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Personal Assistants

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About Personal Assistants

Personal Assistants can receive check-in/check-out visitor notifications for visits that a colleague hosts. 

From your user profile, you can assign a personal assistant to receive visitor management notifications for visits that you host, or set yourself up as a personal assistant for someone else. If you select a personal assistant for yourself, or set yourself up as a personal assistant for a colleague, your name will appear in the corresponding field in their user profile - only one of the two users needs to define the personal assistant.

A personal assistant can only create visits for someone else if they are members of a user group that provides this permission. However, providing a user with permission to create visits for others, allows them to assign any colleague in the location as a host of a visit.

To create visits for others, a user must be a member of the Assistants user group (or another user group that allows visits to be created for others). This allows the user to create a visit and assign a different host. Your Administrator can add users to the Assistant user group. Learn more (admins): User groups and rights

How to assign Personal Assistants

Follow the steps to select your personal assistant or set the colleague that you are a personal assistant for.

    1. Select your name in the top right of Eptura Visitor and click Manage Profile from the menu.
      edit profile 04.png
      1. To set your personal assistant, start typing their name in the My Personal Assistant box and select it when it appears.
      2. To set the colleague that you are a personal assistant for, start typing their name in the Personal Assistant to box and it when it appears.
    2. Click Save changes when done.

    Only colleagues who have an Eptura Visitor account are available to select. Contact your administrator to request an account for a colleague if they are not listed.

    Host: Manage who receives notifications about your visits

    As a host with a personal assistant, you might prefer not to receive check-in and check-out notifications for your visitors, and have them sent only to your personal assistant.

    When you have deactivated email notifications, your personal assistant can still add you as a recipient to specific visits so you are notified when your guests check-in or check-out. This is useful if your assistant will be out of the office at the time and unable to meet and greet your guests.

    To stop receiving check-in and check-out notifications and have them sent only to your personal assistant, follow the steps to disable the 'notify me if I am the host' options in your user profile.

    1. Select your name in the top right of Eptura Visitor and click Manage Profile from the menu to open your user profile.
    2. Select Visitor Management Notifications from the menu on the left.
    3. To stop receiving notifications yourself for visits that you host, disable 'I am the host' for the notifications that you do not want to receive. The personal assistant assigned in your profile will continue to receive them.
      edit profile 05.png

    Personal Assistant: Manage notifications

    When you are assigned as a personal assistant for a colleague, you will receive check-in and check-out notifications for the visits they host. You can enable or disable these notifications in your user profile.

    1. Select your name in the top right of Eptura Visitor and click Manage Profile from the menu to open your user profile.
    2. Select Visitor Management Notifications from the menu on the left.
    3. Enable/disable the Notify me if.... I am the personal assistant of the host options for check-in and check-out notifications as required.
      profile assistant 02.png
    Override deactivated host notifications or send notifications to someone else

    To ensure the host receives check-in and check-out notifications for a visit, even when they have deactivated their notifications, you can add them directly to the notification list on the new visit form. This is useful if you will be out of the office at the time of the visit and unable to meet and greet the guests. You can add other recipients here, too.

    1. Create a new visit and click Customize notifications under the Host field. 
      notify 01.png
    2. Add the host and/or other colleagues to the recipient lists for the notifications you want them to receive for the visit.
      notify 02.png

    Assistant: Create visits for someone else

    To create visits for others, you must be a member of the Assistants user group, or another user group that has enabled the permission to create visits for others. Users with this permission applied, can set any user in the location as the host of a visit.

    Your Administrator can add users to user groups. Learn more (admins): User groups and rights

    To create a visit on behalf of someone else, you simply change the Host name on the new visit form to their name. If you are not a member of the Assistants user group (or another group that allows creating visits for someone else), a message is displayed when you attempt to save the visit, and the visit is not created.

    Learn more: Create a visit for someone else