Visitor Management for Office Organization
Table of Contents
Visitor Management Settings on the Spintly Web Portal
VMS Setup
VMS Setup provides a quick guide to configure the various attributes that a visitor will enter his or her details during the check-in process.
The following attributes can be configured for a seamless visitor experience:
- Check-in Setup: Includes visitor information such as name, person to meet, visit start time, and more.
- Contact Info: Either Phone number or Email needs to be enabled. Based on this selection, the verification OTP and any notifications will be sent to that credential.
- Unscheduled Visits: By default, the organization will allow only scheduled visitors. However, the admin can enable unscheduled visits, which will visitors to come to the premises and do self-check-in. Since these type of visitors are not invited by the host.
- Purpose of Meeting: We have a list of purpose of meetings. However, the admin can edit or add a new purpose of the meeting as per the requirement.
- Login to the Spintly Web Portal as a Super Admin.
- On the left navigation bar, click on the Visitor Management tab.
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The Visitor Management module needs to be enabled by the Spintly Support team. If it is not enabled, please get in touch with the support team for assistance.
Phone
USA: +1 (844) 631-8752 | India: 18003090602Email ID
sales@spintly.com | support@spintly.com -
If it is enabled, you will see the below screen.
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Click on the “Start VMS Setup” button, to see the next screen which allows the admin to start with the configurations. The default setup will be done. However, the customization can be done as per the organization's requirements.
Check-in Setup
Check-in setup allows you to customize the visitor check-in process, such that the visitor experience is seamless. The fields present above are to be filled by the visitor during the check-in process.
The following fields are compulsory and need to be filled by the visitor.
Name Person to Meet Visit start time Visit end time
The below fields are not compulsory and can be selected as per the organization requirements.
Upload Photo Comments OTP Verification Print Visitor Details
Unscheduled Visits
Unscheduled Visits feature removes the extra step for an Admin to schedules visits. Visitors can walk-in anytime and perform a check-in at the kiosk counter.
You can activate the “Auto Approval” option such that the visitor can get direct access to certain doors of the organization as selected in the Default Settings below.
The Door Access which you would like the Unscheduled Visitors (Auto-Approved) can be configured above.
The Default Settings provide a template which can be set once and reused again.
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Next, select the users from the organization who will have the privilege to schedule or invite visitors.
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If the organization requires visitors to sign any declaration while doing the check-in, admin can upload the documents in the next tab called “Declarations”. These will be reflected in the check-in form for the visitors.
Terms to know in Visitor Management
- Super Admin: The admin of the organization who can access all the sites.
- Site Admin: The admin of the organization who can access only the sites assigned to him/her
- Unscheduled Visitor: The visitor who does a self-check-in at the premises and is not a pre-invited by the host.
- Scheduled Visitor: The visitor who has been invited by the host. He receives the invite by email or text, and follows the instructions to complete the check-in
- Host: The host is the user of the organization who has the privilege to schedule a visitor or one who can be the “Person to meet” for an unscheduled visitor.
- Front desk person: The front desk person will receive the list of expected visitors for the day. He/she has the privilege to complete the check-in process for the visitor, assign access cards, complete the check-out process, monitor the visitor logs.
Access Settings on the Spintly Web Portal
The next step is to set the Access Settings. The Office type setup offers 3 different Access Settings mode for advanced configuration.
1. Access Setup
The Access Setup allows us to configure the various options related to assigning of doors, access types, and access expiry.
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Assign Doors
A specific Door can be searched for by selecting the appropriate Site from the dropdown. After selection, we can select the Door(s) to be assigned to the site.
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Access Types
Upon scrolling below, the three different Access Types are presented.
>> QR Scan - Visitor can unlock the door by scanning the QR Code linked to the door.
>> Card Access - The card assignment process will be done by front desk person after the check-in approval process.
>> QR Reader - Visitor gets a QR code to unlock doors which have QR Code readers.
The generated QR Codes and Card Accesses are also displayed above.
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Access Expiry
You can select the access to expire automatically or set a custom duration.
After the necessary updates have been made, please click on the “Save” button to save the changes for the Access Setup tab.
