Locations and Buildings

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About locations and buildings

In a nutshell, a ‘location’ is a site within your organization that has one or more entrances used by visitors and employees to access the workplace, while a ‘building’ is simply a group of locations.

Each location has its own settings, rules, and users, etc., and can manage visits from multiple entry points and Visitor kiosks. A location can provide the following:

Visitor logbook: Manage all visits for a location from a single logbook.
Personalized welcome: Greet your guests in their own language; the Visitor Kiosk app supports a large range of different languages. Contact Support to add more languages.
Emergency management: Account for visitors and employees during an emergency.
Customized usage rights: Each user can have different usage rights for different locations. For example, a user might be registered as an administrator in one location and as a standard user in another.
Reporting: Compare the visit data for your locations and aggregate all your data to analyze your global statistics.

You can have as many locations for your organization that you need. Contact Support if you would like a new location created. New locations can be created using your existing settings, which can provide:

Consistent branding - When we add new locations for your organization, we can copy your check-in process and settings to your new locations so that each one of your locations displays your brand.

Multiple locations in your organization can be grouped into buildings so visits for all grouped locations can be managed from a single logbook, emergency lists can be quickly generated and visit data exported for all locations belonging to a building. A building provides the following:

Visitor logbook for multiple locations: Manage visits for multiple locations from a single logbook; view all expected, checked-in, and signed-out visitors across your grouped locations.
Emergency list: Generate an emergency list for all the locations added to your building.
Export all visit data: Export all visit data for all the locations added to your building.

The Location Overview module

The Locations Overview module contains two dashboards - an overview of your locations and buildings, and a real-time dashboard where you can monitor the most recent activity happening across multiple locations or tenants from one single page.

Overview dashboard: View the number of expected visitors in each location, generate emergency lists, and create and edit Buildings.
Real-time dashboard: Dynamic real-time information about the most recent visitor activity across all the locations you have access to.

Learn more: Locations Overview ↗️

Locations

Each location has its own settings, rules, and users, and can manage visits from multiple entry points and Visitor kiosks.

New locations cannot be created from Eptura Visitor directly; Contact Support if you would like a new location created.

Adding a new Location

You can have as many locations for your organization that you need. Contact Support if you would like a new location created.

New locations can be created using your existing settings, such as:

General visit settings: Invitation email, SMS/text reminder; the default visit duration; company preferences regarding check-in notification, check-out notification, check-out reminder, auto-check-out.
Most kiosk settings: Branding, custom screens, agreements / non-disclosure agreements (NDA), languages. Custom texts and the (local) printer settings cannot be copied.
Custom fields: Your custom fields can be copied to a new location.

The above settings can only be copied in bulk when the new location is created, not afterwards.

Switch Location

When you have multiple locations, you can switch between the locations from the drop-down list at the top of the Eptura Visitor window.

Learn more:

Location settings ↗️
Visitor logbook overview ↗️

Buildings

Create a building to group multiple locations together. This allows you to manage all visits for the grouped locations from one single logbook, generate an emergency list and export all visit data for multiple locations.

Create a Building and add locations

Select Locations overview from the icon menu on the left and click New building to start creating a new building.
Enter a name for the building and select a location from the drop-down list.
Continue to add locations as required and click Save changes when done.

Add or remove locations from an existing building

To add additional locations to an existing building or remove locations:

Select Locations Overview from the left icon menu and hover over the Building to display the Edit icon.
Click the Edit icon to open the Edit building dialog box.
1. Add locations: Select the location to add from the Add locations drop-down list and click Save changes.
2. Remove locations: Click Remove for the location you want to remove.

Delete a building

To delete a building:

Select Locations Overview from the left icon menu and hover over the Building to display the Bin icon.
Click the Bin icon to delete the building, and click Delete to confirm. This only deletes the building, it does not remove any locations.

Export all visits for a building from the Visitor logbook

You can export all visits for all locations added to a building via the Export visits option from any location's Visitor logbook. You can export up to 180 days of visits within any given time frame.

Open a Visitor logbook for any location and click the Export all visits icon from the icon bar across the top of the visitor logbook.
From the 'Export all visits' dialog box, select the From and To dates you want to export, and select the building from the Building or location drop-down list.
Click Export to export visits from all locations in the building.

You can continue working while the export is running. When ready, a secure link to the exported file is sent via email.

Learn more: Visitor logbook overview ↗️