ILobby understands the importance of maintaining complete and up to date visitor records for the safety and efficiency of your organization. VisitorOS puts control of your data, ensuring only data you require is captured and all data is easily exported if necessary. Get started Managing Visitor Records.
Adding Notes to Records
Notes can easily be added or edited for any visitor record maintained in the VisitorOS module.
To add a note:
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From the Visitors tab select the visitor's picture icon.
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Selecting the visitors picture icon will open their visitor information card. This card displays details captured during sign in. Under Notes (Internal), you can write a note for that visitor. Once complete, hit Save Notes.
Exporting Visitor List & Downloading Legal Documents
For further data management options, documents completed by visitors as well as the visitor records listing can be exported for local viewing.
Note: Any filters applied prior to exporting data will apply to the export. Only visitor records that match the filter will be reflected. Clear all filters prior exporting to capture full visitor list.
To Export Visitor List or Download Legal Documents:
- From the Visitors tab select the Download icon to access the dropdown menu.
- To download a CSV file containing the list of visitors select Export to CSV or;
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Select Download legal documents to export a local copy of documents completed by visitors
4. To export only specific visitor records or legal documents for specific visitors, select the checkbox to the left of the visitors' names. Then, select Bulk Actions to open the options drop-down menu and select either Export Selected to CSV or Download Legal Documents for Selected.
Actions
Accessing the Action menu populates a list of menu options to further interact with the visitor’s data.
Select to access the Actions dropdown menu.
Use the Actions menu to:
- Invite the visitor to a meeting
- Edit visitor details
- Add the visitor to a watch list
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Delete the visitor record
Note: When editing visitor records the following details can be edited:
- First Name
- Last name
- Company Name
- Sign Out Time
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Upload Document
Note: Sign Out Time can only be edited for records where no sign-out time has been recorded or for visitors who were signed out automatically by the system. Once the sign-out time is logged, the system will automatically account the meeting duration time.
Note: Document files can only be uploaded in PDF, jpg, or png formats. The file size limit is 1 MB
Note: For visitors who take a photo during sign-in, the option to Remove photo will be visible when viewing the Actions menu for those visitors.
To remove photos from multiple visitor entries, select the boxes to the left of the visitors' names placing a check mark. Selectand select Remove Photo from the menu.
Indicators
Visitor indicator tags are applied to each visitor record to help easily distinguish between first time visitors, returning visitors, and visitors invited to an event.
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New Visitors will be assigned a
tag but will have no further indicator on their records.
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Returning Visitors will have an
indicator next to their visitor type tag
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Event guests will have an
indicator next to their visitor type.
Manage your visitor data your way with iLobby's VisitorOS! If you have any questions, please reach out to our team at support@ilobby.com, we're here to help!