Enabling visitor management for sites

Before users can invite visitors, you must configure the visitor management settings for your site.

1. Click Organization > Sites .
2. Search for and select a site.
3. Click Visitor management to configure the visitor management options for a site.
4. Click the Settings tab.

   

   1. In the Basic section, configure the options you require:

      Enable visitor management for this site

      Select this checkbox to enable visitor management for this site.

      Site name displayed to visitors

      Enter the site name that you want displayed externally to visitors.

   2. In the Check-out section, configure the options you require:

      Automatic check-out time

      Automatic check-out on the last day of the visit at the end of the day

      The visitor is checked out automatically on the last day of the visit at midnight.

      Automatic check-out at the scheduled visit end time

      The visitor is checked out at the specified visit end time.

      Visitor's temporary access rights and QR code credential are deactivated during automatic check-out. If a grace period is activated, visitors are checked out after the additional grace period lapses after the visit end time.

      Grace period

      Adds extra time to the scheduled end time of the visit event. After the grace period lapses, the visitor is checked out.

   3. (Optional) In the Advanced section, configure the options you require:

      Visit event approval workflow

      Select the approval workflow that you require:

      No approval required

      No approval is required to complete visit event approval. For example, to simplify employees inviting visitors at any time.

      Supervisor approval required

      Supervisor approval is required to complete visit event approval.

      Visit event approver approval required

      Visit event approver approval is required to complete visit event approval.

      Note:

      If an area is selected during the visit event creation, it can trigger its own approval workflow.

      Visit escort requirement

      Select the badge type that you require:

      Visitor badge without escort

      Typically used for visitors who don’t require an escort and who don’t need door access to secure or sensitive areas.

      Visitor badge with escort

      Typically used for visitors who do require an escort or who need door access to secure or sensitive areas.

      Note:

      The visitor escort rule must also be turned on for the areas in Synergis™ to enforce the visitor escort rule. For the escort function to work properly, the Cardholder groups can escort visitors option must also be enabled in the General settings of the Access control task in Genetec™ Configuration desktop.

      Users can only invite guests to visit areas that they have access to

      • If the checkbox is selected, users can only invite guests to visit areas that the requesting user has access to. This setting is enforced when a guest visit request is created.
      • If the checkbox is cleared, users can invite guests to visit any area in ClearID that allows visitors.

      Automatically create QR code credentials for visitors

      If the checkbox is selected, ClearID automatically creates a QR code credential for visitors when a visit request is created. Visitors can then use the QR code contained in the visitor confirmation email to access specific parking entrances, turnstiles, or gated facilities. The QR code can also be used during check-in with security, at a reception, or at a Genetec ClearID™ Self-Service Kiosk.

      Display registration code in visitor last name field (Visitor management task in Genetec™ Operation desktop)

      • If the checkbox is selected, the last name field displays the last name of the visitor and the QR code value. This checkbox is selected by default.

        The checkbox must be selected for a QR code scanner to successfully scan and locate a pre-registered visitor in Genetec Operation desktop.

        

        Tip:

        You can use a Zebra QR code scanner to enter the QR code in the Last name field for you. In the Visitor management task in Genetec Operation desktop, click in the Search field, scan the QR code and press Enter.
      • If the checkbox is cleared, the last name field displays only the last name of the visitor.

        

      Note:

      When the registration code option is changed, only visitors created after the change are modified, previously created visitors remain unchanged.

5. (Optional) Click the Permissions tab.
   
   Do one of the following:
   • In the Basic section, select the All identities can invite visitors checkbox if you want all identities to be able to invite visitors to this site.
   • In the Advanced section, click Add role if you want to use roles to manage who can invite visitors to this site. You can then search for or select the roles that you require and click Add.

   

   Tip:

   When adding new role permissions, advise role members to sign out and sign in, if they want to load the new visitor invite permissions immediately.
6. (Optional) Click the Visit event info tab and configure the options you require:

   

   1. In the Parking locations section, add parking locations.
   2. In the Host meetup locations section, add meetup locations.
   3. In the Reasons for visit section, add the typical reasons for visits to your site.
      For example, customer meeting, partner meeting, job interview, delivery, taxi pickup, Uber pickup, lift pickup, and so on.
7. (Optional) Click the Visitor info tab and configure the options you require:

   

   1. In the Visitor information retention period section, select a retention period in days, months, or years.
      The default retention period is 1 year and the maximum is 3 years.

      Note:

      You can configure the retention period for each individual site to comply with the different data laws that might apply in your region.
   2. In the Site requirements Available fields section, click to add each additional field that you want to include during the visit event creation process for your site.

