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Remote Registration to Collect Documents

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Early Access

Overview

Remote Registration allows you to collect useful information from visitors ahead of their visit or arrival on site. It helps speed up the check-in process and helps secure your workplace by collecting information that your security teams may need to verify the credentials of your guests or contractors. Learn more about how to set up Remote Registration.

Previously, you could collect the following types of information from visitors,

  • Free text - it will provide a blank field that can be filled in with letters or numbers.
  • Multiple choice - you can list different custom options.
  • Yes/No - specially designed for simple visitor or host questions.
  • Date

In this early access program, we introduce a new type called File. This allows you to configure a remote registration flow to collect visitor documents in advance.

Create a new File type custom field

Let’s demonstrate this in an example, where we create a Contractor License custom field.

  1. From the menu, navigate to Settings.
  2. Under the General Settings, click Custom fields.
  3. Click the New custom field button. The Add new custom field dialog displays.

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  1. In the Name of the field, enter the name of the custom field. For example Contractor license.
  2. From the Type drop-down, select File.
  3. For the Data retention period, select the Store for a period of days option and then enter 30 days. Remember this let's specify when the data is deleted automatically which means you store the visit details (including uploaded documents) no longer than absolutely necessary; learn more in Delete visit and visitor data.
  4. Click the Save button.

Learn more about custom fields in the Manage and Edit Custom fields article.

Remote Registration Flow Editor

You can also create a File type field directly in the Remote Registration flow editor and this will create a new custom field. Learn more in Create Custom Fields, Custom Screens and Smart Rules.

Guests or contractors can upload documents

Visitors don’t have to install or configure anything to start uploading documents, as long as they are using a supported mobile or desktop browser.

During the pre-registration process, they will be prompted to upload a document, such as Contractor License. They can tap the select a file button and then choose the document to upload. Remember uploads are restricted to 5MB and only PNG, JPG, GIF or PDF formats are valid.

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View uploaded Documents in the Logbook

Your Receptionists and Security Managers can see the documents uploaded by the contractor or visitor in the logbook.

  1. From the menu, click the Visitor logbook.
  2. Click on the file to open it in a new tab.

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