Visitor settings

Summary

Visitor settings are per warehouse and are changed by an admin (Configure Visits permission) in the admin menu, option Visitor settings. The page has six tabs: Settings, Visit types, Hosts, Kiosks, Fields and Messages. This article covers Settings, Fields and Messages; the rest are in Visit types, Hosts and notifications and Setting up kiosks.

Everything is saved with the Save settings button at the bottom of the page: "Visit settings saved."

Reception: who is notified

• Notify these roles — by default, supervisor and admin. Users with those roles in the warehouse get the bell when a visitor arrives, and the email if the switch below is on.
• Extra email addresses — loose addresses (one per line or comma-separated), for example the shared reception mailbox. If one is not valid, the system says "These addresses are not valid emails: …" and does not save.
• Also notify reception by email — on by default. Off, the roles only get the bell.
• Tell the host when their visitor leaves — off by default.

Below, the Who would be notified today box lists by name and email everyone who would get the notice. If it says "Nobody yet", the module works but nobody hears about arrivals.

Timing

Automatic check-out

So the log does not wake up with people "inside" who left yesterday:

• Check visitors out automatically — the main switch. On by default.
• At this local time — after that time, visits that came in before it are closed. Default 23:00.
• Or after this many hours on site — closes a visit that has been inside longer than that (1 to 72). Default 12.
• Each type can also have its own auto check-out hours; they only count if the main switch is on.
• Include drivers — off by default, because drivers are normally checked out by dock management. If you turn it on, automatic check-out also closes drivers with open dock jobs (without closing those jobs).

The system checks every 15 minutes, so the check-out may be recorded a few minutes after the exact time. In the history, these check-outs show as Automatic.

Kiosk options

They apply to the general kiosk; each custom kiosk also has its own languages, welcome and extras.

The warehouse Kiosk address also shows here.

Board, branding and text messages

• Show drivers on the visitor board — if your reception also controls driver entry, turn it on; if only the guard sees them, leave it off.
• Branding — the kiosk and emails use the warehouse logo. If there is none, the page says to upload one in the warehouse settings; today the actual place is the template editor: see Logos and per-customer templates.
• Text messages — a notice says whether the warehouse has SMS and WhatsApp, with a link to their settings.

The Fields tab

Here you add your own questions to each visit type, on top of the fixed ones: a badge number, a car plate, the area visited. For each field you set the visit type, the data type (text, number, email or phone), an internal key, the label and help text in English and Spanish, whether it is required and whether it is visible. On driver fields you can also choose to show the data on the warehouse receipt and shipment, and it becomes available in document templates.

These fields appear at the kiosk, on the invitation page and in Register visitor, below the fixed details.

This tab still shows some text in English even with the interface in Spanish, and vice versa.

The Messages tab

Sets the final message a driver sees at the driver kiosk after checking in, by type and language. It does not affect visitors: their final message is set on each visit type (Final message on the kiosk).

Example: a one-shift warehouse

Central Warehousing works 7:00 to 17:00. It sets automatic check-out at 19:00 and 10 hours on site; leaves drivers out; adds reception@example.com as an extra address; raises the reminder to 48 hours because its auditors travel; and lowers early check-in to 30 minutes so nobody gets in before reception opens.

Troubleshooting