Inviting and signing in groups

Created by Eero Minkkinen, Modified on Tue, 23 Jan 2024 at 01:22 PM by Anu Luoma

The information of a pre-invited group can be imported to the Systam Visit Visitor Management service in two ways:

  • By creating a calendar invite (you can add an unlimited number of people to the invitation) OR
  • By importing the visitors' information with an Excel file into the web service.

 

Importing visitor data with an Excel file in the web service

  1. Select Visits -> Add a new visit.
  2. Select from the Search visitors -section File import.


In the window that opens, there is a section Download Excel template file that can be filled in with the visitor's information.
 





Mandatory fields in the system requirements are first name and last name. Other mandatory fields depend on the target company's settings. In general, the mandatory information is the company. E-mail (and possibly a phone number as well) are recommended in terms of pre-arrival message.

  

  1. Save the Excel file you created and upload it to the service.
  2. Select the file by pressing Browse.
  3. When the file appears in the window, press Import Excel file.
  4. Visitors' information is then displayed as selected visitors.

 

 

 

 

 

 

  1. Complete the visit information (date, time and recipient) and save the visit.
  2. A pre-arrival message to visitors is sent the day before the visit.
  3. After creation, visit information can be edited and managed under Visits - View and modify expected visits.

 

Group arrival and signing in

 

Front desk staff

 

The front desk staff can print visitor badges in advance and sign people in when they arrive. This is an effective method, especially for large groups.

 

Visitor badges can be printed in advance for the entire group (with officer user rights) under Visits – View and modify expected visits.

 

Select the desired group and click Print badges. You can also sign in the group that arrived from the same function.


 

 

 

From the front page (with officer user rights), group members can also be registered individually on the day of arrival.


 

Table

Description automatically generated

 

 

Self-service

 

The group can sign in with the self-service kiosks either as a group or as a student group.  In group registration, each group member signs in with their own information and receives a named visitor badge. In a student group, only the group leader provides the name information and selects the number of participants. Visitor badges are then printed with the leader's name.

 

 


 

With group registration, all memebers can sign in at once or in batches.  All group members do not have to be present at the same time. The notification to the host goes out when the entire group or a sub-group has signed in.


 

 

Was this article helpful?

That’s Great!

Thank you for your feedback

Sorry! We couldn't be helpful

Thank you for your feedback

Let us know how can we improve this article!

Select atleast one of the reasons
CAPTCHA verification is required.

Feedback sent

We appreciate your effort and will try to fix the article