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.
3. Add the location where this visit will take place.
4. Add the time and date of the visit.
   1. The time will be based on the location's configured time zone.
5. Add a Maptician user as the host.
   1. Once the visitor checks in, this will be the user that will receive an email notification letting them know their visitor has arrived. 
6. Add a purpose to the visit. The current possible options are:
   1. Meeting
   2. Interview
   3. Friends or Family
   4. Delivery
7. Optional: Add any additional internal notes that the host should know about the visit.
8. Select the Next button.
9. Begin adding visitors to the visit by clicking the green Add button.
10. Fill out the visitor's information:
    1. Visitor's Email (required)
    2. First Name (required)
    3. Last Name (required)
    4. Visitor's Company (optional)
    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.
11. After filling out the visitor's information click the blue Add button.
12. If you need to edit or remove any visitors click on their row and then select the corresponding button.
    1. Each visit must have at least one visitor.
13. Once all the visitors have been added, click the Create button. Your visit has been 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 like parking instructions to the emails sent to visitors? Follow along in our Where can I add additional information to the email notification sent to visitors? article to see how that can be accomplished.

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 they are here 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. Of note, the following fields cannot be edited:
   1. Visit Location
   2. Visit Time
   3. Visit Date
   4. Host
   5. Visitor's email
4. After all your edits have been made, click the Update button.

Checking In a Visitor

While visitors have the ability to check in themselves via the Visitor Signage, optionally they can be checked in using the desktop application that 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 are wanting 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 are wanting to checkout.
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 that 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 popup 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: