Managing Visitor Records in VisitorOS

Introduction

Visitor Records can be managed directly in VisitorOS using the Portal. 

With visitor records, you can:

• Add a note to a visitor record
• Download legal documents signed by visitors
• Export a list of visitors who signed in over a given time-period

Adding a Note to a Visitor

You can add notes to any visitor record. Here's how: 

• Select Visitors from the left-hand menu, then click on the visitor record you need to add a note to.
•  The visitor menu will pop up. Add your note into the Type Notes Here field, then hit

Exporting a Visitor List or Downloading Legal Documents

Visitor records, as well as legal documents can be exported out of VisitorOS for use in your external systems. 

To export a visitor list:

• Select Visitors from the left-hand menu to navigate to the visitors tab.
• If necessary, filter your visitor list by clicking and then setting any required filters. 
• Click , then click Export to CSV. 

Note that the exported list will include any filters that are currently applied. Always be sure to double-check your filters before exporting.

To Download Legal Documents:

• Select Visitors from the left-hand menu to navigate to the visitors tab.
• If necessary, filter your visitor list by clicking and then setting any required filters. 
• Click , then click Download Legal Documents. You will receive a zipped file containing all legal documents signed by the visitors on your current list. 

Tip: If you only need to export the visitor data or download the legal documents for a few recent visitors, you can highlight them by using the checkbox on the left-hand side rather than filtering the list, then click Export to take the relevant action. This is shown in the screenshot below.

Using the Actions Menu

The Actions menu provides a list of actions that can be taken on a specific visitor's record. This includes:

• Invite visitor to a meeting
• Add the visitor to a watch list

To invite a specific visitor for a meeting:

• Find the visitor in your visitor records, then hit then hit  
• The Invite Visitor menu will open. Select a date and time for your meeting, a site, host, and the visitor type that the visitor will be categorized under. Finally, select whether to send the invitation via email, SMS or both, then click .

To add a visitor to a watch list:

• Find the visitor in your visitor records, then hit then hit
•  A menu will pop up showing your existing watch lists. Click the checkbox next to each watch list you would like to add the visitor to, then click to add the visitor to the watch list.