Visitor groups help you organise and customise the sign in experience for different types of visitors. This guide walks you through how to create, edit and manage visitor groups from the online portal.

To view or manage your visitor group settings, go to the Manage section in the top nav of the home screen. Then, select Visitor Groups.

Here, you can create a new group and see your existing ones.

To create a new visitor group, click New group button in the top right corner and enter a name for the group.

You’ll then be asked to select the group type:

With a repeat group, you can then select how you'd like to manage your repeat group members from the below options. Click on an option to see further details about importing members or setting up integrations:

Once you’ve made your selection, click Continue where you will then be taken to the group settings below.

Depending on whether you are editing a Repeat or Standard visitor group, you will then have several options within the group settings. Please see these listed below, we have specified where something relates only to a repeat or standard group.

The Details tab for repeat visitor groups is where you can change the group name, add translations, manage group members, host notifications, and amend various other permissions.

To add a new translation for your group name, click the Translations button, then select the language and group name translation. You may add multiple translations to the group:

Settings for repeat groups contain additional options that are not available for Standard Groups. Within the Details section, this includes:

The Details tab for standard groups allows you to change the group name and add translations.

To add a new translation for your group name, click the Translations button, then select the language and group name translation. You may add multiple translations to the group:

This is also where you can choose to allow group members to save details for future visits or not. If this is enabled, then you can additionally see links to view Current and Archived members for this particular group.

The Fields & notices tab allows you to customise the fields and notices that visitors in this group will encounter. The categories include:

To add the sign in/out fields, click their corresponding Add button on the right side of the page.

You will then have the option to add from field library, or create new.

When Add from field library is selected, you can search for a field name or select your chosen field from the dropdown presented:

When Create new is selected, you will be presented with the following options to configure your field.

Add the Field Label which will be displayed for your visitor. Then, select field type - the options available are:

If choosing Checkboxes, Dropdown, or Dropdown with Other, you must also add visitor selections by clicking the Add Option button below the field label and typing your choices (see screenshot below)

The Dropdown field types also let you choose which of your options will be the default if required:

All fields have an option to be marked as required:

For these three field types you can also choose to reject a sign in based on answer. If this is selected, you will need to enter the rejection answer(s) and type a rejection message:

If the visitor selects one of these answers,

Select a behaviour for return visits. The options include:

Display the field in other sections of the portal if required:

You can also add AI translations to the field by selecting your required languages and clicking Translate. You can view, edit, or delete the translations by clicking on the + icon next to the translation:

Lastly, select the site(s) this field will apply to:

Click Add field once you are happy with your changes.

Currently, to add a group notice, head to Manage > Sites > Select Site > Sign in & out and make your notice(s) visible for this group.

Profile-only fields allow you to store and/or collect additional information from your repeat group members. This information will be stored with their member details indefinitely. There will be three fields included by default below.

These fields are Primary fields and cannot be deleted, however you can click on any of the primary fields to edit the following:

You can add further profile-only fields for the group by clicking Add profile-only field:

You will then have the option to add from field library, or create new.

When Add from field library is selected, you can search for a field name or select your chosen field from the dropdown presented:

When Create new is selected, you will be presented with the following options to configure your field:

Click Add field once you are happy with your selections.

You can edit any details in fields by clicking on the field name to open the editing screen.

Here you can choose to collect this field at sign in, and optionally make this a required field. You can also select which site(s) you'd like this field to apply to.

To delete a profile-only field or remove a field from the group, click the field name to open the editing screen and then select your chosen action:

The field will be removed from the group and any sites where the group is displayed. Deleting a field is permanent and cannot be undone.

To change the order of a group's profile-only fields, use the grid menu to move a field up or down the list. Please note this is not available for the Full name field, this will always appear first.

Customise the sign in and out experience for a repeat group. These settings include:

From the dropdown, select from the following options under Print visitor badge:

You can also choose to use the site default for the badge design, or set up a custom design for the group:

For more information about badges and customisation, please see this guide.

By ticking Run the safety check for this group, you can check for matches against your watchlist and, if applicable, Central Record:

You can choose to reject a sign in if the entry criteria is not met, or you can choose to still allow the sign in. Either way, you can use Advanced notifications to choose who is notified when a match is found.

These messages will appear to the visitor at the end of their sign-in or sign-out process. To edit the default message, click the message you'd like to edit and type your new message in the drawer.
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You can also select an AI translation to be applied to this message by selecting the required language and clicking Translate. You can add as many translations as needed. To view, amend, or delete a translation, click the + icon next to the translation:

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Automatically sign out visitors for this group either never, at a specific time or after a set number of hours:

Sign out first mode: Enabling this mode means people can sign in, or out, as the first action, allowing those arriving late to sign in and those leaving early to sign out.

