Manage your frequent visitors

Learn how to create and manage a frequent visitor list. Any employee with access to WhosOnLocation can access their own frequent visitor list.

Managing frequent visitors is made easier with the frequent visitor list. It helps you save time when pre-registering visitors that return frequently. You can also add a frequent visitor to one or many groups.

When you add a visitor manually, you'll also see some pre-registration questions. Any question that an employee answers will be retained in the frequent visitor profile.

If you'd like to store a document for a frequent visitor, ask the visitor to send you a copy of the file so you can upload it to their profile.  Documents that are uploaded by the visitor in their profile are only accessible when looking at the visit event. 

Access your frequent visitor list

There are two ways you can get to your frequent visitor list:

  • Click Go next to Manage my Frequent Visitor List on the home screen.
  • Go to My Visitors > My Frequent Visitors.

Add frequent visitors

There are two ways to add frequent visitors to your list, either manually one by one or by importing a CSV file of multiple visitors.

Single visitor

  1. Click Add Frequent Visitors.

    My-Frequent-Visitors-Add.png
  2. Click Add a Visitor Manually.
  3. Enter as much visitor information as possible.

    The information requested depends on your organization's settings, the only information that is required to create a frequent visitor is their full name and where they are from.
  4. (Optional) To add the visitor to a group, click Update Selection. Select the relevant group and click Close.
  5. (Optional) If your organization has activated a custom questionnaire for pre-registration, you'll also see another tab.  You can complete these questions or leave them for the visitor to answer when they complete their profile. 
  6. Click Save. Your frequent visitor will be saved in your list ready to be added to any pre-registered visitor events.

    Add-frequent-visitor.png

Multiple visitors

  1. Click Add Frequent Visitors
  2. Click Download the Visitor Import Template and save it to your computer.
  3. Open the template CSV file.
  4. Add your people to the spreadsheet.

    Please follow the example provided at the top of the spreadsheet to format all information correctly. You do not need to enter all fields for every visitor (as long as the Full Name and From fields are entered) but do not remove any headings.

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  5. Save the updated spreadsheet to your computer - Please make sure to save this in the CSV UTF-8 format for best results.
  6. Click Import your Visitor List from a CSV File.

    My-Frequent-Visitors-Add-Import.png
  7. Click Select CSV File.
  8. Select the CSV file from your computer and click Open
  9. Click Import Frequent Visitors.

    My-Frequent-Visitors-Add-Import-Confirm.png

Your Frequent Visitors will be saved in your list. If you encounter an error, your CSV file might not be formatted correctly or might have missing information.

Edit a frequent visitor

There are two ways to edit frequent visitors, either manually one by one or editing in bulk through CSV import.

Single visitor

From your frequent visitor list:

  1. Click View next to any frequent visitor.
  2. Make changes to the profile.
  3. Click Save.

Multiple visitors

From your frequent visitor list:

  1. Click Update Frequent Visitors.
  2. Click Export your Visitor List and save the CSV file to your computer.
  3. Open the exported CSV file.
  4. Make any changes to your visitors.
  5. Save the updated spreadsheet to your computer.
  6. Click Update your Visitor List from a CSV File.
  7. Click Select CSV File.
  8. Select the CSV file from your computer and click Open.
  9. Click Update Frequent Visitors.

Your frequent visitors will be updated. If you encounter an error, your CSV file might not be formatted correctly or might have missing information. 

Remove a frequent visitor

You can remove a visitor from your list by clicking Remove next to their name.

To remove multiple visitors:

  1. Select the checkboxes next to the names of the visitors you'd like to remove.
  2. Select Remove Frequent Visitors in the Run an Action menu.
  3. Click Run Action.

    My-Frequent-Visitors-REmove.png