Visitor module

• 1. What is this module about
  • 1.1 Creating visitors
  • 1.2 Co-visitors
  • 1.3 Print badge
  • 1.4 Anonymization
  • 1.5 Visitors in combination with Reservations
  • 1.6 Automatic email attachments
  • 1.7 Visitor registration and car registration restrictions
  • 1.8 Self-registration
    • 1.8.1 Automatic log in
  • 1.9 Other relevant options
• 2. Automatic emails send in the workflow(s)
• 3. General visitor module settings
• 4. Additional information on this module

1. What is this module about

The Visitor module is designed to facilitate the users to register Visitors that are visiting one of the buildings of the customer. The Front desk employees can use this module to get a comprehensive overviews of the visitors that are expected, process arriving and departing visitors and keep track of which visitors are currently in the building. next to that, the module also includes multiple (graphical) insights into visitor statistics.

The next parts will go into more detail on some of the core concepts of this module.

1.1 Creating visitors

By default visitors can be created from the Workplace App and Go (Workplace Experience)*. More information see: Workplace Experience. However it is still possible to also create visitors in Asset.

The Front desk employees will manage arrivals, departures and view insights related to the visitors in Asset.

In Asset, a visitor can be registered by a reception or front desk employee. The user can enter visitor details, print a badge, add remarks, include co-visitors, and indicate that the visitor has arrived.

End users working in Asset can also create visitors, but the interface is simplified compared to the reception or front desk screen.

1.2 Co-visitors

If multiple visitors from the same company visit your location, some details of the visitors are the same. Co-visitors can be created from the main visitor and will take over specific information from the main visitor, like the Company, Expected arrival time, Expected end time, Building, Host and Remarks. So no need to enter the same information for every co-visitor.

If a lot of visitors are expected, the co-visitor import can also be used. Via this way, the visitors can be entered in a CSV file and easily be imported. Importing co-visitors instead of manually adding them is more efficient if there are a lot.

1.3 Print badge

With Visitor badges it is possible to print the visitors details onto a badge, so that the visitor can identify himself to others and is identified by employees as a visitor within the building.

Via the ‘Module settings' → 'Visitors’ tab it is possible to enable the use of badges.

When this option is enabled, the ‘Badge number’ field and the button to print the badge becomes available on the visitor. The badge number will also be visible in all relevant visitor overviews:

By default a badge is available in Asset:

To prevent badge numbers needing to be entered and printed one by one, the ‘Visitors coming in today (my location)’ overview on the Front desk dashboard, can be used to do this in bulk for multiple visitors at once.

1.4 Anonymization

The visitors details like the Name, Company, License plate and Email address contains personal information for which it is often not allowed to keep this information stored longer than relevant due to GDPR regulations.
Via ‘Module settings' → 'Visitors’ tab it is possible to enable visitors anonymization X days after the visitors has left (based on the departure time):

The Name, Company, License plate and Email address are replaced by a '-' and the visitor will not contain any personal data anymore.

1.5 Visitors in combination with Reservations

Next to creating individual visitors, it is also possible to add visitors to a reservation. If the reservation module is used, the visitor can be directly created from a reservation in Workplace and the reservation where the visitor is linked to will be visible in the relevant visitor overviews on the Front desk dashboard.

If the reservation is cancelled, all linked visitors are also automatically cancelled to prevent visitors showing up for a cancelled meeting.

More information about the Reservations module, see: Reservations module

1.6 Automatic email attachments

It can be relevant to inform the visitors of your location about specific company details, opening hours of the location, planned maintenance, etc. Via ‘Module setting' → 'Visitors’ tab it is possible to add general attachments. These general attachments are added to the workflow emails send to the visitor (see next chapter Automatic emails send in the workflow).

Via the 'Process settings' tab on a building, it is also possible to add building specific attachments for the visitors visiting that particular building.

1.7 Visitor registration and car registration restrictions

Through Module settings → 'Visitors' tab, visitor registration can be enabled at building level. When this setting is enabled, additional configuration options become available for each building to allow or restrict visitor registration.

This makes it possible to exclude certain buildings, such as those without a front desk, from being selected during visitor registration.

Within Module settings → 'Visitors' tab, it is also possible to configure how visitor car registration is handled. Three options are available:

• Always – Visitor car registration is enabled for all buildings. No additional configuration is required at building level, and users can indicate that a visitor has a car and register the license plate.
• Depending on the building – A setting ‘Allow visitor car registration’ becomes available at building level. This allows each building to determine whether visitor car registration is permitted.
• Never – Visitor car registration is disabled entirely. Users cannot indicate that a visitor has a car, neither in Asset nor in Workplace.

If the ‘Allow visitor car registration’ setting is left empty at building level, the configuration from the parent building is applied. This allows the setting to be defined at a higher level (for example, a site), so that all underlying buildings inherit the same behavior.

If a building is selected where visitor car registration is not allowed, an error message is displayed when the user attempts to indicate that the visitor has a car.

1.8 Self-registration

Through Module settings → ‘Visitors' tab, visitor self-registration can be enabled. Once activated, a new 'Self service’ user profile is automatically created.

This profile is optimized for use on a 22-inch screen in portrait mode and should be assigned to a dedicated system user for the specific location where the self-registration kiosk is installed.

Via the kiosk, visitors can now register themselves in their preferred language. The self-registration feature currently supports the following languages:

• English
• Dutch
• German
• French
• Swedish

1.8.1 Automatic log in

Self-registration kiosks are typically powered on at the beginning of the day and shut down at the end of the day. These kiosks are expected to be available for use at all times without requiring manual login after a session timeout or power outage.

To support this, a dedicated system user can be linked to the kiosk device in Asset. This enables the kiosk to log in automatically whenever it starts or resumes operation, ensuring continuous availability without user intervention.

An 'Automatic log in' setup wizard is available on the Settings tab of a system user. This wizard configures the current browser to automatically re-login as that user whenever the session expires. This is useful for kiosk or self-service setups — for example, a dedicated screen for visitor self-registration — where automatic logout after inactivity is disruptive. Once configured, the device will automatically log back in after a session timeout, without requiring manual intervention. To disable this behaviour, an administrator can remove the device registration from the list of active devices on the Settings tab of the user, using a different browser or device.

1.9 Other relevant options

Visitor types

If a distinction needs to be made between different types of visitors, visitor types can be added via the navigation menu ‘Visitors' → 'Visitor types’. One visitor type can be selected, when creating a visitor in Workplace and this visitor type is only informative.

2. Automatic emails send in the workflow(s)

Workflows can automatically send emails after a certain task is executed or a workflow has been in a status for a certain amount of time. The default emails need to be activated per workflow. For more information on how to enabled the default workflow emails, see Workflow emails.

For the visitors module, the following default workflow emails are available:

Visitor process

3. General visitor module settings

To navigate to all the general Visitors module settings, go to Module settings → Visitors tab. Hover over the available settings to get more information about a specific setting:

4. Additional information on this module

More information on the Visitors module can be found via the following related articles:

• For an (end) user manual for creating and managing visitors in Asset, see: Visitors module for (end)users
• For more detailed implementation information (including how to enable the module, which system groups are involved, data imports, and more information on the startboard and navigation menu options), see: Visitors module activation and information