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Visitors

    Information about Visitors

    This option is used to view a list of all Visitors and also general information on each. This window also enables you add a new visitor to the list, edit or remove a visitor from the list, view a selected visitor’s record to view all past visits and also to issue a visitor with a visitors clocking card.

    View Visitor Information


    To view information on visitors, proceed as follows:
     

    1. Select the Visitors option from the Query or Edit / Access Control dropdown menu. The Browse Visitors window will be displayed.

      Browse Visitors.jpg

      The options available from this window are:
    1. Visitors List. This is a list of all visitors and provides the following information for each:
    1. Direction and Site. This column will identify if the visitor is on site or not (green or red arrow respectively) and also which site is being visited.
    2. Visitor. This is the Visitors identification number and the icon identifies if the visitor is on the premises (green arrow) or not (red arrow).
    3. Last Name. This is the Visitor’s last name.
    4. First Name. The first name of the visitor.
    5. Company. This is the Company for whom the visitor represents or is employed by.
    6. Telephone. This is the visitor’s contact telephone number.
    7. Area. This identifies the area where the visitor has clocked into.
    1. Send To button. Used to send the current window’s information to a printer, a file or as e-mail.
    2. Add button. This button is used to add a new visitor record to the list.
    3. Change button. This button is used to change the record of a selected and highlighted visitor in the list.
    4. Remove button. This button is used to remove a record of a selected and highlighted visitor in the list.
    5. New Visit button. This button is used to record a new visit for a selected visitor in the list.
    6. Past Visits button. This button is used to view a list of all past visits for a selected visitor in the list.
    7. Clockings button. This button enables you to view the list of clockings for a selected visitor in the list.
    8. Close button. Used to close the window.

    Adding a Visitor


    To add a new visitor to the list, proceed as follows:
     

    1. When the Browse the Visitors File window is displayed, select the Add button. The Update Visitors window will be displayed.

      Adding a Visitor.jpg
       
      Enter the related Visitor’s information into the respective text boxes. The information includes:
    1. First Name. The first name of the visitor.
    2. Last Name. This is the Visitor’s last name.
    3. Company. This is the Company that the visitor represents or is employed by.
    4. Telephone. This is the visitor’s contact telephone number.
    1. Select the Ok button to save the Visitor’s information and to add the visitor to the list.

    Change a Visitor’s Record

     

    To change a Visitor’s Information Record, proceed as follows:

    1. At the Browse the Visitors File window, select and highlight the Visitor whose information is to be changed and then click on the Change button. The Change a Visitors Record window will be displayed.
    2. Edit the Visitor fields that need to be changed (as detailed in Adding a New Visitor above) and once completed select the Ok button to save the changes and to close the window.

    Remove a Visitors Record


    To remove a Visitors Record from the list, proceed as follows:

    1. Select and highlight the Visitor Record to be removed and then click on the Remove button.
    2. When the confirmation window is displayed clock on the Yes button to remove the selected Visitor’s Record from the list.

    View a Visitor’s Previous Visits


    To view a visitor’s previous visit record, proceed as follows:

     

    1. When the Browse the Visitors File window is displayed, select and highlight the Visitor whose visits record is to be viewed and then click on the Past Visits button and the Browse Visits window will be displayed.

      Browse Visits.jpg

      The information provided by this window includes:
    1. Card Number. This is the actual card numbers that were used on particular visits.
    2. Date. The actual date of the visit.
    3. Contact. This is the name of the employee who was visited.


    Note: The Change button, although present, does not function as a past record cannot be changed from this window.
    The Clockings button will enable you to view the particular visitor’s clockings.

    Create a New Visit


    This option is used to create a new visit for a Visitor who already exists.

    To create a new visit and issue a visitors card, proceed as follows:

    1. When the Browse the Visitors File window is displayed, select and highlight the Visitor for whom a new visit is to be created and then click on the New Visit button. The New Visit window will then be displayed.

      Note: The Issue a Visitor Card option from the Task dropdown menu can also be used to run the wizard that will assist with filling in of the information required to issue a visitor’s card.

      Add a New Visitor Wizard.jpg
       
    2. Use the Card Number select button and select a visitor’s card that is to be issued to the visitor for this new visit.
    3. Use the Contact lookup button and select the employee who is being visited.
    4. If a particular time zone is to be used to control and limit the visitor’s access then use the Time Zone select the required time zone that is to be applied.
    5. If area limits are to be applied to the visitor, use the Access Rights select button to select the access rights that are to be applied.
    6. If Anti Pass Back is to be applied to the card, select the appropriate check box (shows a tick if it is to be applied).
    7. Select the Ok button to add the new visit record.

    View Visitors Clockings


    To view a list of all visitor clockings, proceed as follows:

    1. Select the Visits option from the Query or Edit / Access Control dropdown menu and the Browse Visits window will be displayed.

      Browse Visits 2.jpg
       
    2. Use the From Date select button to select the date from when the list of visitors is to be viewed.
    3. The Order options can be used to select the order in which the visitor clockings are to be listed.

      The information provided in the Visitor Clockings list includes:
    1. Name. This is the name of the visitor. Also the company they represent will be displayed within brackets before their name.
    2. Card Number. These are the actual card’s that were used for previous visits.
    3. Date. The actual date of the visit.
    4. In and Out Times. These are the actual times when the visitor clocked In and Out.
    5. Contact. This is the name of the employees who were visited.
    6. Telephone. The visitors contact telephone number.
    1. If required, use the Send To select button to send the current window’s information to a printer, a file or as e-mail.

     

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    Page last modified 11:16, 5 Jul 2013 by Susanne CS Time/TNA Documents > User Module > Access Control > Visitors

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