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).
- Click Visitors from the left navigation then click Visitors from the menu to open the Find a Visitor page.
- Optionally, use any combination of search options and/or filter the location as required.
- Click Find to display a list of visitors either attending meetings, with personal space booked, or ad-hoc visitors added manually.
- 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.
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.
- In the Visitors module, click Home
- Click Advanced.
- Click Import Visitors.
- Click Example import Excel file to open a new template in Excel.
- Enter all your visitors’ information in the relevant columns. Do not add additional columns or amend the column names!
- Save the Excel file.
- On the Import Visitors page click Choose file and select the Excel file.
- Complete the remaining fields on the Import Visitors page.
- Click Import. Condeco will confirm the number of visitors imported.
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