The options requested during sign in are set by an Administrator in Sign In/Out Questions 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.
If you can access multiple locations, change the location you are signing visitors into at the top of the page.
This article covers:
Sign in unregistered visitors
A general visitor is a visitor who has arrived on-site without being previously scheduled by an employee. To sign in a visitor:
- Go to Tools > Sign In/Out Manager.
- Click Visitor Sign In.
- Enter the visitor’s details in each tab and click Next to move through the tabs. Any option with a red star is mandatory for sign in.
- Click Sign In. The Sign In button only appears on the last tab of visitor details.
If printing is 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.
The visitor will be signed in, their pass printed (if required), and their host notified (if selected).
Pre-registered visitors
View pre-registered visitors
Visitors can be scheduled in two ways by employees; either through a calendar invite or by pre-registering them in OnLocation.
Pre-registered visitors appear on the Sign In/Out Manager dashboard, sorted in on when they are scheduled:
- Due Now – Visitors are 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 who 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
To view the visitor's details, click on their name. The pop-up profile includes the visit information, their contact details, and any questions that were answered in their visitor profile.
Sign in pre-registered visitors
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.
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.
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.
Sign in options:
Manually
To sign in a single visitor:
- 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.
- Enter any missing details.
- Click Sign In.
By scanning an OnPass or pre-printed badge pass
If a pre-registered visitor has been sent an OnPass, or their badge pass has been pre-printed, you can scan this to sign them in.
To scan visitors in using Sign In/Out Manager, you will need an external QR/barcode scanner connected to the Sign In/Out Manager's computer.
- Scan OnPass or badge pass. This will display a popup with a summary of their pre-registered information.
- Click Sign In.
If any further information is required, you will be taken to the manual sign in to enter these details and complete the sign in process.
Via run action
To sign in multiple visitors using the run action menu:
- 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.
- Click the Run an action, then select Sign Visitor In.
If a visitor is missing the required information, they will not be signed in and a pop-up will inform you. For these visitors:
- Click Sign In next to each record individually.
- Enter any missing details.
- Click Sign In.
- Repeat for each visitor until all are signed in.
Group sign in
To sign in visitors in a pre-registered group:
- 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.
- Either click Sign In next to each visitor or select visitors using the checkbox and click Sign In Selected Visitors.
From the visitor sign in
To sign in a pre-registered visitor manually:
- Click Visitor Sign In.
- Enter the visitor’s name, then 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. - Enter any missing details in each of the tabs. Any option with a red star is mandatory for sign in.
- Click Sign In. 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.
The visitor will be signed in, their pass printed (if required), and their host notified (if selected).
Sign out visitors
There are two options to sign out visitors using the Sign In/Out Manager: individually or in bulk via run action.
To view your signed in visitors and sign them out:
- Go to Tools > Sign In/Out Manager.
- Click Sign Out.
Individually
If you just want to sign out one visitor, click Sign Out next to their name.
Multiple using run action
To sign out multiple visitors at once:
- Select the visitors using the checkboxes on the right.
- Click Run an action, then select Sign Visitor Out.
Sign out by scanning
You will need an external QR/barcode scanner connected to the Sign In/Out Manager's computer to scan an OnPass, badge pass, or assigned ID card.
- Scan the OnPass, badge pass, or assigned ID card. This will display a popup with a summary of their information.
- Click Sign Out.