Working with Visitor Records

Working with Visitor Records

The Visitors tab on the Dashboard shows a complete log of all visitors to a site. It provides access to any information collected about visitors during sign-in, such as the time they signed in or out, how long they stayed, who they visited, etc. 



Filtering Records

To filter the list to show information for a specific visitor, host, or site, click on the appropriate name in the list: this applies the filter and opens the Filters panel (described below). Alternatively, enter all or part of their name in the box in the top right corner and click  ,


1.  To filter the list by any other criteria, click   or click on a visitor, host or site to open the Filters panel.




2. Saved filters are shown at the bottom of the Filters panel: click on one to apply the filter. Otherwise, set the filter values as desired, then click Find to apply the filter or Save to save the filter for re-use (you are prompted for a filter name).

3. To clear filters, click Reset (in the top right corner of the Filters panel).

Adding Notes to Records

You can also add or edit notes for any visitor: click any field except the visitor, host, or site field to open a Visitor form showing the name of the visitor and any associated notes: click Change to add or edit notes for that visitor.


1) To download a CSV file containing the list of visitors, or the legal documents associated with them, click More and select from the menu.

Note that if you have applied filters, this function includes only the visitor records that match the filter.

2) To download signed copies of documents for a certain visitor, click   


3) To export multiple selected visitor records or legal documents, check the boxes to the left of the visitor names, click on More and then select either  Export to CSV  or  Download legal documents . 

4) You can do the same by clicking on  Selected and then clicking either Export to CSV or Download legal documents .


Note: The data you see here is based on your specific access levels and your organization's data retention policies.

Actions

Click Actions to the right of a visitor name to access additional actions, you can use to:
  1. Invite visitor to a meeting
  2. Edit visitor notes
 If your user role allows you to edit visitors details, you will be able to edit the following:



1 First Name
2 Last name 
3 Company Name
4 Sign Out time. You can edit Sign-out time for records where there is no sign-out time or for visitors who were signed out by the system. Once the sign-out time is set, the system will automatically count the meeting duration time.
5 Upload files to the record in the following formats: PDF, jpg, png. 
The file size limit is 1 MB 

  • Remove visitors’ photos

  • Add visitor to watchlist

  • Delete visitor entry

To delete or remove photos from multiple visitor entries, check the boxes to the left of the visitor names, then click Selected. Click Delete or Remove Photo.


Indicators

There are indicators available that appear on visitors' records to distinguish between new visitor records, returning visitors records, and visitors who were invited to an event. 

- New visitors have no indicator on their records
- Returning visitors will have an   indicator next to their visitor type
- Event guests will have an indicator next to their visitor type. 



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