This guide will take you through the entire process of adding and managing visitors. Whether you're creating new visitor entries or handling visitor logs, this step-by-step walkthrough will help you effectively manage visitor access and keep things running smoothly.
Start Here
To access the Visitors section, start by going to the Tenants page, then click on the Visitors tab. Here, you'll find a table with important visitor details such as the visitor's name, expected arrival time, tenant, host, host phone number, email, and any comments. This page gives you a clear overview of all scheduled visitors.
Adding a New Visitor
Click the + Add Visitor button.
Select whether the host is an Existing contact or Not a contact, then choose (or enter) the host’s name.
In the Visitor Details section, enter the visitor’s First Name and Last Name (required). You may also enter their Email (optional).
Under Access Duration, choose whether the visit is for a Single-day or Multi-day:
For Single-day, select the visit date and whether it's All day or for a specific time.
For Multi-day, select the date range for the visit.
Use the Additional Info field to add instructions or notes if needed (optional).
Click Submit to save the visit.
Viewing and Managing Added Visitors
After adding a visitor, their details will appear on the Visitors page. This includes all the relevant information you've entered. If you need to cancel a visitor's access, simply click on their name to open the detailed view. From there, select the Cancel Permission button to remove their access. This action will immediately update the visitor’s status.
Filtering and Viewing Visitor Information
The Visitors table lets you filter by Visit Schedule to view:
All expected visitors
Expected today
Expected this week
Expected this month
Past visitors
In addition, you can filter by Building to view specific locations, by Tenant, or by Watchlist match to identify visitors flagged for special attention.
The table displays key visitor details such as expected arrival time, tenant, host, and entry status. This helps you track all visitor activity, including arrivals, check-ins, and past visits.
The log provides a complete history of each visitor’s interactions with the property, ensuring transparency and efficient access management.
Visitors Notifications, QR Code and Access
Once a visitor is created, they will receive an email or SMS with all the details of their visit, including a unique QR code. This QR code is used solely by the visitor for entry into the building. Upon arrival, the visitor can present the QR code to gain access, ensuring a secure and efficient check-in process.
Visitor notifications include:
The customer logo, displayed at the top.
A clear layout with improved content hierarchy.
The property address, automatically pulled from the My Property building details.
Email for example:
📢 Quick Tip: Managing Visitor Permissions
Need to cancel a visitor's access? Simply click on the visitor's name in the Visitors tab and use the Cancel Permission button to revoke access instantly. This ensures only authorized visitors can access the building at any given time.
Printing Visitor Access Badges
You can also print visitor access badges directly from the front desk, in addition to sending them via email or SMS. This option makes it even easier to handle same-day visitors.
Steps:
Click on the visitor’s name to open their details.
Select Print Access Badge at the top right corner.
The badge will include visitor details, host information, visit timeframe, and a QR code for entry.
Works before or after check-in
Only available for visitors who are expected today and allowed to check in
Not available for past visitors or those not expected today
No email required
This ensures a smooth and professional experience for both tenants and visitors, while giving front desk staff more flexibility in managing access.
Admin Settings- Visitors notifications
In addition, a new Visitors section has been added under the Admin tab, where you can now manage notification preferences:
Choose whether visitors receive email invitations.
Choose whether hosts get notified when a visitor checks in.
This update ensures a branded, consistent look for tenant communications and gives admins and managers more control over how notifications are sent.
Admin Settings- Custom Entry Instructions for Visitor Invites
You can now add custom entry instructions to all visitor invitation emails, making it easier for visitors to arrive prepared and for teams to communicate building-specific expectations.
How to set it up:
Navigate to Admin → Visitors → Invite Email.
Enter your building-wide entry instructions (e.g., parking information, access codes, check-in steps).
These instructions will automatically appear in all visitor invites sent from your building.
This ensures that every visitor receives clear directions before arrival, improving both the guest experience and front desk efficiency.
We hope this guide was helpful! If you have any more questions, feel free to reach out to our support team 😊