How to Sign In a Visitor

How to sign in visitors using the Sign In/Out Manager. User Role required to access this section: Sign In/Out Manager.

The options requested during sign in are set by your WhosOnLocation Administrator in the Questionnaire Manager for your location.

Visitors can be categorized as pre-registered or general. Both types of visitors can be signed in using the Sign In/Out Manager.

General Visitors

A general visitor is a visitor that has arrived on-site without being previously scheduled by an employee. To sign in a general visitor:

  1. Go to Tools > Sign In/Out Manager.
  2. Click Visitor Sign In.

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  3. Enter the visitor’s details in each tab, click Next to move through the tabs. Any option with a red star is mandatory for sign in.
  4. Click Sign In.

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    Please Note: The Sign In button only appears on the last tab of visitor details.

If you have printing enabled, you will be prompted to print a badge pass. Click Print Visitor Pass to use a printer connected to your computer, or Kiosk Print Pass to use a printer connected to the Kiosk.

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The visitor will be signed in, their pass printed (if required), and their host notified (if selected).

Quick Tip! If you have access to multiple locations, you can change the location you are signing visitors into at the top of the page.

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Pre-registered Visitors

Visitors can be scheduled in two ways by employees; either through a calendar invite or pre-registering.

Pre-registered visitors appear on the Sign In/Out Manager dashboard, sorted in on when they are scheduled:

  • Due Now – Visitors due within an hour.
  • Due Today – Visitors due on-site today.
  • Due Tomorrow – Visitors due on-site tomorrow.
  • This Week – All visitors pre-registered this calendar week including visitors that were pre-registered for earlier in the week who weren’t signed in.
  • Next Week – Visitors pre-registered for the next calendar week.
  • This Month – All visitors pre-registered this calendar month including visitors that were pre-registered for earlier in the month who weren’t signed in.
  • All – Visitors that have been pre-registered including those who were pre-registered for a past date and weren’t signed in.

Visitors can be pre-registered individually or as a group. When in a group, they will show with the Meeting Name and the number of visitors. To view the details of the visitors, click on their name or group.

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Pre-registered visitors can be signed in two ways; automatically from the dashboard and manually from the visitor sign in.

From the Dashboard

The fastest way to sign in visitors is from the dashboard, you can sign in individuals or whole groups at once. If any information required for your location was not entered during pre-registration, you will be asked to enter it during sign in

There are three options to sign in visitors from the dashboard; individually, multiple individuals via run action, or group sign in.

Please Note: You will not be able to print passes for visitors while signing them in from the dashboard. You will need to do so before or after sign in.

Individually

To sign in a single visitor:

  1. Click Sign In next to their name.

    If there is required information missing, you will be taken to the manual sign in to enter these details.
  2. Enter any missing details.
  3. Click Sign In.

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Via Run Action

To sign in multiple visitors using the run action menu:

  1. Select the visitors using the checkboxes on the right-hand side. You can select individuals and/or groups.

    To select all visitors on the page, click Select All.
  2. Click the Run Action
  3. Select Sign Visitor In.
  4. Click Run Action.

If a visitor is missing required information, they will not be signed in and a pop-up will inform you. For these visitors:

  1. Click Sign In next to each record individually.
  2. Enter any missing details.
  3. Click Sign In.
  4. Repeat for each visitor until all are signed in.

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Group Sign In

To sign in visitors in a pre-registered group:

  1. Click Sign In next to the group name.

    If there is any required information missing, a red warning will appear next to those visitors. They will need to be signed in individually.
  2. Either click Sign In next to each visitor, or select visitors using the checkbox and click Sign In Selected Visitors.

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From the Visitor Sign In

To sign in a pre-registered visitor manually:

  1. Click Visitor Sign In.
  2. Enter the visitor’s name.
  3. Select the scheduled visitor from the drop-down.

    If the visitor has been on-site previously, they may appear twice. Select the record that says EXPECTED AT.. for the pre-registered visitor.

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  4. Enter any missing details in each of the tabs. Any option with a red star is mandatory for sign in.
  5. Click Sign In.

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    Please Note: The Sign In button only appears on the last tab of visitor details.

If you have printing enabled, you will be prompted to print a badge pass. Click Print Visitor Pass to use a printer connected to your computer, or Kiosk Print Pass to use a printer connected to the Kiosk.

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The visitor will be signed in, their pass printed (if required), and their host notified (if selected).

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