Logbook settings
From Logbook settings you can set the default visit duration and make email addresses mandatory, set the time before automatic check-out, and add the 'on-site' status to your visitor flow.
To edit the settings, navigate to Settings > Visitors > Logbook.
Contents
Visit creation settings
- Default duration of visit: Select the number of hours for the default visit duration set when creating visits. The maximum number of hours is 12.
- Make visitor email addresses mandatory when creating new visits in logbook: Enable or disable, as appropriate.
If you want to copy these settings to all the locations you are an administrator of, click Copy to all locations and then Save to apply the settings to all listed locations.
Auto check-out
- Check out each visitor after: If selected, set the number of hours after the end time of a visit that a visitor is automatically checked out. Options range from 1 to 48 hours.
- Check out visitors every day at: If selected, set which hour of the day to automatically check out visitors with a 'checked-in' or 'on-site' status.
If you want to copy these settings to all the locations you are an administrator of, click Copy to all locations and then Save to apply the settings to all listed locations.
On-site status
Enable the on-site status to allow an extra step to be implemented in the entry process. This can be particularly useful for emergency processes that need to determine the status of visitors to ensure their safety.
If enabled, choose the status that is set after a visitor has registered on the kiosk:
- After registering on the iPad, the visitor is in status: Select the status to be set after the visitor registers on the kiosk, either 'Checked-in' or 'On-site'.
If you want to copy these settings to all the locations you are an administrator of, click Copy to all locations and then Save to apply the settings to all listed locations.
Understanding 'Checked-in' and 'On-site'
On-site is an optional status that sits between the 'Expected' and 'Checked-in' statuses, and allows an extra step in the visitor's entry process to be implemented. Below shows 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, kiosk, or compatible integrations such as access control. What is important to note is that only one status can be triggered from the kiosk.
Example uses
Manual security screening
- Visitors register on the kiosk, which sets their status to On-site and they are added to the emergency list.
- After manual security screening has been completed, the visitor's status is changed to Checked-in via the dashboard, which triggers the email notification to be sent to the host and the badge to be printed.
Distant security booth
Some building designs mean that visitors pass through security controls when arriving at your premises but before they have reached the lobby to register and check in. In this case, security can mark the visitor as on-site, which adds them to the emergency list but does not trigger the email notification to the host or the badge printing.
- After an initial security check, the guards at the distant security booth set the visitors to On-site status via the Dashboard, which adds them to the emergency list.
- The visitor makes their way to the lobby and checks in, triggering the email notifications and badge printing.
Access control integration
When Proxyclick is integrated with your company’s access control system:
- The visitor is sent a unique QR code in their invitation email and their status is set to Expected.
- The visitor scans the QR code at the kiosk, which changes their status to On-site and the visitor is added to the emergency list.
- At this point, they can go through a check-in process to sign an NDA document, take photos, print a badge, etc. and enter through the access control system.
Learn more: Access control integration