The expected visitor workflow in Visitor Aware allows companies and schools to pre-identify visitors, ensuring the appropriate person is notified upon arrival, whether they check in through a kiosk, or a staff member manually clicks a button to notify the recipient hosting the meeting.


Managing Expected Visitors

The Expected Visitors page displays visitors who have been added for upcoming visits or meetings, and notifies the recipient hosting the visit when the visitor checks in, or arrives.


Complete the fields below to add, view, or edit expected visitors. Most are self-explanatory. Explanations are provided only where additional guidance may be helpful.

Steps

  1. From the left navigation, click Visits | Expected Visitors. 
  2. On the Expected Visitor screen and table, you can view and manage the scheduled visitors:
  • Visitor: Person expected to visit
  • If the Company and Notes fields have been filled out, you can hover over the tool tip icons and view the visitor’s company name and notes
  • Location: The location for the visit
  • Arrived: Visitor arrival status, Yes or No
  • Notify, or Notified: Indicates the status of the notification

Note: To manually notify the recipient host of the visitor, typically the front desk staff can click the Notify button. Once the button has been clicked, it will change to Notified. 

Using the Add and Edit Visitor Screens

To add an expected visitor, click the Add New icon on the top right of the screen. You can also click the hyperlink in “Click here to add a new expected visitor.”


Note: A banner appears when Visitor Aware does not have a phone number for the recipient (meeting or visit host) on file.



Note: The fields apply to the Add Visitor and Edit Visitor screens. You can delete the fields that display an “x” on the right-hand side of the field.

Steps

  1. From the Add Visitor screen, fill out the following fields:
  • Select or Type the Visitor Name:  If the visitor is new to the system, you can add them directly within this field by typing their name manually. You must click the name to add it
  • Associated Company (Optional)
  • Visitor Phone (Optional) This field will populate for visitors who have provided a phone number during a past visit
  • Visitor Email (Optional) This field will populate for visitors who have an email stored on their existing visitor profile
  • Expected Arrival Date: Defaults to current date
  • Expected Arrival Time: Optional - If left blank, the meeting host will not receive a notification when the expected visitor arrives

Note: If the visitor checks in using a kiosk, their check-in must occur within one hour of this expected arrival time for an automatic notification to occur.

  • Purpose of Meeting (Optional)
  • Select Location
  • Visitor Instructions (Optional): Provides a note for the front desk or other staff. These instructions will appear on screen if the visitor checks in within one hour of their expected arrival time
  • Recipient: Name of the meeting host
  • If you do not select a recipient, you will be the recipient
  • If the intended recipient is not already in the system, click Add New.
    Fill out:    
    • Recipient Name
    • Recipient Email
    • (Optional) Recipient Mobile Phone
  1. Click the Save button. A confirmation message appears and includes the name of the recipient, and if added, notes.
  2. To delete the visitor, click the Delete button at the bottom of the screen.