The Visitors section of the OneLens 360 app provides a central location for Facility Managers to create and manage visits for a building or a series of buildings within one organisation. 

📌 Applies to app version 2023.02 or later

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The Visitors section has the following pages that you can see depending on the access permissions for your role:

• Visitor Dashboard
• Visitor List
• Visitor Trends

Read more about role permissions here: API Security Rights 

To view visitor data for a different building than your default building, use the menu on the left. Find the Select a building: dropdown with the list of your organisation's buildings directly under the application selector in the top-left corner.

Visitor Dashboard

The Visitor Dashboard page provides an overview of the visits for the selected building for the current day:

• Chart showing visitors today starting from one hour before you watch this. Earlier visitors are not displayed.
• The Add new visitor widget with the Add Visitor button.
  • Note 1: In case the user who adds a visitor has the visitor approval permissions (API.Visits.Approve), their new visitors will be automatically approved. If not, their visitors will be awaiting approval by the user who has the necessary permissions.
  • Note 2: Adding an ad-hoc visitor from Visitor Dashboard assumes that the visitor is already in the building, so the visitor is then automatically checked in.
• The red Visitors awaiting approval button. It takes you to the Visitor List page where you can filter by Awaiting approval to make your decision.
• Visitors list where you can search for a visitor by name or visitor ID to check their status, for example. The list includes visitors for the past 30 minutes and expecting visitors within the next 3 hours along with their following details: visitor's name, host who invited the visitor, and visitor status in table format.

There are the following statuses for visitors:

• Checked-in
• Approved
• Awaiting Approval
• Awaiting Arrival (approved and not approved) – transitional state that is activated 5 minutes before arrival of the visitor
• Checked-out
• Denied who are not allowed to come
• Auto-cancelled if the meeting was cancelled
• Cancelled if you cancel a visitor who is no longer coming
• No Show – the person didn't show up even after the check out time of the booking

Use the View Details button to go to the Visitors List page and manage visitors.

Adding a new visitor

You can add new visits directly from the Visitor Dashboard in the Add new visitor widget. Click the Add Visitor button, and the Add Visitor popup opens.

Enter visitor data, start of their visit, and host name and email to create a visitor entry. Also, enter PACS ID for the Physical Access Control System.

Visitor List

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:

• Add a new visitor
• Check a visitor in or out
• Approve, deny, or cancel a visitor if you have appropriate role permissions
• Print pass for one or more visitors. Read more about this feature here: Print Pass function in OneLens
• 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

Visitor Trends

This page displays aggregated data of your visitors for the the next 14 days to support your facility management activities. Summary updates are done overnight, not in the real time. There are the following charts on the page:

• Visitors Overview bar chart
• Donut charts representing the overall number of visitors for these two weeks and divided by:
  • Visit Approval Status
  • Approved Visits
  • Check-in/Checkout Status charts

How the charts work

1. Hover over one of the bars that represents a day in the upper bar chart to view number of visitors for that day. Colours of the bar represent the following visitor statuses:
   1. Denied
   2. Never Approved (to be deprecated)
   3. Awaiting Approval
   4. Approved
2. The below donut charts display the details about visitors for the next 14 days and are grouped by:
   1. Visit Approval Status: Denied, Never Approved, Awaiting Approval, Approved
   2. Approved Visits: No Show, Cancelled, Completed, Active
   3. Check-in/Checkout Status as visitors enter or leave the building: Not Checked In, Checked In, Checked Out
3. Click one of the bars. The below donut charts will update to show the details for that day.

Use these data to timely approve visitors or contact the responsible person for this, ensure that all visitors have checked out, plan for reception staff into the next few days, etc.

Previous versions

Applies to app version 1.12 till 2023.02

Click to Zoom

Adding and editing a visit

New visits can be added directly in this view by clicking on the "Add" button at the top right of each view which opens up a dialog that allows the visit information to be entered/amended.