Depending on the role settings, on this page, you will see a list of all visitors displayed for today by default. There are the following options available to you in this view:

• Use Search field and Filter. You can filter visitors using the Filter button or by filtering any column in the table, including by the person who created a visitor record: in the Created By column.
• View visitors for a different date or date range than today.
• Import or export visitor list if you have appropriate role permissions.
• Use quick action buttons in the top right of the table depending on your permissions:
  • Refresh the table after edits
  • Approve one or more visitors
  • Deny, cancel one or more visitors
  • Check one or more visitors in or out
  • Print pass for one or more visitors. Read more about this feature here: Print Pass function in OneLens.
  • Add a new visitor one by one.
    Select a corresponding visitor row to enable these buttons.
• Select a pencil icon in the Action column to open a full visitor record and work with it.

Adding a new visitor

1. Click + ADD at the top of the table.
2. Enter visitor details, start of their visit, arrival location as well as host name and email to create a visitor entry.
3. (optional) Enter PACS ID for the Physical Access Control System.
4. (optional) You can add notes to this visit now or later when editing a visitor record. This note will be used for internal needs and Font Desk staff:
   1. Visitor won't see these notes and won't be notified that they are added.
   2. Host can see all notes and add theirs if they have corresponding permissions.
5. Click Ok to save the record.

Working with the full visitor record

1. Click a pencil icon in the Action column next to the visitor that you want to view details for or edit. A new page opens.

2. View the details or edit active fields:
   1. Visitor Details.
   2. Add or edit Visitor Notes.
   3. Host name can be changed. Their email will be populated accordingly.
   4. Visit time.
   5. Manage answers depending on the Visitor Type questions. Read more here: How the Visitor Type option works 
   6. Approve or deny the visit if you have appropriate permissions.
   7. Check in the visitor into the building on the day of the visit.

Notifications about visitors

Notifications can be defined depending on the configuration of the IBSS platform.

✅ Host can be notified about their visitor:

• Being approved or declined.
• That their visitor arrived, checked in, or registered themselves using Guest tablets.

✅ Operational team or Front of House staff can be informed about the need for approval.

✅ Visitor receives a notification when they added to the meeting or they are registered in the system as an ad-hoc visitor.

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