Customise the sign in and out experience for a standard group. These settings include:

Capture photo on sign-in, options are On and Off. If you select On, then you will also be given the option to set the chance of a sign in photo - this is set to 100% by default.

Choose whether to print a visitor badge, and if so, in which circumstances from the dropdown - as well as whether use the site default for the badge design, or set up a custom design for the group. Selecting Custom will open the badge editor.

For more information about badges and customisation, please see this guide.

By ticking Run the safety check for this group, you can check for matches against your watchlist and, if applicable, Central Record:

You can choose to reject a sign in if the entry criteria is not met, or you can choose to still allow the sign in. Either way, you can use Advanced notifications to choose who is notified when a match is found.

These messages will appear to the visitor at the end of their sign-in or sign-out process. To edit the default message, click the message you'd like to edit and type your new message in the drawer.

You can also select an AI translation to be applied to this message but selecting the required language and clicking Translate. You can add as many translations as needed. To view, amend, or delete a translation, click the + icon next to the translation:

Automatically sign out visitors for this group either never, at a specific time or after a set number of hours:

Sign In Companion allows a group member to sign themselves in and out, pre-register guests and manage evacuations from their phone.

From the Companion tab you can set the default App permissions for the group, send an email invite for companion app to all group members, and optionally add PIN protection:

For more information on managing companion app settings for a group, please see our Companion App collection.

Customise the welcome email for your repeat group. Click Edit email template at the bottom of the screen.

From here, you can edit the following:

Subject Line - Add custom text to your subject line and choose to insert the following fields if required: {{group}}, {{client}}, {{start_date}}, {{start_time}}, {{end_date}}, {{end_time}}

Welcome Message - Add custom text to your welcome message, amend the font, insert links or helpful information, as well as further fields if needed.

Attach a File - Attach a file if needed. Supported file types are pdf, docx, doc (Max size 5mb). Click Upload file to select a file to upload.

Email Settings - Choose whether to include member start dates, end dates, and/or QR code

Reply to Contact - Add an optional contact name and email address for the recipient to reply to

Click Save once you are happy with your changes.

Customise the pre-registration email for your standard or repeat group. Click Edit email template at the bottom of the screen.

From here, you can edit the following:

Subject Line - Add custom text to your subject line and choose to insert the following fields if required: {{site}}, {{client}}

Email Message - Add custom text to your welcome message, amend the font, insert links or helpful information, as well as further fields if needed.

Attach a File - Attach a file if needed. Supported file types are pdf, docx, doc (Max size 5mb). Click Upload file to select a file to upload.

Email Settings - Select whether to include link to contactless sign in on the email, whether to include QR code and/or include a registration link (if you are on Enhanced or Pro subscription).

Translations - You can choose to include multiple translations to your pre-registration email using our AI translations feature. Select the translations you wish use and then click Translate. You can view, edit, and delete your translations by clicking the + icon next to the translation as below, to expand the translation details:

Click Save once you are happy with your changes.

From here you can choose whether or not to allow only pre-registered visitors to sign in

Group privacy options allow you to fully control how group member and visit data is displayed or stored across Sign In App. From here you can manage how long data is retained for before deletion.

Keep visit data: This is where you set the data retention period for this group. Each 'sign in' record will be kept for the duration selected. After this time, personally identifiable information will be deleted automatically and can not be recovered. By default, all data is kept indefinitely unless specified here.

Keep notices: By default, visitor notices will be kept for as long as 'Keep visitor data' is set to, but you can set a different data retention period for notices here.

Keep visit photos: By default, visit photos will be kept for as long as 'Keep visitor data' is set to, but you can set a different data retention period for visit photos here.

The Member retention allows you to maintain your group by archiving or deleting members who have been inactive for a specified period of time.

Archive inactive members: Archiving members will prevent them from signing in and make them invisible to others. If selected, this will default to archive members who have been inactive for 90 days. You can edit the number of days here if required.

Delete inactive members: Deleting members will remove them from the group but won't delete their visit history. Visit data retention is managed by the Visitor data retention settings. If selected, this will default to delete members who have been inactive for 365 days. You can edit the number of days here if required.

Choose how names are displayed on the kiosk during sign in. You can:

You can also choose whether to:

Choose whether to:

To edit an existing group, go to the Manage > Visitor Groups and click the group name to make any required changes. While in Group settings, you can switch between groups using the Group Selector at the top of the screen.

To delete a group, go to the Details section of the group settings and click the Delete group button.

You will be asked to confirm the deletion by entering the group name:

We hope you found this guide helpful. If you have questions, reach out to [email protected]