Send or approve a visit request

Some facilities prefer to initiate visit requests for some or all visitors who need access to their facility. Meanwhile, other facilities don't initiate visit requests at all, and expect visitors to simply check in once they arrive at the facility. Whether you will need to use the visit request feature explained in this article depends on your facility's preferences.

 

An advantage of sending visit requests from the facility side is that in the visit request form, the facility can preset a lot of the information that the visitor may not know, such as what zone in the facility the visitor is going to, when they should visit, and who they're going to see.

 

In this article

• Send a visit request to a visitor's email
• Approve a visit request and check the visitor in

Send a visit request to a visitor's email

1. On your facility dashboard, select Initiate Visit Request.

   

2. On the Initiate Visit Request form, enter the visitor's email address.
3. Select which type of visitor the person is. Your facility can customize which visitor types are displayed, so you may not see all types:
   • Visitor
     • General Visitor
     • Parent
     • Clergy
     • Minor
     • Sub-contractor
     • Private Visitor (only visible to facility staff with the "Private Visitor" role)
   • Vendor (Vendor guest)
   • Contractor (Contractor guest)

4. Complete the other fields in the form and then select Initiate Visit Request.

   Tip If your facility wants to customize which fields on this form are required and which visitor types are displayed, please contact your facility's Customer Success Manager.

   

   A New Visit Request email is sent to the visitor via the email address you entered in the form. (In the email, the visitor must select Request a visit, and then complete the Request a Visit form and select Continue.)

5. Once the visitor completes the Request a Visit form, you will receive an email notification that the visitor has submitted the request. Learn how to approve a visit request and complete the check in.

   Note To receive the email notification, email notifications for Visit Requests must be enabled for your account.

Approve a visit request and check the visitor in

1. On your facility dashboard select Visitors and then select the Visit Requests tab.
2. Select the appropriate visit request. Under the Real-time Checks section, Green Security displays any flags for:
   • Public safety screening possible matches
   • Watchlist screening possible matches 
   • Vendor guest possible matches
   • Denied background vendor possible matches
   • Locked vendor possible matches

3. If you are checking in a vendor guest, if the vendor guest passes all checks and is displayed in the Vendor guest possible matches row, select This is the visitor and then select Approve > Yes.

   

4. To complete the vendor guest check in, select one of the following:
   • Print Badge Now: Select this if there are no kiosks at the facility, even if you will not be printing.
   • Send Email: Select this if there are vendor check in kiosks at the facility. The vendor guest will be emailed a QR code to scan at a vendor check in kiosk.
   • Do Nothing
5. On the New Visitor Checkin form, ensure all required fields are completed, and then select Continue. The vendor guest check in is complete, and the message "You have successfully checked in the visitor" is displayed.
6. If you want to verify that a vendor guest has been checked in, on your dashboard go to Visitors > Visitor Checkins tab. The vendor guest check in should appear in the list.

Note Learn more about checking in a visitor and view Visitor Flags that may prevent a successful check in.