Overview
To get started, log in to FacilityOS here: portal.facilityos.com.
This guide will walk you through how to configure your VisitorOS system to function in a way that works seamlessly with your facility. The VisitorOS portal also acts as a cloud-based server that saves all of your visitor information and keeps it all at your fingertips.
You must create an account in order for you to log in; navigate to the "Sign In Help" button and follow the steps provided.
Note:
your team must have already added your email in their address book or user records prior to creating your account.
Once you have created your account, you may login. Depending on your permissions, you will have access to a multitude of different features within the portal.
Dashboard
The “Dashboard” is the heart of VisitorOS and it’s the first place you will land upon signing in to the module. Here, you can see everything going on at your site today, the last 30 days in terms of your visitors, and the last 90 days for hosts in your address book.
Certain individuals will be able to sign in visitors via the dashboard, which comes down to their permission level.
To sign in a visitor, navigate to the large blue button on the right side of the screen that says “Sign-In Visitor”. This will allow you to sign in a visitor, or sign in yourself if you and your team are using Employee Passes.
Tip:
Your organization must add the users email in the address book or user records first in order to be able to create an account.
Click the action you would like to perform and follow the prompts. Please be sure to fill in all information with an asterisk beside it. This means that this information is REQUIRED to complete an invite or sign-in.
Once an individual has been signed in, there are multiple things that you can do with their visitor record. When you see them displayed in the “Signed-in Visitors” section of the dashboard, click the 3 dots on the far right side of the listing.
Depending on your enabled features, you will be able to invite them for a future meeting, re-print a visitor badge, add to a watchlist, sign out, edit visitor details, or download legal documents. Now, let’s navigate over to the “Visitors” tab.
Visitors
The Visitors tab is an overview of everyone that has been at your site since it was created. This information is managed by you and cannot be deleted unless specifically requested.
To find a specific visitor, use the search bar at the top right of the screen– please enter any keywords that apply to the visitor you are searching for (such as their name or email.).
The “filter” tool allows you to search for visitors using a multitude of options. Once the desired filters have been added, click “Apply Filter” and all visitors that apply to those parameters will be visible.
To select the visitors, click on the check boxes to select them 1 by 1 or all at once. Once this has been done, you’ll have a few options for what to do with the records. Click “Bulk Actions” on the top left side of the screen and you can export the visitor logs into a .CSV file to access the list easily.
You can also download all legal documents pertaining to these visitor sign ins (NDAs, covid screening, or any other documents that have been made applicable to these visitors). Or if you wish, you can delete the selected entries entirely.
This concludes the “Visitors” tab. Next, let’s continue by navigating to the “Events” tab.
Tip:
Certain actions are dependant on what permissions are granted by the account admin.
Events
In the “Events” tab, you will have the same search abilities as the “Visitors” tab.
Additionally, the “Events” tab is where you can invite multiple people to your site at once, unlike the “Dashboard” or “Visitors” tabs where invites are based on one visitor at a time.
To invite multiple people to your site at once, you must first create an event. To create an event, navigate to the blue button on the side of the screen that says “New” and then “New Event”. Here, you will need to fill out every data field with an asterisk beside it.
Once the details have been specified for your event, click the blue “save” button at the top of the page, and save the event. Then, navigate back to the “Events” page and your new event will be displayed at the top of the list.
Click on your new event and here you can invite people either one by one or all at once by clicking the “invite” button and typing their information manually or importing a list of guests via .CSV file.
We’re all done with the “Events” tab. Let’s navigate to the “Manage” icon to find the menu with our next destination: the “Address Book”. Click on the menu item to view.
Address Book
The “Address Book” contains a list of hosts that visitors can choose to visit on sign-in at the VisitorOS kiosk.
These hosts must be in the address book as contacts and can either be entered manually or imported via .csv file. If you’re uploading a new contact in the address book manually, click on the blue button on the right side of the screen that says, “Add Contact”. Fill out the required information and save the contact.
To import contacts via a .CSV file, click the “Import” icon on the same row as the “Add Contact” button. Please make sure that that your .CSV includes a column for first name, last name and email, as these are mandatory fields.
Once you have made a properly formatted .CSV file, browse and drop the file into the file import window. Follow the prompts and your address book will then be imported via .CSV file.
Now that we’ve covered the “Address Book”, we can review some additional settings.
Additional Settings
Depending on your account access level, you will have the ability to see a variety of additional settings and options to continue to customize your VisitorOS portal experience.
Documents
Upload documents for review or training during visitor sign-in or pre-registration.
Address Book
List of all known employees and visitors that have been added to the system.
Watchlist
Grants the ability to prevent certain users from certain functions, receiving badges or from signing in altogether.
Devices
See the live status of all currently connected devices assigned at a location or site.
Global Messaging
Broadcast messages or alerts to all contacts in the address book instantly (account administrators only).