After setting up your environment and locations with visitor signage, you will now want to begin the process of managing your visitors, whether it be scheduled or walk-in visits.

Creating a Scheduled Visit

1. Navigate to the Visitor Management section on the left side of your screen.
   1. If you don't see this section, please ensure you have the correct permissions for Visitor Management.
2. In the Manage Visits screen, click the Create Visit button at the top of the screen.

Create Visit - Info tab

1. Select a Location (required): Add the location where this visit will take place.
2. Select Time/Date (required): Add the time and date of the visit.
   1. The time will be based on the location's configured time zone.
3. Select a host for the visit (required): Add a Maptician user as the host.
   1. Once the visitor checks in, this will be the user who will receive an email notification letting them know their visitor has arrived. 
4. Select the purpose of the visit (optional): Add a purpose to the visit. The current possible options are:
   1. Meeting
   2. Interview
   3. Friends or Family
   4. Delivery
5. Add any notes (optional): Add any additional internal notes that the host should know about the visit.
6. Select the Next button.

Create Visit - Visitors tab

1. Begin adding visitors to the visit by clicking the Add Visitor button.

2. Fill out the visitor's information:
   1. Email (required)
   2. Mobile Phone (optional): The mobile phone number is optional for creating a visitor, but is required to use the SMS feature to message visitors. If a phone number is added, the country code becomes a required field.
      1. Note: Currently, only U.S. and Canadian phone numbers are supported.  
   3. First Name (required)
   4. Last Name (required)
   5. Badge Number (optional): If the badge number isn't known at the time the visit is being created, you can always edit the visitor's information and add the badge number after the visit has been created.
   6. Visitor's Company (optional)
   7. Visitor Image Upload (optional): To view all the steps involved with this process, view our How do I upload an image for my visitor? article. 
      1. Supported image file types: .png, .jpg, .jpeg, .webp, & .svg
3. After filling out the visitor's information, click the Save Visitor button.

4. If you need to edit or remove any visitors from the visit, click on the edit or delete icons inside the visitor's tile.
   1. Optional: If you want to remove all visitors, click the Clear All button and confirm that you want to remove all visitors. Each visit must have at least one visitor.

5. Once all the visitors have been added, click the Create Visit button. Your visit will be created, and each visitor will get a notification email with information about the visit as well as a QR code that they can scan once they arrive.

The visitor(s) that you've added will receive an email similar to the one below that will contain a QR code as well as a 6-digit code:

Want to add more information, such as parking instructions, check-in directions, or special arrival notes, to the emails sent to visitors?

Read our Where can I add additional information to the email notification sent to visitors? article for a step-by-step guide on how to include these details in your visitor notifications.

Visitor Check-In

For scheduled visits when the visitor(s) arrive at your office, they will need to do the following to check in:

1. Click on the Check in via QR Code button

2. Scan the QR code in the email or manually enter the 6-digit code.

3. Click the blue CHECK-IN button.

4. After clicking the CHECK-IN button, they should be presented with the “You’ve been checked in!” message.  This indicates that the process check-in has been completed successfully.

5. After checking in, the host will receive an email notifying them that a visitor has arrived.

Walk-In Visits

For visitors that don't have a previously scheduled visit, once they arrive at your office, they will be presented with the same initial screen, but instead of clicking the Check in via QR Code button, they will want to select the purpose of their visit.

For instance, if the visitor is there for a meeting, they will select the Meeting button, fill out all their information, and then click the NEXT button.

Then they will want to select the host they are meeting with from the dropdown, then select the NEXT button.

Then they will review their visit's information and click the CHECK IN button.

After checking in, they will be shown a confirmation screen where the host will be emailed notifying them that a visitor has arrived.

Editing a Visit

1. In the Manage Visits screen, select the visit that you want to edit.
2. Click the Edit Visit button at the top of the screen.

3. Make the desired edits to the information section of the visit. 
   1. Note: Depending on the current state of the visit, some fields like location, time/date, host, etc., cannot be edited.
4. Make the desired edits to the visitors of the visit.
5. After all your edits have been made, click the Update Visit button.

Checking In a Visitor

While visitors have the ability to check in themselves via the Visitor Signage, optionally, they can be checked in manually using the desktop application. This way, if the visitor(s) didn't receive or have misplaced their check-in codes, they can continue with their visit.

1. In the Manage Visits screen, select the visit that contains the visitor(s) you want to check in.
2. Click the Check In button at the top of the screen.

3. If you have multiple visitors checking in at the same time, make sure the checkbox next to their name is checked. 
4. Choose the correct check-in time. The pre-selected time will be defaulted to the current time.
5. Optional: By default, the Send Notifications to Host checkbox will be enabled. If you don't want to notify the host of a visitor's arrival, uncheck the checkbox.
6. Click the Check In button.

7. All configured visitors have now been checked in!

Checking Out a Visitor

Checking out a visitor works for both scheduled and walk-in visits. The only difference is that for a scheduled visit, visitors cannot be checked out until they have checked in. Walk-in visitors are automatically checked in, so they will instantly be available to be checked out.

1. In the Manage Visits screen, select the visit that contains the visitor(s) you want to check out.
2. Click the Checkout button at the top of the screen.

3. If you have multiple visitors checking out, make sure the checkbox next to their name is checked. 
   1. You will not be able to check the box next to visitors who haven't checked in.
4. Choose the correct checkout time. The pre-selected time will be defaulted to the current time.
5. Click the Checkout button.

6. All configured visitors have now been checked out!

Delete/Cancel a Visit

You can delete or cancel visits directly from the Manage Visits screen. The action depends on the visit's status:

• Deleted: Visits in the past or those with at least one visitor who has checked in will be marked as deleted.
• Canceled: Visits scheduled in the future where no visitors have checked in will be canceled.

Note: All deleted and canceled visits will remain viewable on the Visitor Log report.

Steps to Delete or Cancel a Visit

1. Navigate to the Manage Visits screen and select the visit you want to remove.
2. Click the Delete Visit button. 
   1. The button will display as Cancel Visit if the visit is in the future and has no checked-in visitors.

3. Confirm your action in the pop-up that appears, and specify who should be notified.

4. A notification email will be sent to each user based on whether the visit is deleted or canceled.

Deletion Notification:

Cancel Notification: