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Create a Single Visit

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You can quickly create a single visit for a new visitor or a returning visitor.

Watch the Video

Audio: Sound Length: 1:42 mins

Follow the steps

To create a new visit, select the Visitor Logbook from the icon menu on the left, and follow the steps below.

  1. Click the New Visit button.
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  2. Enter the visitor’s first and last name. Eptura Visitor will search for the name.
    1. Returning visitor: If the visitor already exists, select their name from the list, and jump to step 3.
    2. New visitor: If the visitor does not already exist, click + Create a new visitor.clipboard_e3af734fc2547f39057bd85d643445698.png
      Enter the new visitor's name and optionally, company and email address.
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      Visitor will be added to the shared address book for easy future entry: By default, the new visitor's details are added to the shared address book, and are then available for future visits and remembered on the kiosk. Click Change to disable these settings or only save the visitor's details to your private address book. Learn more: Save visitor data for future visits
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  3. Select the date and time of the visit.
  4. Recurring visit: If this is a recurring visit, check the Recurring visit box to reveal the options:
    1. Recurrence type: Select either Daily, Weekly, Monthly, or Yearly.
    2. Repeat: Select either Every workday or Every day (incl. weekends).
    3. Start: Select the start date.
    4. End: Select the end date or if there is no end date, then enable the No end check box.
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  5. Host: Enter the host name and if you want to send a copy of the meeting to the host, then enable the Send [name] a copy of the meeting request check box.
  6. Notifications: By default, email notifications about the visit are sent to the host. To send the notifications to someone else, click Customize notifications link to reveal the notification options and enter the desired recipients for the following notifications: 
    1. Notify these people when the visitor checks in.
    2. Notify these people when the visitor checks out.
    3. Notify these people if the visitor forgets to check out.
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Good to know

  • Set the default recipients of check-in, check-out, and check-out reminder email notifications from Settings > Visitors > Notifications. Learn more: Visitor and Host Notifications
  • Set defaults for the check-in and check-out notifications for individual users from User Management. Learn more: Visitor Management notifications
  • Users can assign a personal assistant to receive check-in and check-out notifications for visitors. Learn more: Assign a Personal Assistant
  1. Eptura Engage (Condeco) integrations 
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If your organization has integrated with Eptura Engage (Condeco), two additional options might be displayed:

  1. Workspace booking: Click Book a workspace to find and book the visitor a personal space in Eptura Engage. 
  2. Eptura Engage (Condeco) meeting: Click Link visit to a Condeco meeting space, to find and book a meeting space in Eptura Engage.

engage integration.png

Learn more: Eptura Visitor + Eptura Engage Integration
  1. Show More: If your organization has added custom fields for new visits, click Show more to expand the section and add the additional information.

When you've entered all the details for the visit, click either Create Visit or Save & Create New (this will save the visit and let you create another visit).