Visitors
Add, modify and delete visitors, and email them their access code.
Visitors holds the list of everyone who has visited or is going to visit your premises. A visitor is added only once: on later visits you just record their entry.
To open it, click Visitors in the Visits panel's side menu.
Visitors can be added in three ways:
- From this screen, in the panel.
- From the invitations app, used by employees who are expecting a visitor.
- By the visitors themselves, from the Inallow Visits app at reception.
The list of visitors
| Column | What it shows |
|---|---|
| Company | The company or organisation the visitor comes from. |
| Name | Surname and first name. |
| Last visit | Date and time of their last entry or exit record. Empty if they have not come yet. |
At the end of each row are the Modify (pencil) and Send access code (QR code) buttons.
To find someone, type part of their ID number, first name or surnames in Find visitor.
Add a visitor
-
Click the + button ("Create visitor") next to the Visitors title.
-
Fill in the details in the Create visitor window:
Field Detail ID Required. DNI, NIE, passport or another document. It cannot be the same as another visitor's at your company. Name Required. Up to 32 characters. Last name Required. Up to 64 characters. Company Optional. The company they come from. Email Optional, but without an email you will not be able to send them their access code. Prefix and Phone Required. Choose the country in Prefix and type the number without the prefix. -
Click Create. A confirmation message appears ("Visitor created").
If the ID number already exists, the panel shows "There is a visitor with this ID number.". Find that visitor in the list instead of creating them again. If the email is not valid, you will see "Incorrect email".
Modify a visitor
Click Modify (pencil) on their row, change the details in the Modify visitor window and click Modify. A confirmation message appears.
Delete a visitor
Open the visitor with Modify and click Delete.
Send the access code
The access code is a personal QR code the visitor uses to identify themselves on the Inallow Visits app at reception.
- Click Send access code (QR code) on the visitor's row. The button is greyed out if the visitor has no email ("Visitor does not have an email address to send access code").
- The Send access code window shows the QR code. With the download button you save it as an image, in case you prefer to print it or send it some other way.
- Choose the email's Language: English, Castellano, Deutsch, Euskara or Dansk.
- Click Send. You will see the message "Code sent".
The visitor gets an email with the subject "Inallow Visits | Access code" (in the chosen language). It includes your company's logo (or the Inallow Visits one, if your company has no logo), their QR code, their full name and, as the Access key, their ID number.
More details in Invitations and access codes.
Who can do what
Viewing the list, creating, modifying, deleting and sending codes are separate permissions. If you do not see the + button, the pencil or the QR code, your user does not have that permission. Visits administrators have all of them. See Roles and permissions.