Managing Visitor Check-ins & Approvals

The Visitor Management module tracks every visitor from check-in to check-out, showing live KPIs for Currently On Site, Today's Check-ins, Rejected This Month, and Avg. Visit Duration, with dedicated screens for Active, Approved, and Rejected visits.

Show Image The Visitor Management dashboard, showing KPI cards (Currently On Site, Today's Check-ins, Rejected This Month, Avg. Visit Duration) and Quick Access Applications: Active Visits, Approved Visits, Rejected Visits, and Visitor History.

Key screens explained in detail:

• Active Visits — monitor visitors who are currently checked in but not yet checked out; this is your real-time "who is on-site right now" view.
• Approved Visits — view all visitor requests that have been approved and are ready for gate entry processing, meaning security can expect and admit them.
• Rejected Visits — view and manage visitor requests that were declined, along with the reasons for rejection.
• Visitor History — a complete historical log tracking every visitor entry and exit ever recorded.

Complete step-by-step process for approving a visit:

1. A visit request is raised (typically by the host employee or reception staff) with visitor name, purpose of visit, and expected date/time.
2. The request appears pending review — an authorized approver checks the details.
3. If everything is in order, the approver marks it Approved, moving it into the Approved Visits list, ready for the visitor to be processed at the gate on arrival.
4. If there's a concern (unclear purpose, security flag, no host confirmation), the approver marks it Rejected, adding a reason — this moves it to Rejected Visits.
5. On arrival, gate/reception staff check the visitor against the Approved Visits list, check them in (moving them to Active Visits), and later check them out upon departure (moving the record into Visitor History).

Why tracking Avg. Visit Duration matters: This KPI helps facility and security teams understand typical visitor dwell time on your premises. An unusually long visit duration — well beyond the average — can be flagged for a follow-up check, supporting both security and operational efficiency.

Practical benefits of structured visitor management:

• Security: No visitor is admitted without a pre-approved, documented reason.
• Accountability: Every visit is tied to a host, a purpose, and a time window.
• Compliance: Complete historical records support safety audits and, where relevant, regulatory requirements.
• Operational insight: KPIs like "Today's Check-ins" help facility teams plan for reception staffing and capacity.

How Visitor Management complements dealer relationships specifically: For a dealer-focused business, visitors often include vendor representatives, dealer sales staff, or auditors — tracking these visits with the same rigor as internal staff visits ensures your dealer relationship activity (in-person meetings, sample deliveries, negotiations) is just as accountable and documented as your digital procurement activity across the rest of the portal.

Frequently Asked Questions

Can a visit be approved after the visitor has already arrived at the gate? 

This varies by organizational policy — some allow expedited on-the-spot approval for known visitors, while stricter setups require pre-approval before gate arrival.

What information is typically required to raise a visit request? 

Commonly the visitor's name, company/affiliation, purpose of visit, host employee, and expected date/time.

Does "Rejected This Month" reset every month, or is it cumulative? 

This KPI is designed to reflect the current calendar month's rejected visits specifically, resetting as a new month begins.

Can I see why a specific visit was rejected? 

Yes — the Rejected Visits screen is specifically designed to show the reason alongside each declined request.

How does a visitor move from Active Visits to Visitor History? A

Once the visitor is checked out (their departure is logged), their record moves from the live Active Visits list into the permanent Visitor History log.

Can dealer/vendor representatives be flagged differently from general visitors? 

Depending on your configuration, visit requests can typically capture the visitor's affiliation (e.g., specific vendor company), allowing you to distinguish and analyze dealer-related visits separately if needed.