Register a visit
Invite a visitor, register their arrival with their ID number or QR code, and register their departure.
- In Visits
Use this guide every time someone from outside comes to your premises: from the advance invitation (optional) until they leave.
Before you start
- To invite a visitor you need the Allow employee to create visitors? option (to use the invitations app) or access to the Visits panel.
- To register arrivals and departures from the Visits panel you need a user with permission to manage Visits. See Inallow Visits.
- The employee the visitor is coming to see must be marked as a host. See Hosts.
- If reception uses the tablet, the Inallow Visits app must be installed and set up.
Steps
Invite the visitor (optional)
If you know someone is coming, add them beforehand and email them their access code. That way, when they arrive they only need to identify themselves.
- Go to invitations.visits.inallow.io.
- Type their number in Enter the identification number and click Continue.
- If they are new, fill in Name, Surnames, Organization (optional), Email, Prefix and Phone number, and click Create.
- Choose the Shipping language and click Send.
- In Visitors, click + ("Create visitor"), fill in their details (including the Email) and click Create.
- On their row, click Send access code (QR code).
- Choose the Language and click Send.
The visitor receives an email "Inallow Visits | Access code" with their QR code.
Register their arrival
The visitor does it on their own in the Inallow Visits app: they identify themselves with their ID number or QR code (if it is their first visit, they register), sign the safety rules if there are any, choose their host and register their arrival.
If they have chosen a host, Inallow calls the host to let them know.
- In Log, type their number in the ID field (top right) and press Enter.
- Check their details: whether they have signed the Safety rules and when their Last visit was.
- Choose the Host, add Observations if you like and click Register entry.
If the number does not belong to anyone, first add the visitor. You can also use the Register entry button, Visit tab.
Register their departure
When they leave, the visitor identifies themselves on the tablet again and registers their departure.
- One person: look up their number in ID and click Register exit.
- Several at once: click Register Exit, tick the Exit box for each person (or Select all) and click Apply.
What happens next
- The arrival and departure appear in Log, Visits tab, with the host, the visitor's organisation and the time. Click the row to see the details and, if they signed on the tablet, their signature of the safety rules.
- The visitor's Last visit is updated in Visitors.
- If the visitor registered on the tablet with a host, the host receives a call and the visitor receives an SMS with the reply. No alerts are sent from the Visits panel. See How the host is notified.
- To keep the history in Excel, download the Log report in Dossiers.
For an employee of an external company the process is the same, with the Service or Services tab. They must be registered in External companies; if they are missing required documents, the Visits panel warns you when you register their arrival.