Visitor Management on the Shortcuts
bar to display the Visitor Management window.Use the Visit Information form to view information about a specific visit, about activities performed by the visitors associated with the visit, and about the individual visitors.
To copy an existing visit, open the visit record and click
Clone Visit.
If a visit is happening now and includes only one host and one visitor,
you may be able to use the Express Visit function; see below.
To create a visit record:
1. Click
Visitor Management on the Shortcuts
bar to display the Visitor Management window.
2. Click New on the Visits tab. The Visit Information form appears. Visitor Management assigns a Visit # and a Visit Start date and time, and sets the Status to "Open".
3. On the Information tab, change the Property (if necessary) to any property for which you have permissions. Select the Location and enter the Purpose of the visit.
4. Click Add Host to identify the host who will accompany the visitors during the visit. Repeat to add up to four additional hosts, if necessary; if more than one host is recorded, select the primary host and click Make Primary.
The types of profile (personnel, subject, contact) that you can retrieve or create for host or visitor is defined in the Visitor Management settings. If any visitor or host has overlapping visits, you will be prompted.
When selecting hosts or visitors, you can filter the search
to any combination of personnel, subject, or contact profiles:
click one or more of the buttons in the top right of the Person Search
form 
.
5. Add at least one visitor (each visit can have any number of visitors). You can add visitors three ways:
o Click Add Visitor to retrieve an existing personnel, contact, or subject record, or to create a new record (the type of profile that will be created (contact or subject) is determined in the Visitor Management settings).
o Click Import to import a list of visitors from an Excel (.xls) file. See Setting Up the Excel File for Importing Visitors.
6. Optionally, record any notes about the visit or visitor(s) on the Note tab.
7. If you want to sign the visitor(s) in immediately, select the appropriate option from the Sign In/Sign Out dropdown list.
8. When you are finished, click Save & Close to return to the Visitor Management grid.
If Enable Complex Mode
is enabled in the Visitor
Management settings, new visits default to Pending status; visitors
will be shown with an orange highlight until the visit Status is changed
to Accepted. If Complex Mode
is not enabled, new visits default to Open status.
Also depending on your settings, an email notification may be sent to the
host and/or visitors when the visit is accepted. If the visitors do not
show up, change the visit status to No Show so they do not continue to
appear as outstanding.
An Express Visit is a quick way to create a visit for the current date and time by just entering the host and visitor name. The visitor is automatically signed in and a badge is sent to the default printer. You can create an Express Visit when:
§ There is only one host (must already exist in iTrak) and one visitor.
§ In the Visitor Management settings, Signature is not required, ID is not required, and Complex Mode is not enabled.
An Express Visit can be converted to a full visit if you need to record additional visitors or expanded details as described above.
To create an Express Visit:
1. Choose New ยป Express Visit, or click the arrow beside New Visit on the Today's Visitors or Visitors tab in the Visitor Management window and choose Express Visit.
2. Search for and select the Host.
3. Enter the Visitor name and email and click Search; if there is no match, click Create New Visitor.
4. Optionally complete any of the remaining fields; these will default to the values selected for the last Express Visit created.
5. Click Save & Close.