Visitors

Difficulty: starter

Content

Visitors
Creating a Visitor in Asset
Print badge
Recurring Visitor
- Create recurring visitor
- Cancel/edit a recurring visitor
Summary

Learning Objectives

After reading this article, you’ll be able to:

Create a (recurring) visitor
Edit existing visitors

All visitors can be registered and viewed in the visitor module.

You can create a Visitor using the “Visitor +' button on your startBoard.
Via the ‘My visitor' button you can view all your visitors. This overview shows all the people that are registered to visit you, so NOT all the visitors that you create (NB: if you register a visitor on behalf of your colleague, it will not appear in your 'My visitor' overview).

Creating a Visitor in Asset

Create a visitor

You can create a new visitor in the visitor by clicking the “Visitor +' button on your startBoard. You will be presented with the following screen:

2. On this page you can fill out the different details regarding the visitor. The fields marked with an * are mandatory. The other ones are optional.

Field details regarding the visitor

Name	Here you fill in the visitor`s name.
Organization	The name of the visitor`s organization.
Visits	Who is going to visit / who is going to receive the visitor? The visitor will only show up in “My visitors” overview of this person
Description	Enter here a short description of the visit.
Property	Which property/building will be visited?
Expected Arrival Time	Fill in the expected arrival time of the visitor.
Expected end time	Fill in the predicted end time of the visit.
Car	Note here if the visitor is visiting with or without a car.
License plate	Enter the car license number here.

3. After filling in the fields, you have three options:

Submit the visitor: If you forget to submit the visitor, it will not show up in your “My Visitors” overview, and the visitor will be automatically deleted within 24 hours.
Delete the visitor.
Cancel the creation of the visitor.

Info

Did you know?

When creating a visitor only the expected times can be set. Only key users (e.g. reception) can set the actual arrival and departure time.
The status of a visitor is set automatically, bases on the times and dates of the visitor. E.g. when the arrival time is set, the status changes to ‘Arrived’.

Add a co-visitor

If the visitor is bringing company, you can add these extra visitors using the “Add co-visitor” button at the bottom of your screen.

Edit/Cancel a visitor

1. You can view registered visitors on your startBoard via the include “My Expected Visitors”. Alternatively, use the “My visitors” button.

2. Open the visitor you want to edit by clicking the reference.
3. To make changes, press the change button, edit the details of the visitor and press submit.
4. To cancel the visit, press the “Cancel visitor” button.

Print badge

The print visitor badges functionality is only available for key users. Usually the reception/ front-desk employee are chosen as key users for the Visitor module.

Recurring Visitor

Create recurring visitor

If there is someone who frequently visits the company/ office. You can create a recurring visitor. If you don`t see this option, ask your Asset application manager to add it to your user account.

Fill in the details as with a normal visitor.
However, instead of clicking “Submit, click the “Create recurring visitor” button.

3. A popup window now appears that you will create a recurring visitor.

4. Press “OK” to proceed.

5. Enter the schedule details of the recurring visitor.

SCHEDULE

Expected arrival time: start date and time of first occurrence
Expected end time: end date and time of first occurrence
Cycle/ Day/ Day in month: the combination of these settings determines when the occurrences are scheduled

GENERATE UNTIL

End date: when is the last date for which a visitor should be created
Maximum number: how many visitors need to be created

Note: when ‘End date’ and 'Maximum number' are both left empty, only one visitor is created. When both settings are filled in, whatever comes first determines the number of visitors that will be generated.

6. Click on ‘Create visitors’ to generate the visitors based on the schedule settings

A example of settings of a recurring schedule for someone who visits every month on the second Wednesday for the next 6 months	A example of settings of a recurring schedule for someone who visits every week on the Wednesday for the next 6 months

Cancel/edit a recurring visitor

You can`t edit a recurring visitor or delete them in a batch. Once the visitors are created, you can edit every visitor the same as you would a regular visitor.

Summary

You can create a new visitor, add co-visitors, and create a recurring visitor.
Once the visitors are created using the recurring visitor functionality, every visitor is added the same as you would a regular visitor (you cannot change/ delete them in batch).