The Visitor Management and Compliance integration combines VM's invite functionality with Compliance’s approval workflows to ensure that upcoming visitors are vetted before they’re allowed onsite.
In a nutshell, the process happens in these steps:
An employee creates an invite using Visitor Management
The invite is put on hold while the visitor’s details are logged as a Compliance ticket.
An Compliance user approves or rejects the invite.
Visitor Management is updated with the approval information and sends out the relevant notifications depending on its approve/reject status.
While most of the installation will be handled internally by your customer success managers, there are a few prerequisites that you’ll need to enable from within your Compliance and VM accounts.
Compliance Prerequisites
Before your customer success rep can link the two accounts, you will need to create a workflow within Compliance. Workflows allow you to create custom approval processes that are catered to your relevant teams.
In regards to the VM-Compliance integration, a workflow is where invite records are generated and reviewed as tickets after a VM invite is created. Simply click the Workflows button in the left-navigation bar, then click Add a Workflow in the top-right corner.
Make sure that the Enable Approver Flow box is selected in your workflow. You can choose a default approver or leave it blank. The rest of its settings are up to you.
You do not need to create custom fields in a workflow to match with an invite record’s details. These are automatically generated from the integration.
Visitor Management Prerequisites
On the Visitor Management side, the Compliance integration can be configured to trigger approvals based on either the location of the visit or the host’s group membership. This means the approver is automatically selected depending on where the visitor is signing in, or which host they are meeting with.
The sections below shows how you can enable the integration for each method: by location or by host group.
Via Locations
To enable location-based approvals:
Click the Locations icon in the left navigation bar. Then, select a location.
Select the Preferences button in the top-menu. Then, click Alerts and Approvals.
Select Require approvals for all visitors. Then, enable Manage approvals in Compliance.
Select a specific user from your Compliance account to be the default approver for the location. This gives you more flexibility into who is responsible for each location/facility, rather than relying on one approver for all.
Via Host Group
To enable host-based approvals:
1. Click the Hosts icon in left navigation bar.
2. Either create a new host group (via Create Host Group button) or edit an existing group (hover over it and click the pencil icon).
3. Click Manage Approvals in Sign In Compliance.
4. Select the specific user from your Compliance account who will be the default approver for any hosts contained in this group.
5. Ensure that you've added all relevant hosts to the groups you have set up this way. Check out this knowledge article for more info.
With this complete, your customer success rep will complete the integration from the back-end.
Invite and Approval Process
After your VM and Compliance accounts have been connected, any user with invite permissions in VM can begin the process, either from the admin portal or through an integration like Outlook.
To start, they must create an invite. For more information on creating invites within the VM admin portal, click HERE.
From there, the invite will be locked and placed in a pending state.
At the same time, a ticket will be created within the Compliance workflow that you’ve previously created. The relevant approver(s) can then view the ticket, containing the visitor’s invite details, and choose to approve or deny the invitation.
If approved, the invite record within VM will remain locked and the relevant notifications will be sent, depending on your settings.
For example, if you would like to send your visitor to the registration portal from VM, any invites which link to the portal can be sent at this time.