user manual VISITOR PORTAL

Transcription

1 user manual VISITOR PORTAL

2 user manual VISITOR PORTAL Overview Visitor Portal is a complete online, web based visitor management solution that streamlines the process of managing visitors to your facility. As the solution is web based, it can be immediately deployed and accessed through any web enabled device, such as a smart phone, tablet or PC doing away with the unreliable and inaccurate paper based systems. Logging in Step 1 - Login Open your Web browser (Firefox and Chrome recommended) and insert the following address: This will take you to the login page. Type your allocated username and password then click Login. Log off Step 2 - Workspace breakdown This is the Visitor Portal workspace. Here you can register new visitors, cancel visitors or simply view previous visitors. New visitor entry Pending visitor transactions portal Search facility Change password

3 Step 3 - Change password It is recommended at first login that you change your password. Click on the Change My Password tab. Type in your current password, your new password, and then new password under Confirm. Press the Change Password button, to submit your new password. Step 4 - Creating a visitor entry To create a new visitor request, click on the New Visitor Entry button. This will create a form to be completed. Please note it is important that all information is inserted correctly and accurately. An incorrect or mobile number will result in the system not sending out communications to the visitor. NB: A cellphone number is mandatory as Visitor Portal checks to see if the visitor exists or not, it will validate against this. Inputting an incorrect cellphone number will result in a NEW record being created. The ideal situation is to have the existing visitor updated, rather than a duplicate being created.

4 Start by typing the cellphone number first, when you have typed the full cellphone number and the system recognises the number it will show the existing visitors details. Clicking on the visitors details will automatically load the input boxes with the relevant information. You can either change or select the visitor dates and Submit Request. Step 5 - Creating a new visitor For this example we will create a new visitor from scratch. Type in the visitor s details starting with cellphone number, then first name and last name. For and mobile number it is important to note that you need to type in the correct format, or you will not be able to save the record. Both must show Valid Format next to them.

5 Step 6 - Enter cellphone number The cellphone number is compulsory and is further required for the SMS service. Step 7 - Select the date Select the actual arrival and departure dates by clicking on the Calender icon. Select the required date, then click on the Clock icon to select the time of the visit. Time selection Step 8 - Select the time You can click on the time numbers to set a precise time. For example, click on the minute number (35) and this will open the dialog. Simply click on the required value.

6 When complete, click Submit Request. Done! You can now view the transactions in the pending visitor transaction form. If you wish to create another request for any visitor already in the pending list, you can click on the Add Request icon This will drop down a calendar showing arrival, departure and a submit button Pending transactions: If the date of arrival has passed your visitor will no longer show in this view. You can create a new request for an existing visitor by going to the New Visitor Entry form and typing out their cellphone number and selecting their name on the drop down as shown at the beginning of this document. Visitor Portal will not allow you to stay logged in indefinitely. You will be redirected to the login screen after a period of time to conserve resources. You may log back at any time.