After setting up your environment and locations with visitor signage, you will want to begin managing your visitors, whether they are scheduled or walk-in. The Visits screen is where reception staff, hosts, and administrators create, track, and manage visits. From one screen you can pre-register a visitor, check guests in and out, print badges, edit or cancel a visit, and print or export the list.

Enabling Visitor Management Access (Permissions)

Before anyone can use the Visits screen, an Account Admin needs to turn on Visitor Management for their permission group.

1. Go to Occupants > Permission Groups and select the permission group you want to update.
2. Find the Visitor Management section and turn its toggle on. While the toggle is off, the Visitor Management menu is hidden for everyone in the group.
3. Choose what the group can do, either with the full access checkbox or by selecting individual permissions from the list below.
4. Save your changes.

Visitor Management Permissions

• Group members have full access to all visitor management permissions. Grants every permission below, for all locations.
• Group members can create visits. Allows members to create visits. Members can only create, edit, cancel, or delete visits at the locations listed under Permitted Locations. Without either of the next two permissions, the only host a member can choose is themselves.
• Group members can create visits on behalf of occupants to whom they have reservation delegated permissions. Lets the user choose any occupant they are delegated for (individually, or through a delegated location or department) as the host. These occupants' visits also appear in the user's Visits list.
• Group members can create visits on behalf of anyone. Lets the user choose any active occupant as the host. This does not let them see other people's visits. That requires view visits of anyone, below.
• Group members can view visits of anyone. Lets members see the visits of all hosts at their Permitted Locations. Without this, members only see the visits they host, plus those of delegated occupants if they have the delegated permission above. This permission also adds the Visitors tab under Visitor Management.
• Group members can manage SMS messages for visitors. Allows members to read and send text messages to visitors.
• Permitted Locations: Controls the locations where members can create, edit, cancel, and delete visits, and limits which visits they can see. The options include specific locations and the occupant's own location. A group with no permitted locations cannot create visits or see any. Groups with the full access checkbox, and Account Admins, are not limited by this list.

Related Permissions

• Signage tab: Managing visitor signage devices is a separate permission, "Group members can manage Visitor Signage." The Signage tab under Visitor Management only appears for groups that have it.
• Visitor reports: The Visitor Log and Visitor List reports are controlled by the Reports & Analytics permissions. Add them under Available Reports for the group. Available Content by Location limits which locations' data the group can see in reports.

Location Settings That Affect Visits

Each location has its own Visitor Management settings. To open them, go to Locations > Manage Locations, select the location, click the Edit (pencil) icon, and select Visitor Mgmt. in the Location Menu. These settings change how visits at that location behave:

• Disable QR Codes: Removes the QR code and the invite code from the invitation email and text message, and removes the Check in via QR Code button from the visitor signage.
• Disable Photo Requests: Prevents the automatic text message sent to visitors after a scheduled visit is created, which asks them for a photo for their badge.
• Badge Print Settings: Choose the badge design and which details appear on printed badges: visitor image, visitor name, badge number, logo, Wi-Fi info, location name, host name, arrival time, and purpose of visit. You can also upload a custom badge logo (PNG, JPG, or WEBP, up to 5 MB).
• Recipient email addresses: Add email addresses for people who should be notified of visitor arrivals but are not Maptician users.

Scheduled and Walk-In Visits

Every visit is one of two types. The type affects how a visit is created and what you can do with it afterward.

Scheduled Visits

A scheduled visit is planned ahead of time.

• How it is created: A user creates it on the Visits screen using the Scheduled option, with a date, a start time, and an optional duration.
• Invitation: Each visitor with an email address receives an invitation email. Unless QR codes are disabled for the location, it includes a QR code and a 6-digit code to use when they arrive.
• Check-in: Visitors can check themselves in at the Visitor Signage kiosk, or you can check them in manually from the Visits screen. Either way, the host is notified as soon as a visitor is checked in.
• Check-out: A visitor can only be checked out after they have been checked in.

Walk-In Visits

A walk-in visit is for a visitor who is already at your location without a scheduled visit.

• How it is created: There are two ways. The visitor can register themselves on the Visitor Signage kiosk when they arrive, or a user can create a Quick Walk-in on the Visits screen.
• Check-in: Walk-in visitors are checked in automatically when the visit is created, and the host is notified that their visitor has arrived.
• Check-out: Because they are already checked in, walk-in visitors can be checked out at any time.

Opening the Visits Screen

1. Navigate to the Visitor Management section on the left side of your screen.
   1. If you do not see this section, ask your Account Admin to check your group's Visitor Management permissions. The steps are in the Enabling Visitor Management Access (Permissions) section at the top of this article.
2. Select Visits.

By default the screen shows visits for the next 14 days, grouped into one card per day and sorted by arrival time. Today's card is tagged Today, and a day with no visits shows No visits scheduled.

Reading a Visit Row

• Time and duration: The start time (in the location's time zone) and, when known, the end time and length of the visit.
• Visitor and company: The visitor's name and company. A visit with more than one visitor shows [N] Visitor Group along with the first visitor's company.
• Location: The location the visitor is going to.
• Host, purpose, and status: For example, Host: Jane Doe · Meeting · 2/3 checked in. The status reads Checked In when everyone has arrived, and Checked Out when everyone has left.
• Scheduled / Walk In badge: The type of visit.
• Visit actions (⋯): The menu for editing, printing badges, checking in or out, and canceling or deleting.

The Header Controls

• Search: Type to find visits by visitor name, company, host, purpose, or location.
• Sort & Filter: Opens the panel described in the next section. A number badge on the button shows how many filters are active.
• Actions: Create Visit, plus Print, Export to Excel, Export to CSV, and Copy to Clipboard.

Searching, Sorting, and Filtering Visits

Click Sort & Filter to open the panel on the right side of the screen. Make your selections, then click Save to apply them.

• Sort By: Choose Arrival time, Name, Host, or Company, then pick the direction with A-Z or Z-A. For Arrival time, A-Z lists the earliest visits first and Z-A lists the latest first.
• Locations: Show visits for one location. The default is All Locations.
• Hosts: Show visits for one host. The default is All Hosts.
• Date Range: Choose Today, Tomorrow, Next 7 days, Next 14 days (the default), or Custom. A custom range needs both a Start and an End date before you can save.
• Type: Show Scheduled visits, Walk In visits, or both.
• Purpose: Show one purpose only: Meeting, Interview, Delivery, Friends or Family, or Personal.
• Completed Visits: Check Hide fully checked-out visits to remove visits where every visitor has already left. This is handy at the front desk later in the day.

Click Reset to return every option in the panel to its default (you still need to click Save to apply it). Closing the panel without saving discards your changes.

Creating a Scheduled Visit

1. On the Visits screen, click the Actions button at the top of the screen, then select Create Visit. The Create Visit panel opens on the right.
2. At the top of the panel, make sure Scheduled is selected.

Visit Details and Timing

3. Location (required): Select the location where this visit will take place. The last location you used is selected for you.
4. Host (required): Select a Maptician user as the host.
   1. Once a visitor checks in, this is the user who will be notified that their visitor has arrived.
5. Purpose of Visit (optional): Select Meeting, Interview, Delivery, Friends or Family, or Personal.
6. Notes (optional): Add any additional notes about the visit.
7. Timing (required): Set the start date and time of the visit.
   1. The time is based on the location's configured time zone. When you change the location, the time zone updates to match.
   2. The start time defaults to the next 15-minute mark and must be in the future.
   3. Duration (optional): Choose a length from the list, from 15 minutes up to 8 hours. Only lengths that end before midnight are offered, because a visit cannot run past midnight.

Adding Visitors

Each visit must have at least one visitor. Until you add one, the panel shows Requires at least one visitor.

8. Add a visitor in one of two ways:
   1. Returning visitor: Type in Search existing visitors, select the person, and click Add.
   2. New visitor: Click Create new visitor and fill out their information.
9. Fill out the visitor's information:
   1. First Name (required)
   2. Last Name (required)
   3. Email (optional): An email address is needed for the visitor to receive their invitation email.
   4. Phone (optional): A mobile phone number is needed to use the SMS feature to message visitors.
   5. Click More Options to show the optional fields below. Click Less Options to hide them again.
      1. Company (optional)
      2. Badge Number (optional): If the badge number is not known when you create the visit, you can edit the visit and add it later (as long as the visit can still be edited).
      3. Photo (optional): Drag an image onto the upload area or click to browse. Supported file types are .png, .jpg, .jpeg, .webp, and .svg, up to 5 MB. The photo appears on the visitor's printed badge when the location's badge settings show the visitor image. Visitors with a mobile number may also be sent a text asking them to reply with a selfie (see What Happens After You Save below).
10. Click Collapse to tuck the visitor's form into a single line. Click Edit on that line to reopen it, or Remove Visitor to take the visitor off the visit. Repeat for each visitor you want to add.

While you type, the form may show a warning:

• Duplicate Detected: An existing visitor record matches what you entered (by email, phone number, or name and company). Click Use existing to replace what you typed with that visitor's saved information and attach their record to the visit, or dismiss the warning with the X to keep your entry.
• No email or phone on file: The visitor will not receive an email or text invitation for this visit. You can dismiss the warning if that is expected, for example for a delivery driver.

11. Once all the visitors have been added, click Save. The visit is created and each visitor with an email address is sent an invitation.

What Happens After You Save

• Invitation email: Each visitor with an email address receives an email with information about the visit and the location's address. Unless QR codes are disabled for the location, the email also includes a QR code and a 6-digit code they will use to check in when they arrive. Visitors with a mobile number also receive a text invitation if your account uses Open Path visitor access.
• Photo text message: About a minute later, each visitor with a mobile number receives a text about their badge photo. If they do not have a photo on file, it asks them to reply with a selfie. If they already have a photo, or were asked in the last 90 days, they receive a text confirming their visit and that no action is needed. You can turn these texts off for a location with Disable Photo Requests.
• In the list: The visit appears in the list right away.

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.

Creating a Quick Walk-in

Use Quick Walk-in at the front desk when a guest is already standing in front of you and does not have a scheduled visit. There is no time or purpose to enter. The visit is recorded as starting now, every visitor on it is checked in immediately, and the host is notified that their guest has arrived.

1. On the Visits screen, click Actions, then select Create Visit.
2. At the top of the panel, select Quick Walk-in.
3. Location (required) and Host (required): Select where the visitor is and who they are here to see.
4. Notes (optional): Add any additional notes about the visit.
5. Add at least one visitor, following the steps in the Adding Visitors section under Creating a Scheduled Visit.
6. Click Save.

Viewing Visit Details

Click any visit row on the Visits screen to open Visit Details. It shows:

• The start time, duration, purpose, and Scheduled / Walk In badge, plus any Notes.
• The Location.
• The Host, with their photo, company, email, and phone. Click the host card to open their profile.
• Every Visitor on the visit, each with their own row (described below).

The Actions button at the top of the panel opens the same visit options as the ⋯ menu on the list: edit, print badges, check in or out, and cancel or delete.

Each visitor row shows:

• A checkbox (used for printing badges), the visitor's photo, name, and company.
• Checked In and Checked Out date and time, once they happen.
• Last Email Sent: When the visitor was last sent an invitation or update.
• Entry Attempts: The number of times the visitor's code was scanned at an access point. This only appears if Open Path visitor access is enabled for your account.
• Phone and email buttons (when on file), Print Badge, and a Check In or Check Out button.

Editing a Visit

1. On the Visits screen, click the ⋯ menu on the visit you want to edit and select Edit Visit. (You can also open the visit and select Edit Visit from the Actions button at the top of Visit Details.)
2. Make the desired edits to the visit information and visitors. The Edit Visit panel has the same fields as Create Visit.
   1. Note: Depending on the current state of the visit, some fields cannot be edited. See the list below.
3. After all your edits have been made, click Save.

What you can change depends on the type and status of the visit:

• Scheduled visit that has not started and has no one checked in: You can change the location, host, purpose, notes, date, time, and duration. You can also add more visitors, or remove visitors.
• Scheduled visit after its start time has passed, or once any visitor has been checked in: The visit can no longer be edited. The fields are disabled, and Save shows This visit can no longer be edited.
• Walk In visit: You can update the purpose and notes. The location, host, time, and visitors cannot be changed, and visitors cannot be added or removed.

Visitors are notified of changes automatically when you save a scheduled visit:

• Visitors you add receive an invitation.
• Visitors who stay on the visit receive an updated invitation when the start time, end time, location, or host changes.
• Visitors you remove receive a cancellation.

Checking In a Visitor Manually

While visitors have the ability to check in themselves via the Visitor Signage, they can optionally be checked in manually from the Visits screen. This way, if a visitor did not receive or has misplaced their check-in code, they can continue with their visit.

1. On the Visits screen, check in the visitor(s) in one of two ways:
   1. One visitor: Click the visit to open Visit Details, then click Check In on that visitor's row.
   2. Everyone on the visit: Click the ⋯ menu on the visit row (or the Actions button in Visit Details), then select Check In All Visitors. Only visitors who are not yet checked in are affected. This option is hidden once everyone is checked in.
2. The visitor(s) are now checked in. The host (and anyone your location has set up to be notified about arrivals) is notified by email, and by text message if they have a mobile number on file.

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 are immediately available to be checked out.

1. On the Visits screen, check out the visitor(s) in one of two ways:
   1. One visitor: Click the visit to open Visit Details, then click Check Out on that visitor's row.
   2. Everyone on the visit: Click the ⋯ menu on the visit row (or the Actions button in Visit Details), then select Checkout All Visitors. This option only appears once at least one visitor has been checked in, and it is hidden once everyone has left. On a scheduled visit, it only affects visitors who have already been checked in.
2. The visitor(s) are now checked out. As with check-in, the checkout is recorded at the current time.

Printing Visitor Badges

• One visitor: Open Visit Details and click Print Badge on the visitor's row.
• Several visitors: In Visit Details, check the boxes next to the visitors you want, then click Print Badge(s) at the bottom of the panel.
• Everyone on the visit: Click the ⋯ menu on the visit row (or the Actions button in Visit Details) and select Print All Badges.

Badges use the design and the details chosen in the visit's location under Visitor Mgmt. > Badge Print Settings. These settings are described in the Location Settings That Affect Visits section near the top of this article. Each visitor's badge prints on its own page.

Deleting and Canceling a Visit

You can delete or cancel visits directly from the 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: Canceled and deleted visits no longer appear on the Visits screen, but they remain viewable on the Visitor Log report, where the Status column shows how each one ended.

Canceling and deleting always apply to the entire visit, including every visitor on it. You cannot cancel the visit for just one visitor. To take a single visitor off a scheduled visit, use Edit Visit and remove that visitor instead.

Steps to Delete or Cancel a Visit

1. On the Visits screen, click the ⋯ menu on the visit you want to remove (or open the visit and use the Actions button in Visit Details).
2. Select Delete Visit.
   1. The option displays as Cancel Visit if the visit is in the future and has no checked-in visitors.
3. Review the confirmation window, which shows the visit's location and date and time. Below that, the notification checklist asks Who should receive a notification about this cancellation? (or Who should be notified about this deletion?). The host and each visitor are listed, marked (Host) or (Visitor), and everyone is selected by default. Clear the checkbox for anyone who should not be notified.
4. Click Cancel Visit or Delete Visit to confirm. The visit is canceled or deleted for everyone either way. The checklist only controls who is told about it.
5. A notification email is sent to each selected person, based on whether the visit was deleted or canceled.

Printing and Exporting the Visits List

Open the Actions menu to work with the list of visits you are currently looking at. Everything below includes only the visits that match your current Search and Sort & Filter choices, in the same order, so set those first.

• Print: Prints a table titled Visits, with the date range under the title. Columns are Time, Host, Visitors (each visitor's name), Purpose, Last Email Sent, Check-In, Check-Out, Type, and Notes.
• Export to Excel: Downloads visits.xlsx.
• Export to CSV: Downloads visits.csv.
• Copy to Clipboard: Copies the table so you can paste it into a spreadsheet or email. A confirmation, Visits copied to clipboard, appears when it is done.

Visitor Signage Kiosk

Visitors use the Visitor Signage kiosk at your location to check in to a scheduled visit or to register as a walk-in.

Checking In to a Scheduled Visit

For scheduled visits, when the visitor(s) arrive at your office, they will need to do the following at the kiosk 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 CHECK-IN, they should be presented with the "You've been checked in!" message. This indicates that the check-in was completed successfully.
5. After checking in, the host will be notified that their visitor has arrived.

Registering as a Walk-In

Visitors without a scheduled visit can register themselves at the kiosk. They will see the same initial screen, but instead of clicking Check in via QR Code, they select the purpose of their visit: Meeting, Delivery, Interview, or Friend or Family (the Friend or Family button can be hidden in the signage configuration).

1. Select the purpose of the visit. For instance, if the visitor is there for a meeting, they select the Meeting button.
2. Fill out their information, then click NEXT.
3. Select the host they are meeting with from the dropdown, then click NEXT.
4. Review the visit information and click CHECK IN.
5. A confirmation screen appears and the host is notified that their visitor has arrived.

Visitor Reports

The Visits screen is built for day-to-day work. For history, auditing, and analysis, use the two visitor reports: Visitor Log and Visitor List. Open the Reports page and select the Visitors filter to find them. You will only see the reports your permission group has been given access to. The steps for giving a group access are under Related Permissions in the Enabling Visitor Management Access (Permissions) section at the top of this article.

Each report asks for a location (or All Locations) and a time range (Custom Range, Today, Tomorrow, Yesterday, This Week, This Month, or This Quarter), and remembers your selections the next time you open it. Above each table you will find print and export buttons, a column control to show or hide columns, and a Search box. Click a column heading to sort.

Visitor Log

Shows the visits for the selected location during the time range, with one row for each visitor on each visit. This includes canceled and deleted visits.

Columns shown by default:

• Location: Where the visit took place.
• Check In and Check Out: When the visitor arrived and left.
• Scheduled Time: The planned start time of a scheduled visit.
• Visitor, Visitor Email, Visitor Company, and Badge Number.
• Signed Documents: The number of documents the visitor signed during the visit.
• Purpose and Host.
• Type: Scheduled or Walk-In.
• Status: Blank for active visits. Shows Canceled or Deleted for visits that ended that way.

Some columns are hidden by default: Host Department, Host Practice Group, Signage Display (the kiosk the visitor used, if any), Notes, and Visit ID. Use the column control above the table to show them.

Visitor List

Lists the individual people who checked in at the selected location during the time range, rather than each visit. A visitor appears once they have checked in, so people who were invited but never checked in are not listed. It is useful for seeing who your repeat visitors are. Columns include Visitor, Email, Visitor Company, Visits During Period, All Visits, Most Recent Date, Most Recent Location, and Most Recent Host.

Frequently Asked Questions