Visit Approval
Note
The screenshots in this section are for a GUEST Admin who also has access to My Visits and Reception.
Note
The Visit Approvals table no longer supports Grid View or Table View.'
Note
Visits waiting to be approved will show as Pending on the Reception and My Visits pages.
Visit Approval allows for visits to require Approval before they can be registered. The process for this is detailed in the graphic below:
Visit Approval Overview
The Visit Approval page will display all visits that are currently awaiting approval. The page allows these visits to be Approved or Denied.
The page will display display by default all visits in Pending status (currently awaiting approval). There is also the option to download/export the Visit Approval list to an Excel spreadsheet file (Excel or an appropriate viewer is required to view the list).
Example of a downloaded/exported Visit Approval list is shown in the image below.
Visit Approval list can be filtered in the following ways:
General Filter - (type to filter) Filters the records matching the text entered.
Date Range- Filters out any visits that are not within the defined date range. A calendar is provided to select the date range, or the specific dates can be typed into the start and end date boxes.
Building - Filters out any visits that are not for the selected building(s).
Approval Status - Filters out visits that are not one of the selected statuses. Statuses include:
Approved - Visit has been approved
Denied - Visit has been denied
Pending - Visit is waiting to be approved
Expired - Visit expired before it could be approved or denied
In addition to filtering, the Visit Approval List can be sorted via the sort function (either ascending or descending) by:
Arrival Date/Time
Departure Date/Time
Visitor First Name
Visitor Last Name
Visitor Company
Approval Status
Approving Visit
Visits can be approved or denied on an individual basis by selecting the Approve or Deny button.
Note
Many of the Visit Approvals are undertaken by the approver clicking the relevant url in a Visit Approval Approver Notification. (See Email Templates.)
If the visit is approved the user will get the option to provide a reason for the visit being approved (optional) before clicking the Approve button to confirm the visit.
If the visit is denied the user is required to provide a reason for the visit being denied (mandatory) before clicking the Deny button to confirm the denied status of the visit.
Approving Multiple Visits
In addition, you can select multiple records for approval by selecting the Multiple Approve button.
By default all identities on the visit approval list are selected once the Multiple Approve button has been clicked. The user can uncheck the check box associated with the identity if they are not to be included in the multiple approve process.
Clicking the Approve Selected Visits button will automatically approve all visits for the selected identities. The user can also exit the multiple approve process without any further action by clicking the Exit Multiple Approve button.
Visits that have been previously approved can still be denied, denying access after approval will change the Approved Status to a Denied Status. Click the Deny button associated with the visit that is required to be denied. The user is required to provide a reason for the visit being denied (mandatory) before clicking the Deny button to confirm the denied status of the visit.
Visit Approval Configuration
Visit Approval are configured via the GUEST > Configuration > Visit approval Page. For more information on the configuration options available to the visit approval section, review the Visit Approval page under the configuration section.
Searching Visits via the General Filter
The general filter (type to filter) allows for visits to be filtered based on the following fields in the My Visits Page:
visitor.firstName
visitor.lastName
visitor.email
visitor.company
hostDelegate.FirstName
hostDelegate.LastName
hostDelegate.email
hostDelegate.CompanyName
host.FirstName
host.LastName
host.email
host.CompanyName
The General Filter supports the following:
You can filter based on a string being found in any field by just entering the string. For Example:
Jonathan
You can filter based on a specific field by including the visitor field:search text. For Example:
visitor.firstName:Jonathan
You can search across multiple fields by using the AND keyword. For Example:
visitor.firstName:Jon* AND visitor.lastName:Smith
You can use a wild card character (*) if you do not know the full value. For Example:
visitor.firstName:Jon*