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Eptura Knowledge Center

Pending Approvals

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Authorized approvers review visits from the Pending Approvals dashboard.

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Can't see the Pending Approvals dashboard?

Approve or deny a visit

Visit approvals are reviewed and actioned for individual visitors or a visitor group.

Individual visitors

Visits created for a single visitor show an avatar to the left of their entry on the Pending approvals list.

Select a visit to review the visit details displayed under the Approve and Deny buttons.

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Group visits

Visits created for a group of visitors do not show an avatar on the Pending approvals list.

Select a visit to review the visit details displayed under the Approve and Deny buttons. Select a visitor to display their details.

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Approving or denying a group visit actions the same decision for all visitors included on the visit form. You cannot approve/deny visitors in a group visit individually.
Approved visits

When a visit is approved, the status on the Visitor logbook changes from 'In-review' to 'Expected' and an invitation and the remote registration email is sent. Your regular visitor flow then follows. 

Learn more

Denied visits

When a visit is denied, the status on the Visitor logbook changes from 'In-review' to 'Denied' and an email is sent to the host to inform them of the decision.

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Visitors with the 'Denied' status cannot check in via the dashboard or kiosk and/or cannot be granted physical access via a turnstile or gate, for example, if you have an Access Control integration. Denied visitors are not sent a notification of the rejection, and if they arrive at the location, the kiosk displays a message to contact reception.

The visit's activity log shows the details of the approver and the reason for the denial, if the approver entered a reason*.

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*The approver can only add notes when the review decision is made via the email notification sent to the approver(s). Notes cannot be added when the action to approve or deny is made via the Pending Approvals dashboard. Learn more: Visit Approval notifications

The host can create a new visit and start the approval flow again at any time, even if the visitor has been denied.

Reviewing unexpected visitors 

If a visitor arrives at your location without a pre-registered visit, they can register via the kiosk (if unexpected visitors are allowed at the location). These visits are placed in the Pending Approvals dashboard with the 'in-review' status and must be reviewed by an approver before they can check-in.

If unexpected visitors are allowed, we recommend assigning at least one approver to your front desk to ensure unexpected visitors can be reviewed and checked in efficiently. No email notification is sent for visits moved to 'in-review' status.

Learn more: Visitor kiosk - pre-registered visitors only