management, follow the steps to activate the module.

  1. At the site, go to Security and Patrol.
  2. Click the On-Site Features option.
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  1. Activate these 3 options.
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Note: Only Visitor Log (Beta) and Enable Visitor Log (Beta) are required to activate the feature. Activate tenant database if you would like to track the tenants whom the visitors will be seeing.

  1. The visitor management tab will now be visible in the site.
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Setting Permissions

The visitor management module allows you to assign permissions to users. These permissions determine the features that the users will have access to.

Permissions are accessible under Settings>Roles and Permissions.

Here are some of the permissions you can set:

  1. Patrol Resident
  2. Buiding Visitor
  3. Building Resident
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Note:
  • Users with Client Portal roles won't be able to see the unit profile.
  • Users with Staff Portal roles won't be able to do anything from the "Building Visitor" and "Building Resident" Folders if they are logged in with Guard Tour mobile app.
  • Users with Staff Portal roles need to have access to "View the tenant list" to be able to check-in visitors using the Guard Tour mobile app.

Building Visitor

Configure tenant visitor module: This allows the user to configure the module.

View the Visitor Log List: This allows the user to view the visitor logs, showing when the user arrived and left, whom the visitor came to visit, if applicable, and any additional notes about the visitor or the visit.

Check-in and check-out visitors: This allows the user to check visitors in and out of the site.

Add to the Authorized and Blocked visitor list: This list allows you to determine in advance which users will be allowed into the site, and which will be blocked.

Edit a visitor log entry: Allow users to edit the information on the comings and goings of visitors contained in the log.

Delete a visitor log entry: Allow users to delete records from the visitor log.

 

Building Resident

Configure the tenant module: Allow the user to configure the module that handles tenants.

View the Tenant list: Allow the user to view the list of tenants at the site.

Edit the Tenant's unit: Allow the user to change information pertaining to the tenant's unit, such as the unit description, primary tenant, and unit status.

Create a Tenant Unit: Allows the user to create units.

Manage the Tenant Database: Allows the user to manage the list of tenants.

 

Adding Visitor Types

Consider the types of visitors you will be tracking and set the defaults. Some examples of visitors might be contractors, delivery companies, or inspectors. Follow the steps below to add visitor types.

  1. In the Visitor Management Tab, click on the Visitor Types tab.

A list of all the visitor types you have created will appear here.

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  1. Click the New Log Type button to add a new visitor type.
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Visitor Log Name: Assign a name to the visitor type. Example: contractor or visitor.

Track Check Out: Check this option if you would like to record the check out time for this visitor type.

Collect Company Name: Set this to yes if you would like to record a company name for this visitor type.

Take Visitor Picture: Set to yes if a picture will be required when checking in a visitor.

Collect Car License Plate: Set to yes if a license plate number will be required when checking in a visitor.

Collect Unit Number: Set to yes if a unit number will be required when checking in a visitor.

Print A Visitor Badge: Set to yes if printing a badge will be required when checking in a visitor. (currently not required even if set to yes)

Host Required:  Set this option to yes to require a host for each visitor.

 

For each visitor type, you can extra check-in or check-out questions. These questions will be asked of the visitor and the answers recorded in a report. Add fields to the report for the information you would like to capture.

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Create Tenants and Assign to Units

Once you have created units, you can assign tenants to them.

  1. Under the Visitor Management Tab on the site, select Tenants.
  2. Select the Tenants option from the menu on the left.
  3. Click the New Tenant button.
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Fill out the following fields:

First Name: Tenant first name.

Last Name: Tenant last name.

Tenant Type: Choose from the owner, owner relative, tenant, or temporary.

Phone (Main): Main tenant phone number.

Phone (Other): Secondary tenant phone number.

Email: Tenant email address.

Parking Spot: Tenant parking spot.

License Plate: The tenant license plate.

Access Card/FOB: Access card or FOB number.

Other Address: Secondary tenant address.

Picture (Optional): Optional tenant picture.

Tenant Unit: Tenant unit number.

 

Pre-authorize A Visitor

You can maintain a list of individuals or companies who are either pre-authorized as visitors or who are blocked from visiting the property.

Note: You can also perform this action as well as review all pre-authorized visitors in the unit profile (unit profile is only visible to admin or staff roles).

 

Follow the steps below to pre-authorize or block a visitor.

  1. Click the pre-authorize visitor option.
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  1. Fill out the following fields.

First Name: First name of the authorized or blocked visitor.

Last Name: Last name of the authorized or blocked visitor.

Company (Optional): Name of the visitor’s company.

Phone: Phone number of the authorized or blocked visitor.

Host to Contact: Person to call to authorize the visitor.

Permission Type: Select the option to grant or block access or call the host for authorization. 

Permission Valid Until: Select a date until which the visitor is authorized or blocked.

Notes: Enter notes pertaining to the authorized or blocked visitor.

Frequent & Authorized Visitor Search: Search for a visitor in a list of frequent and authorized visitors

  1. Click the Add Permission button to complete the process.

    Note: If the user is blocked from 1 unit, they still can be checked in into a different unit.

 

Checking in Visitors

To give access for any Staff Role user to use Visitor Management module you need to:

1. Activate an on-site license at the site.

2. Assign the user to the site.

 

When visitors arrive at your site, you will check them in and record information about them and their visit.

Follow the steps below to check in a visitor:

  1. In the site visitor management tab, click on Check-in Visitor.
  2. Fill out the visitor’s information.
  3. Click Sign In Visitor.
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First Name: Enter the visitor’s first name.

Last Name: Enter the visitor’s last name.

Company: Enter the name of the visitor’s company

Host: Select the host the visitor is coming to see

Frequent and Authorized Visitor Search: Select from a list of pre-authorized and frequent visitors.

 

Viewing Visitor Logs

Visitor logs contain all the information that has been captured about a visitor and a visit. Follow the procedure below.

Follow the instructions below to view visitor logs.

  1. Click the Log button to view the Visitor Log. A report containing all the information pertaining to the visit.
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Print (PDF): Click this button to print the Visitor Log.

Edit: Click the edit button to edit the visitor log.

Contractor: This area shows the visitor type, as well as the date, creation user, and client.

Information: This section shows the visitor’s name, the tenant’s name

Additional Check-In Information: Contains information captured in the additional check-in questions.

Additional Check-Out Information: Contains information captured in the additional check-out questions.

Notes: View or enter notes pertaining to the visit.

Files: View or upload files pertaining to the visit.

 

Modifying Visitor Logs

Modify the visitor log to change any of the information that has been captured about the visitor or the visit.

  1. Click the Edit button to modify the log.
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You can modify any of the information displayed below.

First Name: First name of the visitor.

Last Name: Last name of the visitor.

Company: Name of the visitor’s company.

Check-in Time: Date and time of day when the visitor was checked in.

Check-out Time: Date and time of day when the visitor was checked out.

Host Information: Information of the individual the visitor was coming to see.

 

Visitor Badge

A visitor badge will be generated by the system for each new visitor. If you selected "Take visitor picture" when configured visitor types then the system will automatically take you to the visitor picture screen after you decide to sign in new visitor for the 1st time.

 

In order to review or update a picture on the badge for any current or previously checked-in visitors follow the next steps:

  1. Click the badge button to open the preview menu (Visitor Log section).
  2. Click on the camera button to capture the image.
  3. Print or Save the badge

 

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