Visitor Management

To Register Visitors

You can register visitors in Schedule or Facility Reservation applications.

- Add Event screen

Click "Visitors" to open Visitors window.

• Select a contact person who will attend to visitors.
  You are selected initially.
  Select (User Selection) to open Select window to choose another person.
  (For more details about user selection, please refer to  Common Functions for All Screens > User/Group/Role Selection  in User's Manual.)
  
• Select a reception room from the drop-down list or just enter one in the box.
• This is the selected facility name.
• Enter remarks.
• Enter information about visitors.
  Company (Department): visitors' company name
  Name: visitors' names# of People: number of members of the party

When all done, click "OK" and apply the information of visitors to Schedule (Facility Reservation) item.

To See List of Appointments (Main Screen)

You can see a list of today's visitors who use any of reception rooms which you are assigned to a receptionist of.

• Set a status to the visitors.
  Select a status from the pull-down and the status will be applied to the visitors.
• Today's date.
• This filters appointments by a period of time.
  Appointments scheduled after the selected time will be displayed.
• This filters appointments by a period of days.
  You can choose from 1 day to 7 days.
• These filter appointments by: Narrow down
  
  • Status: You can switch to "Waiting for Visit," "Checked In," "Informed to Representative" or "All."
  • Reception Room: You can switch to reception rooms which you are assigned to.
• This is a list of appointments.
  The appointments are separated with dates.
  Click the link of a period to go to the Visitor Details screen.
  Click the link of a contact person's name to go to the Contact Details screen.
  * (Time is Unspecified) is displayed on an appointment without a start and an end time.
  * The list is sorted by the start time. Visitors with unspecified time are shown on the top.
• This bar shows the current time.
  You can easily find who has not come yet, who will come and who are extending the time of using a reception room.
  

To See Details of Visitors

On Main screen, click the link of a period and go to Details of Visitors screen.

• This shows when the appointment starts.
  
• This shows information about the contact person whom receptionists will contact when visitors come.
  It consists of the contact person's name and phone numbers of the department, extension, and mobile.
  Click the link to open his or her Profile window.
  
• Select status of the appointment.
• This shows which reception room and facilities they will use, including remarks.
  
• This shows visitors' information:
  Company (Department): visitors' company name
  Name: visitors' names # of People: number of members of the party

When the setup is complete, press "Update" button to save the data.

To See Details of Contact

On Main screen, click the link of a contact person's name and go to Contact Details screen.

• This shows whom to contact when visitors come.
• This is the list of participants of the appointment.
  

To Search Visitors

The option area of Side Pane has the Search Visitors feature.
You can search appointments of visitors with various criteria including Keyword, Reception Room, and Period.

• The search finds appointments related to the words you typed in Keyword box.
  If Company (Dept.) is selected, search will be performed based on visitors' company name (department name).
  If Name is selected, search will be performed based on visitors' name.
  If Contact is selected, search will be performed based on contact's name and nickname.
  
  * If you want to specify more than one keyword, use space to separate keywords.
  * Specifying multiple keywords will perform "OR" search. This means the search results contain either one or more keywords that you specified.
  
• The search finds appointments in a search target of Search In box.
  Choose a search target either Company (Dept.), Name or Contact.
  
• The search finds appointments related to a Reception Room, which you are assigned to a receptionist of.
• You can specify Period by clicking a date in the calendar, which appears by clicking a date input box.
  * Please use the date format of "MM/DD/YYYY."
• Click "Search" button, and the results will be displayed in the right.
• [] clears all search criteria.
  

To Use Convenience Tool

You can find the convenience tool of Visitor Management in Side Pane.
It is "Printable View" which shows print view of displayed appointments.

• Printable View opens a new window of the displayed appointments in print view.

To Print Appointments of Visitors

Click "Printable View" in the option area of Side Pane and open a new window in print view.
You can utilize a printed list.