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Preregister Multiple Visitors

Last updated: Thu, 27 Apr 2017 19:09:05 GMT
iOFFICE Knowledge Center

Preregister Multiple Visitors

You can now preregister multiple visitors at once using the new Upload Visitors option in the Visitor module. When you have a large number of visitors, such as when a group is visiting your building, you can now add all the visitors and designate the date and time of the visit in a single location. This enhancement streamlines the process of adding multiple visitors, saving time and allowing you to register groups of visitors in a few simple steps.
 


Step 1: Download the Template 

Let's say you have a group coming to your building and the group has provided you with a list of the visitors you should expect. To add all the visitors at once, access the new Upload Visitors screen by selecting Visitor → Upload Visitors. The Upload Visitors screen displays. On this screen, click the Download Template button to download the preregistration template.

 

Download_and_Open_Visitor_upload_template.gif

 

The .csv file that is downloaded contains your site's field configuration in the correct order, allowing you to easily enter the visitor information or copy and paste the information from an existing list. Simply open the template and begin making your entries. 
 


Step 2: Enter Visitor Information 

Using the downloaded template, enter the information for your group of visitors. You can either enter the information manually or you can copy the information from an existing list. If you are working from an existing list, we recommend you copy information from the list to the downloaded template since the fields listed on the spreadsheet must match your site exactly. This is the best practice, as it can help you avoid errors generated from unmatched field names. 

 

Copy_visitor_information.gif

 

Additionally, copying existing information reduces the potential for keystroke errors when making redundant entries, saving you time later on.
 


Step 3: Upload the Information  

Once you save the completed .csv file, open the folder containing the file. Then drag and drop the file to the Upload Visitors screen.

 

Drag_and_drop.gif

 

The entries are uploaded and display on screen, providing you with an opportunity to verify and update the information prior to preregistering the group. In addition, the entries are verified for certain information, such as a valid host email, the visitor watch list, and required entries. Visitor records that meet the requirements display with a Green Checkmark.png (green checkmark) to the left of the record, while a Red X.png (red X) displays to the left of any record that does not meet the requirements.
 


Step 4: Confirm Visitor Entries 

If a Red X.png (red X) displays to the left of a record, the record must be reviewed prior to completing the upload. To update or review the record, simply select the record. Additional record details display on the right-hand side of the screen, allowing you to update or remove the record as needed.

 

For example, if the record matches a visitor on the visitor watch list, you can verify the match and remove the visitor record from the list prior to adding the record. Select the record, click the View in WatchList button, and then click the Yes button to remove the visitor record. The record is removed from the upload list.

 

Remove_Visitor_Watch_list_record.gif

 

This feature allows you to correct any mistakes made while entering visitor information in the .csv file, and to add information to required fields that were not completed prior to the upload. In addition, the host email associated with each visitor record is verified automatically before the visitor can be added, providing an extra level of security to the upload process.
 


Step 5: Schedule the Visit 

After your review process is complete and a Green Checkmark.png (green checkmark) displays to the left of each visitor record, you can use the Date and Time fields at the top of the screen to enter the date and time of the scheduled visit. You have the option to enter the date and time manually or use the Calendar icon.png (Calendar) and Arrow buttons.png (Arrow) buttons to enter the correct date and time.

 

set_date_and_time.gif

 

These intuitive functions allow you to quickly schedule the visit using your preferred method of entry.
 


Step 6: Preregister the Visitors 

Once you have set the date and time, you simply click the Preregister button to complete the upload process and add the visitor records.

 

Preregister the Visitors.png

 

The records are moved from the Upload Visitors screen to the Queue screen, and a confirmation message displays to indicate the visitors have been successfully added. You can then add your next group of visitors on the Upload Visitors screen or navigate to the Queue screen, where you can check-in visitors using your normal process.
 


Using the new Upload Visitors screen, you can now register large groups of visitors at once in the Visitor module, providing you with an effective alternative to redundant data entry. This new feature allows you to easily convert an existing list of visitors into a format that meets your security requirements, allowing you to efficiently process large groups of visitors. 

 

The Upload Visitors option will be released to all customers over the next two weeks. If you have any questions, please call 713-526-1029, or send an email to support@iofficecorp.com.