      

      License plate

      If selected, a license plate field is provided when a site visit is requested.

      Phone number

      If selected, a phone number field is provided when a site visit is requested.

      Assistance required (ADA)

      If selected, an Areas granted to visitors requesting ADA assistance section is displayed.

      Note:

      This assistance option is used to comply with the Americans with Disabilities Act (ADA).

      Export control required

      If selected, extra export control procedures are followed when a site visit is requested. For example, the visit host is prompted to confirm that non-U.S. visitors have signed export control paperwork.

      Non-disclosure agreement

      If selected, extra NDA procedures are followed when a site visit is requested. For example, the visit host is prompted to keep a log confirming that the visitor signed an NDA.

      Passenger name

      If selected, a passenger name field is provided when a site visit is requested. This passenger name field is useful in situations where a ride service (taxi, Uber, or other) is called to pick up a visitor from a site. In this situation, the name of the driver is also used as a visitor name and the passenger name field is used for the visitor being picked up.

      Delivery ID

      If selected, a delivery ID field is provided when a site visit is requested.

      ID number

      If selected, an ID number field is provided when a site visit is requested.

      Vehicle

      If selected, an extra expected vehicle details field is provided when a site visit is requested.

      Note:

      As fields are added, they are displayed in the Available fields later in the section.

      

   3. (Optional) If you added Assistance required (ADA) to your site requirements, in the Areas granted to visitors requesting ADA assistance section, add areas that should automatically be granted to visitors requesting ADA assistance.
      Note:

      When an employee invites a visitor that requires accessibility assistance to the site, the visitor is automatically added to the list of ADA areas.

      For example, If there’s a special door for wheelchair access, the people responsible for the site or facilities add that door for wheelchair access in a specific area and then add the area to the list of areas granted to visitors that request ADA assistance. If a visitor checks in with ADA enabled, ClearID grants the visitor access to this door, but not other visitors.

   4. (Optional) Click to remove any visitor fields that are no longer required.
8. Click the Email attachment tab and select the options you require:

   

   Instruction PDF

   This instruction file is used if you want to automatically include a Visit Instructions File PDF in email communications with visitors. For example, location details, site map, travel instructions, and so on. Regardless of the uploaded file name, the downloadable instruction file is saved as VisitInstructionsFile.pdf.

   No PDF uploaded

   A PDF instruction file hasn’t been uploaded yet.

   VisitInstructionsFile.pdf

   Click to download a copy of the VisitInstructionsFile.pdf.

   Note:

   This button is only visible and active after an Instruction PDF has been uploaded.

   Upload

   Click to upload a PDF instruction file.

   Best Practice:

   If your instruction file is a word document, click Save as Adobe PDF before uploading to ensure that visitors can’t modify the procedure.

   Remove

   Click to remove a Visit Instructions File PDF from email communications with visitors.

9. Click the Kiosks tab to customize your kiosk configuration.

   

10. (Optional) Customize the Kiosk options.
    These options customize the choices that are displayed to your visitors on your ClearID Self-Service Kiosk during the check-in or check-out process.

    Note:

    The self-registration option is only displayed when all other check-in options aren’t applicable.
    The following example shows the initial check-in or check-out screen customized for two different scenarios.

    

    The following example shows the Kiosk options customized with QR code, ID, and Email check-in options enabled.

    

    The following example shows the Kiosk options customized with QR code and ID check-in options enabled.

    

    The following example shows the Kiosk options customized with only the Email check-in option enabled.

    

11. (Optional) Customize the Kiosk theme.
    1. In the Kiosk theme section, choose a theme from the following:

       ClearID

       The ClearID theme (HEX color code 35768D) has no accent color.

       White

       The white theme includes extra controls to pick an accent color. For example, to align with your corporate branding.

    2. If you chose the White kiosk theme, select an accent color.

       

       The accent color is applied to the buttons displayed on the ClearID Self-Service Kiosk.
       The following example shows the white theme with blue accent color to match the blue corporate branding seen in the example.

       

       The following example shows the white theme with red accent color to match the red corporate branding seen in the example.

       
12. (Optional) Customize the Kiosk welcome screen.
    1. In the Kiosk welcome screen section, drag and drop your picture or browse to select a Kiosk welcome screen image.
       This image is used as the welcome screen company name or logo for the kiosk.
       The following example shows the welcome screen with a custom logo image.

       

13. Click Save.
    Note:

    Kiosk options changes are synchronized with your kiosk every 60 seconds.