Visitor Listview

Visitor Listview

The visitor listview is your home base for managing visitors entering or exiting your facility. Visitors could be regular visitors, like the elevator mechanics, Audio Visual company, contractors working on a renovation at your hotel, etc. They can be one-off visitors like a salesperson, or a regular, repeat visitor that comes in at regular intervals. SOVA allows setting up visitors with elevated privileges, allowing them to checkout equipment.
 
Features of the visitor list view are discussed below:

  1. A-Z quick search buttons allow filtering your list in one click by the first name of the visitor
  2. Click the Scan Visitor ID button to open a popup, allowing a visitor pass to be scanned while searching for a visitor to edit, or processing a visitor
  3. Advanced search by visitor name, company associated with the visitor, visitor type, dates of visit, or visitor status. Visitor statuses in SOVA can be set to:
    • New Visitor - visitor record has been added to SOVA, but the visitor has never checked in
    • Pre-booked - same as a new visitor, but a pre-booked visitor has a host assigned, meaning the visitor has a defined meeting setup with someone at your business
    • Checked In - visitor is currently checked in at your facility. In the visitor dashboard, SOVA allows running an emergency list so all visitors can be accounted for during a building evacuation
    • Checked Out - visitor has visited at least once, but is currently checked out
  4. Allows processing one or more visitors as a group to print badges, change from checked in to checked out, active to inactive, etc.
  5. Visitor types as set by you. Common visitor types are:
    • Vendor
    • Contractor
    • Union Rep
    • Candidate for employment
    • Corporate visitor
    • Owner
    • Police/Fire/Medical
  6. A host is an employee at your company that has agreed to meet with a visitor. This could be your Executive Housekeeper at a hotel, who has a meeting scheduled with a chemical vendor. It could be your Human Resources Manager meeting with a candidate for employment. You would setup the salesperson and the candidate for employment as "Pre-booked" visitors, and select these employees as hosts.
  7. The most recent arrival time of the visitor, or the last time they checked in at your company
  8. The expiration date of the visitors pass. This can be edited, but by default, the expiration date for a visitor pass is set to the day after the pass is created (valid for 24 hours). For regular, repeat visitors, you might consider setting an expiration date of 30 days, or more.
  9. A visual way to see the current status of all visitors
  10. The action menu in the visitor module allows these functions:
    • Edit Visitor - Allows editing all fields for the visitor. Add or edit visitor contact details like email or phone number, update a visitors image (useful to do regularly, to make sure you have a current image in the event their facial features have changed)
    • Process Visitor - Use this to quickly process the visitor to check them in or out. When the process screen opens, there is some logic that runs to confirm that the visitor, or their company, is authorized.
    • View Log - Shows recent visits by the selected visitor
    • Delete Visitor - Deletes the visitor. In SOVA, nothing is ever deleted, so if you make a mistake and delete anything, it can usually be restored. Give us a call if this ever happens

TIP: Any visitor type can be setup so SOVA automatically sends out email notifications when a visitor of this type checks in. An email for flagged visitor types is also sent when the visitor checks out, and gives a count of these flagged visitors types that remain checked in. This is useful to keep track of your VIP visitors, union reps, etc.

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