This article will teach you how to use the Visitor Security feature of the Property & Facility App.
Registering a New Visitor
This feature will allow you to register new visitors to a tenant's space.
- From the Property & Facility menu, click Visitor Security.
- From the Visitors page, click the New Visitor button.
- Once the Add New Visitor window has opened, complete the form presented:
| Field | Explanation |
|---|---|
| Choose Property | Select what property the visitor will be attending. |
| Visitor Information | |
| Visitor Name(s) |
Enter the full name of the visitor(s). Note: Multiple visitors can be added by pressing the Enter key. |
| Company/Group | Enter the name of the company/group associated with the visit (i.e. Regional Sales Meeting, A-1 Plumbing). |
| Description | Enter a brief description of what the visit is for (i.e. Attending a meeting with ABC's Sales Team). |
| Type |
Select the type of visitor: Guest - someone who will be meeting with the tenant in their suite. Employee- someone who is employed by the tenant. Delivery - someone who will make a delivery to the tenant's suite. Vendor - someone who will do work for the tenant and must be approved by building management. |
| Class |
Select the class of visitor: Permitted Visitor - someone who is approved to have access to the tenant's suite. Watchlist - someone who is not approved to have access to the tenant's suite (i.e. Former employee who was involuntarily terminated). |
| Contact Information | |
| Tenant | Select the tenant who is hosting the visitor. |
| Contact | Select the point of contact for the tenant regarding the visitor. |
| Visit Location & Time | |
| Suite/Location | Select the suite/location of the tenant for the visit. |
| Date of Visit | Select or enter the dates (MM/DD/YYYY) of the visit. |
| Time of Visit | Select the time range of the visit. |
| Browse |
Upload a .CSV file of the visitor(s). Click the Browse button, navigate to the file on your computer, and click Open. Note: Click See an example for reference. |
| Check-in and print badge(s) | Select the checkbox to check-in and print the badge(s) for the visitor(s). |
- Click the Save button.
- Your new visitor is now registered with the building.
Approving a Pending Visitor
This feature will allow you to approve a pending visitor.
- From the Property & Facility menu, click Visitor Security.
- From the Visitors page, ensure the applicable property and time period are selected in the drop-down lists in the upper-right of the page.
- Note: Pay close attention to the time period filter, as visitor records will appear in the Pending Approval tab only when the applicable time period is selected.
- From the Visitors page, click the Pending Approval tab and then click the Visitor Name that you desire to approve.
- Note: Vendor visitors require approval by a Visitor Security Admin, so plan to review future Vendor visitors at least once per day to give the requesting tenant time to provide a COI.
- From the Visitor: [Visitor Name] page, carefully review the information submitted for approval and then click the back button on your browser to return to the Pending Approval tab of the Visitors page.
- Select the checkbox next to the visitor that you reviewed and click the Approve Visitor(s) button.
- Note: Repeat the above steps to approve multiple visitors.
- Your visitor has now been approved.
Checking In an Approved Visitor
This feature will allow approved visitors to be checked in at the building's security desk.
- From the Property & Facility menu, click Visitor Security.
- From the Visitors page, click the Scheduled tab and locate the desired Visitor Name.
- Note: You can click the table headers to sort the visitor list by that criteria (i.e. click VISITOR to sort the list alphabetically by first name).
- Select the checkbox next to the Status of the visitor that you desire to check in and click the Check in Visitor(s) button.
- After the visitor has been checked in they will be moved to the Checked In tab.
- Click the Checked In tab, select the checkbox next to the Status of the desired visitor, and then click the Print Badge(s) button.
- Your scheduled visitor has been checked in and is now ready to receive their badge.
Checking Out a Visitor
This feature will allow you to check out a visitor when they leave the property.
- From the Property & Facility menu, click Visitor Security.
- From the Visitors page, click the Checked In tab and then click the desired Visitor Name.
- Note: You can click the table headers to sort the visitor list by that criteria (i.e. click VISITOR to sort the list alphabetically by first name).
- From the Visitor: [Visitor Name] page, navigate to the Workflow Information section, locate the Status field, and select Checked Out from the drop-down list.
- Click the Save button.
- The visitor will then be moved from the Checked In tab to the Checked Out tab of the Visitors page.
- Your visitor has now been checked out.
Printing a Visitor Badge
This feature will allow you to print a visitor badge.
- From the Property & Facility menu, click Visitor Security.
- From the Visitors page, click the Checked In tab and then select the checkbox next to the Status of the Visitor that you desire to print a Visitor Badge for.
- Click the Print Badge(s) button.
- Once the Print window has opened, click OK to print the visitor badge.
- The visitor badge has now been printed.
Identifying a Visitor on the Watch List
This feature will allow you to identify a visitor located on the Watch List who is restricted from accessing the property.
- From the Property & Facility menu, click Visitor Security.
- From the Visitors page, click the Watch List tab and locate the desired Visitor Name.
- Note: You can click the table headers to sort the visitor list by that criteria (i.e. click VISITOR to sort the list alphabetically by first name).
- The visitor has now been identified on the Watch List.
- Note: See the Registering a New Visitor article for reference on how to add a new individual to the Watch List.
Removing a Visitor from the Watch List
This feature will allow you to remove a visitor from the Watch List.
- From the Property & Facility menu, click Visitor Security.
- From the Visitors page, click the Watch List tab and then click the name of the visitor that you desire to remove from the Watch List.
- From the Visitor [Visitor Name] page, navigate to the Workflow section, click the drop-down arrow for the Status field, and then select Cancelled.
- Click the Save button.
- Upon saving you will be directed to the Visitors page.
- The visitor has now been removed from the Watch List for the property.
Cancelling a Visitor
This feature will allow you to cancel a visitor to the property.
- From the Property & Facility menu, click Visitor Security.
- From the Visitors page, ensure the applicable property and time period are selected in the drop-down lists in the upper-right of the page.
- Note: Pay close attention to the time period filter, as visitor records will appear on screen only when the applicable time period is selected.
- From the Visitors page, click the Visitor Name that you desire to cancel.
- From the Visitor: [Visitor Name] page, navigate to the Workflow section, locate the Status field, and select Cancelled from the drop-down list.
- Click the Save button.
- The visitor has now been cancelled and will disappear from the Visitors page.