Visitor Management Account Setup Checklist

Visitor Management caters to various use-cases through its numerous tools within the portal.
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This article is designed to point you in the direction of resources that you'll need to take advantage of in order to get your visitor management system setup and ready to welcome your guests. Every section below will link out to relevant knowledge articles that go more in-depth on each individual topic.
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The majority of your time spent in account configuration will be within the template editors. This is where you'll control your visitor-facing elements, and most importantly your sign-in flows. Check out the links below for detailed instructions on each editor.

Through the Experience Editors, you can lay out the sign-in paths that a visitor will go down when they use the Kiosk or Registration Portal. It can be as simple as just collecting the Guest's information and notifying their host, but can be customized to collect many more data points.

There are two kinds of Experience Editors:

Customizing the theme will change the colors and images that are displayed on the iPad or the Registration Portal. You will likely want to consult with your marketing teams to collect the branding materials needed for the theme editor. Check out THIS article for more details.
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Most email notifications are built within the Email Template Editor. This controls the invite, host, registration, and guest email types that are sent to employees or visitors. Check out THIS article for more details.
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Badges can be printed out automatically when the visitor finishes their sign in. These templates are all built within the badge editor, using a WYSIWYG window or through HTML. Check out THIS article for more details.

Additionally, you can download HMTL templates of common badge styles through our article HERE.
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In addition to the main template editors, we have a number of features that help cater to compliance or security oriented use-cases. These can be integrated into your sign-in flows to gather crucial information or action upon items that are important to your security teams. Below are a couple of our commonly used ones:
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Documents allow you to upload PDF files to the system for a visitor to view and sign. Typical documents are NDAs, Media releases, Safety Waivers, etc. You can use our in-house GuestSign feature or integrate with Docusign:

Our watchlist feature allows you to flag visitors when they sign in or have been invited. Ideal for being alerted for security risks or VIP's but can also be used in more niche use cases (eg. Green watchlist for VIPs). You can use our internal watchlist system of one of the third party watchlists we integrate with:

The Location Page is where all of your templates come together. For each location, you decide which experiences, themes, and badges are active. If you're using the watchlist feature, this is also where you choose who gets alerted for each watchlist color. As you can imagine, there are lots of elements to consider when setting up a location. As a starting point, check out THIS article.

Another key element of your location setup is linking your iPads. Your Themes, badge templates, and Kiosk Experience editors all apply to the Kiosk App associated to your location. For more information on syncing your iPads, check out THIS article.
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With your templates in place, you can now start adding your employees into the system. Within Visitor management, we separate these into two different buckets: Hosts and Users.

When your guests sign in, they’ll be able to choose from a list of hosts. Adding host records allow us to send notifications to employees when their visitor arrives. This list of hosts is typically made up of the employees in your organization. They can be separated into different groups by location, job function, or anything that makes the most sense for you. You may need to consult with HR or IT for this information.

Hosts can be added manually one-by-one, in bulk through a CSV file upload, or an integration through Active Directory or SCIM. For a deeper overview on adding hosts, check out THIS article.

NOTE: A Host does not have access to the platform. If you'd like your employees to be able to invite their visitors also, they must also be added as a User. More details in the section below.

Any employee who needs to access the platform must be added as user. The role can be as large as a full admin or as small as simple Invite permissions. You can add users manually or through an SSO integration. For more information check out THIS article.
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User permissions are created through our Permission Bundle feature. You can customize the level of access your users have in your account. For more info, check out THIS article.
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If you wish to automatically print badges after a visitor signs-in, you can connect your kiosk app to a printer. The app natively integrates with Brother Printers via wi-fi or bluetooth, depending on the model. For more information, check out THIS article.
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And that covers the basics of setting up the platform. There are plenty of features that haven't been discussed in this article, so feel free to explore the knowledge base and our Campus Learning Portal. Our Campus portal provides video training for every aspect of the platform, including walkthroughs on all the features discussed above. If you have not already signed-up for a free account, you can do so HERE.

Let us know if you have any questions, need any assistance, or if you have new ideas on possible ways to use the platform!
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