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Defining Visitor Alerts and Types

Last updated: Tue, 12 Dec 2017 17:28:03 GMT
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Defining Visitor Alerts and Types

 Administrators can use the Alerts and Types screen to define custom alerts that can be added to visitor records in the Visitor module. This screen can also be used to define the visitor types available in this module.

To access the Alerts and Types screen, select Admin → Visitor → Alerts and Types from the sidebar menu. The Alerts and Types screen displays.
 

Accessing Alerts and Types - Visitor Admin.gif
 

Visitor alerts defined on this screen can be added to visitor records to provide employees with important information about the visitor on subsequent visits, such as whether the visitor is a VIP or should be escorted while on the premises. These alerts can be added to visitor records using the Alerts option on the Search History screen in the Visitor module.

Visitor types defined on the Alerts and Types screen can be used to place visitors in different categories, such as contractors, employees, or vendors. Visitor types can then be added to visitor records during registration by making an entry in the Visitor Type field on the Visitor Registration screen.

Note: The Visitor Types field is only available for visitors if the field is assigned to the visitor center. Fields are assigned or unassigned on the Customize screen, which is accessed by selecting Admin → Visitor → Customize from the sidebar menu.

Refer to the following procedures for information on defining visitor alerts and types using the Alerts and Types screen. 

Adding a Visitor Alert

Use the following procedure to add a new alert for visitors registered using the Visitor module.

  1. Access the Alerts and Types screen.
     

  2. In the Visitor Alerts section, enter a name for the alert in the Alert Text field.

    Add Visitor Alert - Visitor Admin .gif
     

  3. Enter a description of the alert in the Alert Details field.
     

  4. Confirm Yes is entered in the Active field.
     

  5. Click the Add button in the Visitor Alerts section. The alert is added and will be available on the Search History screen.

Editing a Visitor Alert

If a mistake was made when adding a visitor alert, you can update the alert text using the Alerts and Types screen. Additionally, the activation status can be changed if necessary, such as when a visitor alert is no longer used. Use the following procedure to edit, activate, or deactivate an existing visitor alert.

  1. Access the Alerts and Types screen.
     

  2. In the Visitor Alerts section, click the existing alert you want to edit. The information for the selected alert is automatically entered in the Alert Text, Alert Details, and Active fields.

    Edit Alert - Alerts and Types - Visitor Admin.gif
     

  3. (Optional) Enter a new alert name in the Alert Text field.
     

  4. (Optional) Enter a new description for the alert in the Alert Details field.
     

  5. (Optional) To deactivate an active alert, enter No in the Active field. Alternatively, if the alert had previously been deactivated, enter Yes in the Active field to reactivate the alert.
     

  6. Click the Update button in the Visitor Alerts section. The alert information is updated and displays on screen.

Adding a Visitor Type

Use the following procedure to add a new visitor type to be available for visitors registering using the Visitor module.
 

  1. Access the Alerts and Types screen.
     

  2. In the Visitor Types section, enter a name for the new visitor type in the unlabeled Visitor Type field.

    Add Visitor Type - Visitor admin.gif
     

  3. Click the Add button to the right of the field. The alert is added and will be available in the Visitor Type field in the Visitor module. the visitor type can then be added to visitor records during registration by making an entry in the Visitor Type field on the Visitor Registration screen.

    Note: The Visitor Types field is only available for visitors if the field is assigned to the visitor center. Fields are assigned or unassigned on the Customize screen, which is accessed by selecting Admin → Visitor → Customize from the sidebar menu.

Editing a Visitor Type

Use the following procedure to change or delete a visitor type available for visitors registering using the Visitor module.
 

  1. Access the Alerts and Types screen.
     

  2. To change an existing visitor type, click the Edit button corresponding to the visitor type you want to change and proceed to step 3. Otherwise, proceed to step 5.
     

  3. Enter a new name for the visitor type in the unlabeled Visitor Type field.
     

  4. Click the Update button to the right of the updated visitor type. The visitor type is updated and will be available in the Visitor Type field in the Visitor module.
     

  5. To delete an existing visitor type, click the Delete button corresponding to the type in the Visitor Types section. The visitor type is deleted.