The Summary page provides all available data about visitors to the selected building within the selected date range:

• Visitor Dashboard displays the visitors count visually in the chart.
• Visitors list table provides all details about the same visitors as on the dashboard and the ones that didn't happen: cancelled, no-show, or denied.

Visitor Dashboard Section

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.

Visitors List Table

Depending on the role permissions, 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:

• Use Search field and Filter. You can 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.
• Use quick action buttons in the top right of the table depending on your permissions:
  • Refresh the table after edits
  • Approve one or more visitors
  • Deny, cancel one or more visitors
  • Check one or more visitors in or out
  • Print pass for one or more visitors. Read more about this feature here:
    • Print Pass function in Operations
    • Setting up a visitor pass - new 
  • Add a new visitor one by one.
    Select a corresponding visitor row to enable these buttons.
• Select a pencil icon in the Action column to open a full visitor record and work with it.

Adding new visitors

With the relevant DATAMODEL Visits CRUD permissions, you can add one or a list of visitors.

On the Visitors page, click + Add. The Visitor Details popup opens.
To add one new visitor, add details on the Single Visitor tab: First name and/or last name Company Email of your visitor PACS ID for the Physical Access Control System. Building for the visitor arrival Arrival Location ID  Visitor type (non-mandatory) Select the relevant Visitor Type for your new visitor. Each visitor type flow has different questions that your visitor will be asked when they arrive to the building. You can add internal Visitor Notes. These are visible only by you and the Visitor Management team in another IBSS app. Most of the Host Details are automatically populated as you create the visitor. You can change host details if you have the necessary role permissions. Fill in or manage the field Host name or email address. The Host field will be automatically populated for the current user or if the host details change. Add or adjust Timings for the visit: Date Visit Start Visit End Confirm by clicking OK. This button becomes available after all mandatory fields are filled in.
If you have a list with multiple visitors that you need to upload: Go to the Bulk Upload tab. Download Template to ensure that your data is formatted correctly. Upload the file that you have prepared using the Select File button. There are many fields in the file, but only the following are required for a successful visitor records upload: Space_Id can be a Space ID of the main arrival location Node_Id is the Node ID of the building where the visitor is expected Visitor_First_Name Visitor_Last_Name     Visitor_Email     Visitor_Company Visit_Host_Name     Visit_Host_Email    Visit_Start_Date     Visit_End_Date Click Upload and Proceed to start processing your data. The file will be processed in the background, and you can check the progress on the Background Processes page. If the data is uploaded successfully, you will see the new records in the list.

Approvals. Visitor requests might need an approval in your organisation.

Invitation email. After approval or when it is not required, visitors receive your invitation and can access the building where you invited them to when they arrive. They will be using the QR code from the email invitation.

Access pass. If the Wallet Pass option is set up for your organisation, visitors who received your invitation will be able to add the Access Pass to their Apple Wallet or Google Wallet apps to conveniently check in to the building when they arrive. 

⚠️ Note: Wallet Access Passes are not a secure mobile credentials. They are convenience passes designed to streamline check‑in and optionally provide temporary QR‑based entry. 

While visitor email templates and wallet passes are customisable per organisation, here's what they can look like:

Apple Wallet pass	Google Wallet pass

Managing a visitor record

✅ Future visits that haven't started yet are editable across all fields: first name, last name, company, email, PACS, visitor type, arrival location, host, visit date, start time and end time as well as the check-in question answers where applicable and the notes.

✅ Checked-in, cancelled, and no-show visits allow adding notes only.

❌ Denied visits are not editable.

For future visits:

1. Click the row of the visitor record that you want to view the details of or edit. A new page opens.

2. View the details or edit active fields:
   1. Visitor Details: first name, last name, company, email, PACS, arrival location, visitor type.
   2. Add or edit Visitor Notes.
   3. Host name can be changed. Their email will be populated accordingly.
   4. Visit date and start and end time.
   5. In the Management section, manage answers depending on the Visitor Type questions. Read more here: How the Visitor Type option works.
   6. Approve or Deny the visit if you have appropriate permissions.
   7. Check In the visitor into the building on the day of the visit.

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.

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