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Set up visitor management for your office

Configure your visitor management workflow, visitor types, and invite management in Calven

The Visitor Management feature enables you to setup business processes around who comes into your office and create a seamless entry experience. Users with a Global Administrator or Visitor Admin role can manage this feature via Backoffice.

The visitor iPad kiosk is used to register visitors, and the front desk administrators can manage the flow in and out of the office by viewing the logs of visitors and invites.

Setting up Calven visitors is as simple as 1-2-3:

  1. Getting an iPad loaded with the Calven Visitors app

  2. Pairing the kiosk

  3. Configuring visitor types you want to be able to sign in

 

Connecting a visitors kiosk

  1. Download the Calven Visitors app on an iPad.

  2. When you open the Visitors app, you will be able to generate a pairing code. Generate the code and write it down. The code will expire in 1 hour - you can generate another one if you need to.

  3. Go to Calven and click actions > pair new kiosk

  4. Enter the kiosk name, which office the iPad is located in and a welcome message to be displayed on the iPad. When you click save, the kiosk will now be running. If you had already configured visitors previously for that office, you are done. Otherwise, continue onto Creating Visitor Types.

  5. We recommend enabling Guided Access on the iPad so it acts like a dedicated appliance. More information is available on that here: Use Guided Access with iPhone, iPad, and iPod touch - Apple Support

 

Creating visitor types

Visitor types are used to create specific processes for different types of people that come into your office.  

Some examples of different visitor personas are:

  • Vendors that need to sign NDAs

  • Family and friends of employees

  • Interoffice travelers

  • Consultants and non-FTE workers

Tip: Visitor Types on iPad will display in order of creation within Backoffice (future enhancement to allow Admins to customize the order)

To configure visitor types, go to Calven and click actions > create visitor type

Name your visitor type, give them an icon and pick which offices the visitor type should be displayed at for sign-in.

  1. Configure the visitor type settings:

    1. Enabled - if a visitor type is disabled, it will not be shown on the kiosks for sign-in.

    2. Host required - when enabled, the visitor must pick a host when signing in.

    3. Notify host of sign-in updates - the host will be notified when the visitor signs in or out. They will be notified via the channels configured in visitor settings.

  2. Update messaging for the visitor if you want to override the default messages. The messages available to be configured are:

    1. Invite message - text that will be shown on email invites that are sent to visitors before they arrive.

    2. Sign in success message - message shown on the kiosk when a visitor completes their sign in.

 

Some visitor types may need to have different messages based on your business logic. Invites for interoffice travelers may specify that they come into the employee entrance, while vendors may need to use the main entrance.

Configuring sign-in questions

Sign-in questions allow different questions to be shown for different visitor types. Each visitor type has their own set of sign-in questions.

Available question types

 

The following question types are available

  • Text input. This can have a minimum and maximum number of characters available.

  • Option. This can be single or multiple choice. A minimum and maximum number of selections can be set.

  • Document. This shows a document to the visitor. This is further described in “Document Management”.

Sign-in flows & Conditional logic

Each question can have conditional logic layered onto it so that it is not asked each time to each visitor.

Response required. When enabled, a visitor signing in cannot bypass this question, it must be answered.

Ask returning visitors. When disabled, a visitor that is signing in and has already answered this question on a previous sign-in will not see or answer this question.

Conditional logic. When conditional logic is enabled for a question, an earlier option question is used to determine if this question will be shown.

 

Updating the iPad with recent changes made in Backoffce

Click on the Configure button in the bottom right corner of the iPad

Click on Fetch Config button

Click on your company logo in the top right corner

 

Viewing the visit log

To view the visit log, go to Calven

This will show the visitors that have signed in on a specific day. Use the date picker to pick a different day, or the office filter chip to only view visitors at a specific office.

From this table, an administrator can also sign out any visitors.

 

This is a great screen for front desk administrators to leave on and keep a list of visitors that have arrived at the office.

Viewing visitor details

To view the visitor details, click on the visitor name in the visitor log.

The answers to the questions will be shown there as well as the visitor information.

On this page you can also click “Previous visits” to see other visits by that same visitor.

Creating invites

A list of visitor invites can be seen on the Invites page. All invites in the future will be shown here. When there are multiple visitors added to a single invite the users will be shown together in an accordion.

To create a new invite, click + invite

You can select the office, visitor type, and a date range for the invite. You can optionally add a host to the invite, which will be shown to the visitor.

The text copy shown is the welcome message that will be sent as part of the email message. It can be configured in Visitor Settings, and you can override those values for each visitor type in visitor type configuration.

Click add invitees to enter the information for your visitors.

You must enter an email, first name and last name for each visitor. The phone number and company fields are optional. You can also upload a CSV of visitors to send a large number of invites at the same time - utilize the Download template link on the invitee creation page:

Click to send your emails to the visitors.

If you want to cancel an invite, on the invites screen, select the invites you would like to cancel and click delete invite. Invitees will receive a follow up email to let them know the invite has been cancelled.

 

Connecting to a building system

Calven will also connect your Calven visitors system to a building visitor system to register the user with the building when new visitors are invited. This allows visitors to be sent a QR code in the invite which can be used to gain entry to the building. Please contact your Calven representative for more details.