Module Generator: Basic function of the visitor module

Module Objective

This module helps you professionally manage on-site visits at your company location. Visits can be recorded, evaluated, and managed in a decentralized way. You can also use the module to create and issue visitor badges.

Procedure

Planning and recording visits at company locations is important for security and insurance reasons. Therefore, it's advisable to introduce systematic visitor management in your organization.

Company visits can take place in any department – in sales, procurement, management, etc.

To document an upcoming visit, each employee records a new visit and enters the necessary baseline data. The visit request is then submitted to administration, which reviews the data and initiates the steps to create and issue a visitor badge. After the visit, you ensure that the visitor badge is returned. This way, you create complete documentation of all visits.

Module Elements

A single visit is divided into 4 blocks in the Visitor Module:

• Record visit
• Create visitor badge
• Issue visitor badge
• Return visitor badge

Record Visit

When recording a visit, you enter data such as name, company, and contact information. The baseline data of the visit – such as contact person, time period, and reason – are also recorded. Additionally, you can enter further relevant information about the visit in a free text field. The baseline data is always visible.

Task Management

Once the visit is submitted, the task management becomes visible to administration. This prevents the content block from being displayed in previous process steps for other role holders. With task management, you can document process steps such as:

• Creating and printing a visitor badge
• Handover to the receptionist
• Notification to the responsible employee
• Return of the visitor badge after the visit

Rights Management

In the Roles tab of the configuration, you define which users or groups are assigned to the "Administration" role. These role holders – in addition to the Admin Group – are authorized to view and edit all elements of the Visitor Module. They can also view and edit all visitor statuses and manage all submitted visits.

Possible Customizations

The Visitor Module is ready to use immediately and requires no mandatory customizations.

Before you use the module, you should carefully consider which data is needed to fully record a visit and according to which criteria visits should be recorded for your organization. The steps for issuing the visitor badge can be customized.