Applies to app version 2026.02 onwards
The Visitors section of the Operations app provides a central location for Facility Managers to create and manage visits for a building or a series of buildings within one organisation.
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The Visitors section has the following pages that you can open depending on the access permissions for your role:
- Summary
- Analytics
- Visitor Types
Permissions required for the visitors functionality
ℹ️
All pages and actions within IBSS apps are security controlled.
⚠️ While the product name and pages names have changed, we're still working to rename associated permissions.
| Visitors section and Summary page access | ONELENS360.OperationalServices.Visitors |
| Analytics page | ONELENS360.VisitorAnalytics.Overview |
| Visitor Types (with Visitors section permissions as a prerequisite) | ADMINPORTAL.PortfolioSetup.VisitorTypes |
| Visitor Print Pass option on the Summary page | ONELENS360.OperationalServices.VisitorPass |
| DATAMODEL.Visits.Create | Without it, the "Add visitor" button is disabled |
| DATAMODEL.Visits.Update | Without it, Save, Approve, Deny, Check in and Check out are all disabled |
| DATAMODEL.Visits.Update | Read into canUpdateVisits, but nothing uses that value, so it has no effect |
| DATAMODEL.Notes.Create / Update / Delete | Controls adding, editing and deleting notes |
| DATAMODEL.VisitorTypes.Create | Controls the Create button, and Save on a new visitor type |
| DATAMODEL.VisitorTypes.Update | Controls Save on an existing visitor type |
| DATAMODEL.VisitorTypes.Delete | Controls Delete |
Visitor statuses
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
Notifications about visitors
Notifications can be defined depending on the configuration of the IBSS platform.
✅ Host can be notified about their visitor:
- Being approved or declined.
- That their visitor arrived, checked in, or registered themselves using Guest tablets.
✅ Operational team or Front of House staff can be informed about the need for approval.
✅ Visitor receives a notification when they added to the meeting or they are registered in the system as an ad-hoc visitor.