Adding visitors using Bulk Upload
- Alex Do (Unlicensed)
- Sophie Cooper
Contents:
Overview
The bulk upload feature, allows Equiem One users to easily upload up to 200 visitors for upcoming visitor appointments.
Equiem One users can access a .csv template, before populating and uploading their visitor lists with additional validation checks of the visitor information identified. Alternatively, users are also able to simply copy/paste directly from Excel or Google Sheets.
Who can use the Bulk Upload feature?
Property Managers
Workplace Managers
Accessing Visitor Management
Head to equiem.one and log in using your Equiem account.
Click the Visitor Management link from the toolbar on the left hand side.
Bulk Uploading Visitors
Click New Appointment from the top of the Visitor Appointments page.
Provide a title to let your visitors know about the purpose of their upcoming visit. Further information for the visitor appointment can be provided in the description but this is optional.
Select a building location for the appointment.
Select a date and time for your appointment using the calendar date and time picker. Add the duration using the drop down menu.
In the next fields, you can include any notes for your base building reception, your office reception and your visitor, as required. Any notes you add for your visitor will be sent in their invitation email.
The appointment host will default to the user creating the appointment but this can be changed to another registered user if required. Click the Change button to change host. You will be prompted to input the new hosts name, company and email address.
The system will look up existing users and suggest these as you fill in the information. Click Confirm once the new host has been added. The new host will be notified of the appointment once created.
A notification can be set for the host to receive an email when the visitors check in at the building reception. Check the box to enable this.
Next, click Bulk Upload. A pop-up box will appear.
If you already have a CSV file, click Upload and select the relevant file from your computer. You can also press Download Template to use our template file if required.
Note, the format of the columns will need to be:
First Name
Last Name
Company
Email
A maximum of 200 visitors can be added to an appointment.
Visitors that you upload an email address for will receive an email invitation for their appointment, however, we recommend uploading all visitors even without an email address to provide reception teams with a more accurate guest count for an event or meeting.
Once you have uploaded the CSV file, your data will pull through into the visitor appointment.
If any email addresses are missing, you can add these from the pop-up box. You can also delete any visitors by using the red delete icon. Use the check boxes to select multiple visitors to delete, if required.
Press Add Visitors.
You can then continue to add any additional visitors if required using the Add Visitors button on the right hand side, underneath the host details.
Check the details for your appointment are correct and when you are happy, click Save to confirm the appointment creation. A pop-up box will confirm the appointment has been created, to which you can click Done.
If you have an access control integration, your visitors with a provided email address will receive their access pass within 24 hours before the appointment. Visitor appointment emails without an access pass will also be sent within 24 hours of the appointment date/time.
