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

Click any visitor row to open a Visitor popup and view their details about the visit and arrival along with the option to check in visitor into the building or add notes.

Or use the View Details button to go to the Visitors List page and manage visitors there.

Adding a new visitor from Visitor Dashboard

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. Some fields are pre-populated for convenience.

To add a visitor:

Add Visitor Details: First name and/or last name Company Email of your visitor PACS ID for the Physical Access Control System. Arrival Location ID Visitor type
2. You can add internal Visitor Notes. These are visible only by host in Flex and the Visitor Management team in the OneLens 360 app.
3. 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 following fields: Host name or email address. Host field will be automatically populated for the current user or if the host details change.
4. Add Timings for the visit: Date Visit Start Visit End
5. Confirm by clicking Ok. This button becomes available after all mandatory fields are filled in.

Visitors who received your invitation can add their Visitor Pass to their Apple Wallet or Google Wallet to conveniently check in to the building when they arrive. While visitor email templates and wallet passes are customisable per organisation, here's what they can look like:

• Apple Wallet pass
  
• Google Wallet pass
  

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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