In order to prepare a configuration of To configure the Visitor Management module specific to you, you will be asked to complete the questionnaire below.
User Experience
...
ID
...
Question
...
Answer
...
to your site needs, please complete the questionnaire below.
If you have multiple buildings on your site, please make a copy and complete this document for each building which will be using the Visitor Management module.
Download the file below and then, after completing it, send it to your Customer Onboarding Specialist:
Download the Visitor Management Questionnaire here
1. User Journey
Question | Response |
Do you have an existing visitor management system? |
If yes, please explain your current visitor journey. |
UX2
Please describe what the expected on-site visitor experience is moving forward |
Please consider:
Do you want the guest to visit reception upon their arrival?
Is there a cut-off point for visitor appointments to end?
UX3
How do you see the visitor pass being delivered to the visitor?
Physical via a printed pass
Digitally via an Email
Plastic access card with a number, that gets returned after check out
No pass
UX4
Please outline the physical layout/make-up of the site/s; for example, are there multiple receptions, or a Tenant reception?
UX5
Please describe how you expect Visitor Management to be used by the property management team?
Eg. Concierge/Receptionist. Please note any person who should have the ability to manage appointments, and who should have Reception access to check visitors in and out.
UX6
Are visitors who are attending the building required to check-in with reception on arrival?
Site/Building Information
ID
Question
Answer
BI1
How many buildings are located at the site?
BI2
How many of the buildings are expected to use Visitor Management?
BI3
How many building receptions are located on the base/ground building level?
BI4
Does the site have any barriers/speed gates that Visitors use. If so, what access control system is used?
. | |
Do you require printing of visitors passes (Yes/No). If yes, please indicate what type of printer you have on reception today. Example: Starlink TSP700II - connected via USB | |
Do you require the assignment of plastic access cards to each visitor? (Yes/No). | |
Please indicate how many reception locations there are in the Landlord areas Please provide the name of the reception as well (if there is a name) i.e. north/south. | |
How far in advance (in months) should visitors be able to be invited? 2 - 12 months. Default is 12 months. | |
Visitor Types: The standard visitor types are: Visitor Contractor Employee Courier Press Temporary Pre-approved Visitor Forgotten Pass If you require additional visitor types, please list them on the right - or if you want to delete visitor types, please indicate which type should be removed. | |
For each property, and landlord area reception, please indicate the name(s) and email address(es) of the team members (e.g. receptionists) who need to check in visitors, or have overall visibility of visitors onsite each day. | |
Is there anything else about your visitor process, that we haven’t asked about, that you think we need to be aware of? |
2. Your Occupiers
Question | Response |
Please provide all occupier companies and the floor they operate on. (if multiple floors, please indicate which floor they receive visitors on) Example: Company A: Level 5 & Level 6, visitors are sent to Level 5 | |
If an occupier has their own entrance, but is using your visitor management solution to check-in/out visitors and process walk-ins please indicate which company this is and list the floor they send their visitors to. | |
Should all employees from each occupier be able to invite visitors, or only nominated indivduals? If nominated individuals, please provide the name(s) and email address(es) of those nominated for each company. | |
For any occupier, if a user other than the host should be notified when a visitor checks in at the building reception please provide the name(s) and email address(es). Example: Tenant Reception team need to be notified when a visitor checks in on the Ground Floor. | |
For each occupier please indicate the name(s) and email address(es) of the team members who need to have overall visibility of visitors for their company, and pre-book visitors on behalf of their colleagues. |
3. Optional: Branding
By default the email branding applied to your platform will also apply to visitor emails, please complete this section if you would like to override the following details.
Question | Response |
Please provide email footer text. Please note this can be building-specific, and contain links. | |
Please provide a header image for the email notification that gets sent to visitors when they are pre-booked (see example in appendix). Please note this can be building-specific. | |
Please provide a footer image for the email notification that gets sent to visitors when they are pre-booked (see example in appendix). Please note this can be building-specific. |
4. Optional: Access Control Integration
Please only complete the following section if there is a contractual requirement for the visitor management system to integrate with your access control system.
Question | Response |
What access control system is installed onsite? | |
Are digital readers installed (e.g. barcode/QR code)? |
Download the file from here and then, after completing it, send it to your Customer Onboarding Specialist:
...
Who is your access control system installer? Please provide name(s) and email address(es) of a contact. |
Further information for the integration will be requested once the above has been confirmed.