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:

• 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 OneLens.
  • 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 visitors

With the relevant DATAMODEL Visits CRUD permissions, you can add one or more visitors.

Adding one new visitor

To add a new visitor, click + ADD at the top of the Visitor List table.

1. Stay on the SINGLE VISITOR tab.
2. Enter visitor details for the system to create a proper visitor record:
   1. First name
   2. Last name
   3. Company
   4. Email
   5. (optional) PACS ID for the Physical Access Control System.
   6. Arrival Location ID if this should be different from default building entrance.
   7. Visitor type if your organisation is using them.
3. (optional) You can add notes to this visit now or later when editing a visitor record. This note will be used for internal needs and Font Desk staff:
   1. Visitor won't see these notes and won't be notified that they are added.
   2. Host can see all notes and add theirs if they have corresponding permissions.
4. Add Host Details to associate this visitor record with. This is the person meeting the visitor.
5. Define Timings of the visit: date, visit start and visit end.
6. Click OK to save the record.

Visitor requests might need approval in your organisation. After approval, auto-approval if you have the right to approve, 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.

Note: Visitor passes are not security credentials. They are convenience passes designed to streamline check-in and optionally provide temporary QR‑based entry.

Adding a list of visitors

To add a list of visitors if you have their data, click + ADD at the top of the Visitor List table.

1. In the Add Visitor popup, go to the BULK UPLOAD tab.
   
2. Download Template to ensure that your data is formatted correctly.
   The file includes all fields that the system stores about the visitor, but only the following are required for a successful visitor records upload:
   1. Node_Id is the Node ID of the building where the visitor is expected. How do I know my node ID? 
   2. Visitor_First_Name, Visitor_Last_Name, Visitor_Email, Visitor_Company
   3. Visit_Host_Name, Visit_Host_Email must be a valid user in the system
   4. Visit_Start_Date, Visit_End_Date must be within building working hours
3. Upload the file that you have prepared using the Select File button.
4. 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.

Working with the full visitor record

1. Click a pencil icon in the Action column next to the visitor that you want to view details for or edit. A new page opens.

2. View the details or edit active fields:
   1. Visitor Details.
   2. Add or edit Visitor Notes.
   3. Host name can be changed. Their email will be populated accordingly.
   4. Visit 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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