Visitors

What it is

The visitor book, showing who came in, why and when they left.

Why it matters

Keeps a secure record of everyone on site at any time.

When to use it

The desk checks visitors in and out and prints their badge.

Who uses it

Administrator

How to get here

1. Sign in as Administrator (see Signing in).
2. In the left menu, click Front Office.

What you see

Visitors · click the picture to enlarge

• The list has these columns: Visit, Visitor, Purpose, Visiting, Arrived, Left, Status. Click a column name to sort by it.

Buttons on this screen

• Check out by badge — does what it says on the button.
• Scan invite — does what it says on the button.
• Check in visitor — does what it says on the button.

Using the list

Type in the search box to find a row. Use filters to narrow the list. Click a row to open it. More in Lists.

Filling in the form

1. Click the New button at the top right.
2. Fill in the boxes. Boxes marked with a red * must be filled in (3 on this form).
3. Click Save at the bottom. If something is missing, the box turns red and tells you what to fix.

The form: Visitors · click the picture to enlarge

The fields

Field	Type	What to enter, and why
Full name *	text	The visitor's full name, as shown on their ID.
Phone	phone	The visitor's phone number. Used to find them if they came before.
Organisation	text	The company or group the visitor comes from, if any.
Email	text	The visitor's email address, if they have one.
Entry point *	choose	Choose the door or desk the visitor came in by.
Purpose *	choose	Choose the reason for the visit, such as a meeting.
Visiting	choose	Pick the staff member or place the visitor came to see.
People in party	number	How many people came in together, including the visitor.
Vehicle	text	The vehicle's number plate, if they came by car.
ID shown	choose	Choose the kind of ID the visitor showed at the desk.
Last four characters	text	Only the last four characters of the ID number. Never the full number.
Photo	file	Add a photo of the visitor, if the school asks for one.

Types: text — type it in · number — digits only · date — click and pick from the calendar · choose — click and pick one from the list · pick one — click one of the options · switch / tick box — click to turn on or off · long text — type as much as you need · file — click to attach a file from your computer.

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