2. VMS Kiosk
Kiosk is a standalone QR Code stationed at the Frontdesk which a Visitor will scan, fill in his/her details, and get access to the organization.
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Kiosk
The Super Admin can view the total number of Kiosks setup in the organization, download, edit or delete the same.
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Add Kiosk
One can seamlessly add a Kiosk to the site by clicking on the “Add Kiosk” button mentioned in the previous screen.
3. Default Settings
Default Settings are configured for any auto approved visits to the organization.
VMS Logs on the Spintly Web Portal
1. Expected Visitors
The Expected Visitors tab displays all the Visitor Details who will be visiting the organization in the near future.
You can perform the following functions:
a. View the Visitor Details such as the Scheduled Date, Time, Visitor Name, Phone, Site, and Email. 
b. Filter the Expected Visitors by clicking on the “Filter” icon and filter by Select Visitor, Select ‘To Meet’ user, Date, and Select Purpose. 
c. Download the report in an Excel or PDF format. 
d. Perform Visitor Check-In seamlessly by following the step-by-step process. The following details will be requested.
Phone Verification, Full Name, Email Address, Purpose, Person to meet, Access Date, Access Start & End time, Additional Info.
Profile Photo, Terms & Conditions, Government ID, and Covid Declaration. 
2. Visitor History
The Visitor History tab displays all the Visitor Details who have visited the organization earlier. It provides a detailed overview which can be viewed by the Super Admin or Frontdesk for quick insights.
You can perform the following functions:
a. View the Visitor Details such as the Date, Visitor Name, Phone, Email, Site, Check-In, and Check-Out. 
b. Filter the Visitor History by clicking on the “Filter” icon and filter by Select Visitor, Select ‘To Meet’ user, Date, and Select Purpose. 
c. Download the report in an Excel or PDF format. 
3. Visitor Access History
The Visitor Access History tab displays the type and number of times a Visitor has accessed the different access points in the organization.
You can perform the following functions:
a. View the Visitor Access Details such as the Visitor Name, Date, Time, Access Type, Card Number, Direction, and Access Point. 
b. Filter the Visitor Access History by clicking on the “Filter” icon and filter by Select Visitor, Select Kiosk, Date, Access Type, Access Points, and Direction. 
c. Download the report in an Excel or PDF format. 
4. Visitor Profile
Visitor Profile provides a quick glance of the visitor details along with the permissions and credentials.
You can approve or reject a Visitor Request, along with Visitor Check In/Out and Cancel Visit option. 
Host Journey
A. Scheduling Visitor by Host
Admin can schedule a visitor by following the simple steps:
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| Visitor details are filled in. | The Access Mode Type and List of Access Points are assigned to the visitor. | The Visitor details will be visible in the Visitor Logs. |
B. Frontdesk - Visitor Check-In
A Frontdesk person can seamlessly perform a check-in for a visitor.
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| Visitor Phone Number is entered | OTP is verified | Details are filled in | Profile Picture is uploaded | Terms & Conditions | Details are displayed in Visitor Logs |
C. Visitor Confirmation via Text & Email
Visitor receives a confirmation via text & email with a link to pass.
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PASS
Visitor Journey
Note
- Spintly Hardware is necessary for QR Reader setup.
- Kiosk is only applicable if unscheduled visitors are selected.
1. QR Scan with OTP Scheduled
Visitor can scan the QR Code on Kiosk, perform an OTP Verification, enter personal details, and access the organization.
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2. QR Scan without OTP Scheduled
Visitor can scan the QR Code, enter personal details, and access the organization.
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3. QR Reader with OTP Scheduled
Visitor clicks on the link, performs OTP verification, enters personal details, and is presented with a QR Code which is read at the organization for access.
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4. QR Reader without OTP Scheduled
Visitor clicks on the link, enters personal details, and is presented with a QR Code which is read at the organization for access.
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5. QR Reader Unscheduled Manual Approved
Visitor clicks on the link, enters personal details, and is presented with a QR Code which is read at the organization for access.
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6. Assign Card
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We hope you found the information useful. Please feel to reach out to our support team (support@spintly.com) for further assistance.
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