Set up the Logbook
The Logbook settings can be adjusted to help with managing visitors. The settings are:
Access Logbook Settings
You will need Administrator rights to access this area.
- From the menu, navigate to Settings.
- From the Visitors section, click Logbook.
Visit Creation
This lets Administrators set a default period when visitors are on-site.
- From the default duration of visit drop-down, select the number of hours. The maximum hours is 12.
- If you want the visitor's email address mandatory when creating new visits in the logbook, then check the checkbox.
Auto Check-out
Sometimes, visitors don't check out from their visit, and this section lets you automatically check those visitors out.
If a visitor is in the status "check-in" hours after there planned check-out, then they will automatically be set in the status "checked-out". You can select from the following options:
- Select the Check out each visitor 6 hours after their planned check-out option and then from the hours drop-down select the hours.
- That the hours is updated in the option.
- This works in sync with the Default Duration time set in the section above.
- Select the Check out visitors every day at option and then from the time drop-down select the time.
- This will check-out every visitor at the specific time no matter what time they arrived.
Remember, if a visitor is still "checked-in" 12 hours after a scheduled check-out, they will automatically be placed in the status "checked-out".
On-site Status
When a visitor checks in at the kiosk, a specific label can be used to describe their presence on-site. This can be essential if an emergency occurs and can be used to determine the status and safety of the visitor.
- Click the On-site status toggle to ON.
- From the After registering on the iPad, visitor is in status drop-down, select either Check-in or On-site.
Understanding Check-in and On-Site
On-site is an optional status that sits between Expected and Checked-in and allows you to implement an extra step in the entry process for your visitors. Below shows you where the On-site status fits into the visitor arrival flow:
On-site status is flexible in how it can be deployed and triggered via the Dashboard, iPad devices, or compatible integrations such as access control. What’s important to note is that only one status can be triggered on the iPad. Below describes the common uses:
- Security screening
- Visitors sign in on the iPad Kiosk and this sets their status to On-site.
- After the security guards have completed a manual security screening, they can switch each visitor's status to Checked-in via the Dashboard.
- Triggers the host's notification and badge printing, only after the visitors have passed the security check.
- The visitor is included on the emergency list.
- Distant security booth
- It is not uncommon to have visitors arrive on the premises a few minutes before they ever enter your lobby - strictly based on the size of your property.
- After an initial security check, the guards at the distant security booth can then set the visitors to On-site status via the Dashboard.
- This makes sure the visibility of these visitors before they check in using the iPad Kiosk.
- Access Control System - This is when Proxyclick is integrated with your company’s Access Control System.
- The visitor receives a unique QR code in their invitation email and their status is Expected.
- They can scan at the iPad Kiosk (if using the touchless check-in or they can alternatively use the manually check-in), this changes their status to On-site.
- At this point, they can go through a check-in process to sign an NDA document, take photos, print a badge, etc.
- Then they scan at the turnstile (or another designated checking-in access point) to be automatically checked-in.
