About host badge pass authorization

Host badge pass authorization strengthens your site security and ensures only authorized visitors are granted access to your site.

How it Works

Add another layer of authorization to your visitor management procedures. With visitor host badge pass authorization, you can ensure that a visitor badge pass has been authorized by either a visitor's host or by one of their colleagues.

Authorization process: 

  1. The visitor signs in, their selected host receives their visitor arrival notification. The visitor's badge pass is not printed.
  2. The visitor's host, or their colleague, goes out to the kiosk to confirm the visitor is approved.
  3. If they are, the host prints their pass by doing one of the two methods outlined below. 

Host badge pass authorization is a setting that can be enabled by an Administrator in the kiosk settings printing tab. 

Mathod 1: Scan token to authorize badge pass printing 

  1. Scan your token on the kiosk scanner. Tokens are set up using the Identity Management add-on.
  2. The host will be presented with a pop-up window asking them to select an action, select Print Passes.
  3. You will see a screen displaying two tabs: My Visitors and All Visitors:

    To print a badge pass for your own visitor, make sure you're on the My Visitors Signed-in tab, then click Print Pass next to your visitor's name.

    To print a badge pass for a colleague, select the All Visitors tab, then click Print Pass next to the visitor's name.
  4. A pass number is auto-generated. Click Print to print the badge.
  5. Click Return to Kiosk Mode to exit.

To protect visitor privacy, the kiosk will auto-timeout and revert itself back to the main visitor home screen if no activity is detected on the screen for 30 seconds. 

Method 2: Print pass using the kiosk PIN

With this option, the host or other staff member must know the kiosk PIN that was entered when the kiosk was set up. 

  1. Click the Settings icon, then select Print Passes.
  2. Enter the kiosk PIN, then click Continue.
  3. To print a badge pass for any visitor that just signed, click Print Pass next to their name.
  4. A pass number is auto-generated. Click Print to print the badge.
  5. Click Return to Kiosk Mode to exit.

To protect visitor privacy, the kiosk will auto-timeout and revert itself back to the main visitor home screen if no activity is detected on the screen for 30 seconds. 

Tips

Pre-printing badge passes

Use the Due Now, Due Today sub-tabs to pre-print badge passes. By default, if you are pre-printing badge passes, you will still be notified that they have arrived on site when they sign-in.

Welcome Greeting

We recommend updating your welcome greeting to include how the badge will be issued. For example:

Thank you for signing in and welcome to Your Organization Inc. Your visitor badge pass will be issued by your host or one of our team when they arrive here to greet you.

View who has authorized the visitor's badge pass

Users with the Report Manager role can see who printed a badge pass:

  1. Reporting > People Presence.
  2. Use the filters to find your specific visitor.
  3. Click View Columns, then select the checkbox next to Badge Passes Printed.
  4. Click anywhere outside of the View Columns pop-up window to show your updated report.

    People-presence-report-badge.png
  5. If you would like to see who printed the pass, click [number] Printed link in the Badge Passes Printed column.
  6. A pop-up will appear displaying the date the visitor signed in, who printed the pass and from which kiosk.

More security features to consider

WhosOnLocation has a range of other features that support high-security practices around visitor management including:

  • Pre-registered visitors only – Make it mandatory for visitors to be pre-registered by their host or a colleague. 
  • Mandatory visitor hosting – Make visitor hosting mandatory. When the visitor signs in they must select an employee host, ensuring all visitors are either escorted or are known to an employee onsite.
  • Photo capture – You can capture the photo of the visitor when they sign in. 
  • Photo badge pass – You can include the visitor's photo on their badge pass. 
  • ID verification – A Sign In/Out Manager can enter the visitor's personal ID credentials into the visitor record as part of the sign-in process. This setting is enabled in the location's basic questions setup.