Visitor Management

Group administrators have additional visitor management features and can manage scheduled external meeting attendees, walk-in visitors, and visitors with personal space bookings.

In addition to this guide, we recommend reading the user guide for Visitors.

Find a Visitor (Visitor Dashboard)

You can search for visitors from the Visitors Dashboard and prepare for their visit (for example, to print out badges).

1. Click Visitors from the left navigation then click Visitors from the menu to open the Find a Visitor page.
2. Optionally, use any combination of search options and/or filter the location as required.
3. Click Find to display a list of visitors either attending meetings, with personal space booked, or ad-hoc visitors added manually.
4. With the search results listed, you can mark visitors as arrived, and print passes and badges.

The following visitor management functions are discussed below:

• Mark visitors as ‘arrived’, print badges/passes, and notify the host
• Display roll call
• Search for canceled requests
• Import visitors

Mark visitors as ‘arrived’, print badges/passes, and notify the host

You can mark single visitors as ‘arrived’ or select multiple visitors to mark as ‘arrived’ at the same time.

Single visitors: To mark a single visitor as ‘arrived’, click Arrived next to their name. A pop-up window opens with the following options:

Print Pass: Opens the print dialog window where you can print badges. (Your system administrator must have configured Condeco with your organization’s template for the passes/badges).
No Pass Required: Mark visitors as ‘arrived’ without issuing passes/badges.
Undo Arrived: Returns to the list of attendees and removes the ‘arrived’ status.
Visitor Num: Enter a visitor number if applicable.

Multiple visitors: To mark multiple visitors as ‘arrived’ select the visitors from the list, then tick the Visitor button visible under the search fields. A pop-up window opens with the following options:

Print Pass: Opens the print dialog window where you can print badges. (Your system administrator must have configured Condeco with your organization’s template for the passes/badges).
No Pass Required Marks the selected visitors as ‘arrived’ without issuing passes/badges.

When you click Arrived a visitor arrival email is automatically sent to the Host.

*Your organization may have disabled this email notification.

Mark visitors as Collected / On Break / Departed

The options available depend on your organization’s global settings.

Collected: Mark a visitor as collected.
On Break: Use when a visitor leaves the building for a short period. When the visitor arrives back in the building click Off Break.
Departed: Mark a visitor as ‘departed’ when they have left and are not returning the same day. Visitors marked as departed are no longer listed on the Roll Call.

Display a Roll Call

For fire/health and safety/audit purposes, you can display a list of visitors who are marked as ‘arrived’ but have not yet departed.

Click Roll Call from the Find a Visitor page.

Search for visitors in canceled requests

At the top of the page tick Include canceled requests to view a list of visitors who are no longer attending a meeting and were deleted by a user.

Import Visitors

You can add a list of visitors in bulk for a meeting or event and assign them all to the same host, location, and booking ID, etc.

Follow the steps to import visitors in bulk.

1. In the Visitors module, click Home
2. Click Advanced.
3. Click Import Visitors.
4. Click Example import Excel file to open a new template in Excel.
5. Enter all your visitors’ information in the relevant columns. Do not add additional columns or amend the column names!
6. Save the Excel file.
7. On the Import Visitors page click Choose file and select the Excel file.
8. Complete the remaining fields on the Import Visitors page.
9. Click Import. Condeco will confirm the number of visitors imported.