Inviting visitors using an imported visitor list

2024-06-21Last updated

If you have more than five visitors to invite to your event, you can use a CSV file import to populate your visitor list.

Before you begin

  1. Familiarize yourself with workflows.
  2. Enable visitor management for your site.
  3. Ensure that you have the required permissions to invite visitors to the site.

What you should know

  • If your identity home site is configured, you’re automatically granted access to invite visitors to that site. Access is only automatically granted if the options for site visitor management have been configured to allow people to invite visitors.
  • The options displayed when inviting visitors can vary depending on the site settings and settings configured for visitor management.
Tip: When you Import visitors, a sample CSV file provided by the system can be used. The columns in the sample CSV file match the settings in the site configuration. You can then complete the visitor details values in the CSV file and import all visitors in one click. For example, importing 500 people to a site visit or customer event.
Note: Mandatory fields are highlighted in the user interface with an asterisk (*).

Procedure

  1. Log on to the self-service portal.
  2. Do one of the following:
    • Click Dashboard > My requests > New request > Invite visitors .
    • Click Dashboard > Visits > New visit event .
  3. In the New visit event wizard, enter or select details about where the event will take place.
    Visit event wizard in Genetec ClearID™ showing the name of the visit event, where it will take place and any default access.
  4. Enter or select details about when the event will take place and the purpose of the event.
    Visit event wizard in ClearID showing when the visitor requires access and the purpose of the visit.
    Tip: Remember to include time before and after the visitor event or meeting when the visitor might also require access.
  5. Prepare to import who you want to invite to the event.
    Visit event wizard in ClearID showing the import visitors and add visitors buttons.
    1. In the Who will attend this event? section, click Import visitors and then choose one of the following:
    • Use an existing CSV file.
    • Download a sample CSV file.
  6. If you chose to use an existing CSV file, do the following:
    1. Drag and drop an existing CSV file containing the customers you want to invite or click Browse to select the file you require.
      Import visitors dialog in ClearID showing a CSV file selected.
    2. Click Import file to import the visitor list.
    3. Click Confirm to complete the import.
    4. (Optional) Click Edit () to modify any visitor details and click Save to confirm the update.
  7. If you chose Download a sample CSV file, do the following:
    1. Click Download a sample CSV file.
      Import visitors dialog in ClearID with the download a CSV file highlighted.
    2. Select and open the downloaded CSV file.
    3. For each visitor, complete a row of visitor information in the CSV template file.
      ClearID Visitor information CSV template file example showing some sample visitor information.
      Note: The columns in the CSV template can vary depending on the settings in your site configuration.
    4. Save the visitor list as a CSV file.
    5. Return to the Import visitors dialog, to drag and drop or click Browse to select the file you created.
    6. Click Import File to import the visitor list.
      Import visitors dialog in ClearID.
    7. Click Confirm to complete the import.
  8. Complete details about the event.
    Visit event wizard in ClearID showing the details section including visitor hosts and notes for security.
    Name
    The name of the visitor event host.
    Email
    The email address for the visitor event host.
    SMS
    Enter a mobile phone number to send SMS alert notifications to visitor hosts when the visitor checks in.
    Note: Use the search field to add more visitor hosts. You can add up to 10 visitor hosts.
    (Optional) Notes for security
    Add notes about the visitor, the visit invite, or the visit event.
  9. Click Finish.
Your visit request has been submitted and is waiting for the required approvals.

Example

Watch this video to learn more. Click the Captions icon (CC) to turn on video captions in one of the available languages.

After you finish

Confirm whether the request was approved or rejected:
  • Check your email for a Visit approved email.
  • Check My requests in Genetec ClearID™.