Within a location, you can configure your Visitor Management module. Find below an overview and explanation of each section.
Visitor Details
In this section, you have the option to enable and designate fields as mandatory for completion. Although these fields are preconfigured and can be easily toggled on or off, you also have the flexibility to include these details in your visitor questionnaire if you prefer.
These will be displayed when you create a visit and on the visitor panels when visitors are registering.
The information collected will be stored in the visitor profile and saved in the address book if you have opted for that option.
Note: If you capture those fields in the questionnaire, the visitor's answers, if different, will override the information you have filled.
Who will complete the fields?
When admins/users create visits they will be presented with the fields you have enabled the toggle of. Similarly, visitors registering their visit will see them when signing in via panel or touchless sign-in.
What are the fields?
Email: Make the email field mandatory for visitor identification and communication.
Mobile Number: Ensure prompt contact by providing the visitor's mobile phone number.
Vehicle Registration: Collect the visitor's vehicle registration number for efficient visitor management and security.
Company: Specify the visitor's company affiliation for enhanced visitor management.
Job Title: Include the visitor's job title for a better understanding of their visit purpose.
Visitor Screen
What is a visitor screen?
Allows admins to configure how the visitor panel operates.
Configuration Page
Prerequisite: You first need to create one or multiple visitor screens within the Screens area of your location.
Once that is done, all the configuration you will do on this page will affect all your visitor panels for that location.
Holding page:
Upload a video or image to play on the holding screen.
Sign-In Page:
This is the homepage of your digital screen. Select:
The Sign in Title and Subtitle
Background Image: This is the image that will be in the background of your panel. You can upload a JPEG, JPG or PNG file. Alternatively, select a background colour by typing the HEX Code or using the colour wheel.
Logo: The logo displayed by default is your company logo. You can also upload an alternative logo.
Theme Colour: The selected colour will be highlighted throughout the visitor screen.
Sign-In Methods:
PIN: Pre-booked visitors will receive a unique PIN in their email invitation
Touchless Sign-In: Visitors can use their mobile phone to scan a QR Code and complete the visitor sign-in on their device.
Pre-booked Visitors Only: Screen sign-in is restricted to pre-booked visitors. Non-pre-booked visitors will have to sign in with the receptionist.
Visitor Details:
This is the information you have made required in the Visitor Details tab.
Visitor Questionnaire & Documents:
This is all the documents & questionnaire you have configured in the Visitor Questionnaire tab.
If a visitor couldn't complete the questionnaire ahead of time, they will be able to complete it on the panel.
Visitor Entry:
Visitor Photo: When enabled, the visitor will have their photo taken.
Label Printing Message: Help the visitors to understand where they can collect their visitor labels.
Greeting Message: This is the message displayed once the visitor has come to the end of the visitor sign-in process.
Note: Click on preview to have the screen preview on the right display the section selected. Use the arrow at the bottom of the preview screen to navigate through the sign-in process.
Confirming Your Changes
Once you have finished customising your panel, press Save.
On the panel, use the Settings gear icon at the bottom left and press 'Refresh configuration'.
Note: Admins using Logitech Tap Scheduler panels will be prompted for a PIN. This is set in the Integrations area, see this article.
Note: Via the Settings you can also change the Theme to Light/Dark.
Your screen should update and display the latest changes.
Settings
The Settings section allows admins to configure general policies around visitor management.
Note that those settings apply to visitor management in the selected location only.
Notify host upon arrival: when enabled, you will get notified via email.
Note: You can only select one method.
Email Invitations: Configure the default setting of email invitations. You can select whether the email is sent upon the visit creation or a set number of days before their visit.
Note: This setting impacts the default behaviour of visitor invites. When a user creates a visit they can choose to ignore the default setting and either toggle email invite on or off.
Custom invite message: The default email invite sent to visitors will only include the time, date and address of your location. Make the email sent out to your visitors unique, by including a custom message in the email. Click on the preview to display a preview of it.
Visitor Information: Once visitors click on the email's link to see details and pre-register, the visitor information message you have provided will also be displayed. You can provide your visitor with more information about your building, company or simply information the visitors might need (where they can park, building access, point of interest, etc).