Set Up Visitor Sign In

Visitor Management replaces the paper signing in book. You add expected visitors ahead of time, they tap a Wizard Tag card on a tablet at reception when they arrive and leave, and their host is told they are here. At any moment you can see exactly who is on site.

Before you start

• If you cannot see Visitor Management in the sidebar, open Settings from the gear icon in the top bar, choose Application Settings and switch it on.
• You need a tablet for reception and some Wizard Tag cards. Cards can be ordered with your Wizard Tags.

Set it up

1. Add your cards

   Open Visitor Management and go to Cards. Add each card by tapping it on a reader, scanning it with your phone or typing the code printed on it. Give cards simple names such as Visitor 1, Visitor 2.

2. Add your kiosk

   Go to Kiosks and add one. Give it a name and location, such as Main reception, and choose anyone else who should be told when a visitor is turned away.

3. Pair the tablet

   Choose to pair the kiosk. On the tablet, open the address shown and enter the code. The tablet becomes the kiosk; it is never signed in as a person, so it is safe to leave in reception.

4. Add any checks you need

   If visitors need something before they come in, such as a DBS check or a site induction, go to Checks and add it. A check can be required, can expire and can ask for a reference number. The kiosk sends anyone without a valid required check to reception instead of letting them in.

Expect a visitor

From Today, select Add. Pick a previous visitor or enter a new name, their company and contact details, when they are expected and who they are visiting. You can give them a card now or when they arrive.

When they arrive and leave

The visitor taps their card on the kiosk to check in, and their host is told. When they leave they tap it again to check out. Staff can also check people in and out from the visit itself.

After checkout the card still counts as theirs until reception selects Card returned, or Mark card lost if it has gone, which retires the card. Today lists any cards that have not come back.

Let walk-ins sign themselves in

Edit your kiosk and switch on walk-ins. Walk-ins type their name, email and phone number on the kiosk, then take a card from the tray and tap it. Someone who has visited before is matched by email, so their checks still count. Switch on Let walk-ins choose who they're visiting and they can search for their host, who is told when they arrive.

Choose how walk-ins are approved: send anyone missing a required check to reception, let them wait for reception to approve them, or have every walk-in wait. Waiting visitors show on Today with Approve and check in and Turn away. Add your own privacy notice to show under the walk-in form.

For more, see Visitor Management.