This guide explains what Account Administrators can view and manage in VisitorOS.
About the Account Administrator role
An Account Administrator role in VisitorOS can manage all settings and configurations for every site in an organization.
Create an account
After the FacilityOS team adds you to VisitorOS, you will receive an email with a link to create a password for your FacilityOS account.
- Open the email and follow the link to create your password.
- After creating your password, go to the FacilityOS sign-in page. For more information about signing in, see Sign in to FacilityOS.
If you did not receive an email with a link to reset your password, see Reset your forgotten password.
Navigate to VisitorOS
- From the left sidebar in FacilityOS, click Modules.
- In the "VisitorOS" section, click Launch.
Profile settings
Access your profile settings to make personal changes to your account.
- In the upper-right corner, click your name, then select My Profile.
- Make any of the following changes:
- Set your preferred language
- Set up two-factor authentication
- Personalize your datetime format
- Change your password
- Click Save.
Overview of VisitorOS
Dashboard
The Dashboard is the heart of VisitorOS and is the first page you will see after signing in to the module. From the Dashboard, you can view the following information:
- Expected Today: Visitors who will be arriving today.
-
Events: Events that are scheduled for today.
Note:
The "Expected Today" and "Events" sections will only appear if there are visitors or events scheduled for the current day.
- Signed-In Visitors: Visitors who are currently signed in.
- Pending Sign-Ins: Visitors who have arrived early at your site and are waiting for the event or meeting to start.
You can also take the following actions:
- Sign-In Visitor: Select this option if you need to sign in a visitor manually. For example, you may need to do this if the visitor cannot sign in on their own.
- Invite Visitor: Select this option to invite a visitor to your site. This option is also available on the Events page.
Visitors
The Visitors page provides a history of everyone who has signed in. From here, you can take any of the following actions:
Events
The Events page is where you can create an event and invite multiple guests at once.
How events work
Below is the basic process for creating an event and having guests sign in. Depending on how your site is set up, the process may look different.
- In VisitorOS, create an event.
- After creating an event, invite your guests.
- Your guests will receive an invitation with a QR code for the event.
- When your guests arrive, they will scan the QR code to sign in.
Address Book
The address book serves two main purposes:
- It maintains a list of your employees, allowing you to issue employee passes for sign-in.
- Employees in the Address Book can be selected as Hosts for events or sign-in.
Note:
Adding an employee to the Address Book does not grant them access to the VisitorOS module. To grant employees access, add them as users.
In the Address Book, you can take the following actions:
- Add Hosts to the Address Book
- Export the Address Book
- Manage the Address Book to edit, pin, deactivate, or delete Hosts.
The Address Book in VisitorOS vs FacilityOS
The Address Books in VisitorOS and FacilityOS share the same available actions and sync with each other. This means that any action you take in the VisitorOS Address Book is reflected in the FacilityOS Address Book.
The only difference between the two is that the VisitorOS Address Book shows the Host’s visitor history from the last three months. If you use employee passes, it also shows the Host’s employee sign-ins from the last three months.
Documents
The Documents page allows you to upload relevant site videos or documents for visitors to review or sign during the sign-in process.
Documents can be specific to a site, language, or visitor type, allowing you to customize the sign-in process. To learn how to add a document, see Add a new document in VisitorOS.
Devices
The Devices page allows you to view and manage iPads and virtual kiosks assigned to each site. It lists the following information:
-
Type: Displays an Apple
logo if the device is an iPad or cloud
logo if it is a virtual kiosk.
- Site: The site the device is assigned to.
- Status: Shows whether the device is online or offline.
- Device Name: Shows whether the device is an iPad or a virtual kiosk.
- Last seen: The time and date when the device was last online.
- Software: The model of the iPad and its iOS version. Also displayed is the VisitorOS app version number.
- Tags: Tags are keywords used to distinguish between devices used at the same site. For example, "Main Entrance" or "Reception". For more information, see About Devices in VisitorOS.
To learn more about the Devices page, see About Devices in VisitorOS.
Watchlists
You can create a watchlist to flag visitors during the sign-in process based on a matching name, company, email, or country.
When a visitor is flagged, you can set up a watchlist so that VisitorOS automatically:
- Blocks a step, such as stopping the sign-in process.
- Sends notifications to one or more employees.
More advanced workflows can also be configured for watchlists, allowing you to:
- Show or hide specific documents.
- Require specific data fields to be completed.
- Change the badge colour or template to visually alert staff.
To have these advanced workflows set up for your sites, or to learn about additional ways watchlists can work for you, contact your Customer Success Manager.
Settings menu
You can access the following settings by selecting the Settings icon in the bottom-left corner of VisitorOS:
- Sites: Manage settings for each site. To learn more, see Overview of the VisitorOS site settings.
- Users: Add your employees as users so they can sign in to VisitorOS. To learn more, see Add a user in VisitorOS.
-
Roles: Create or manage roles that can be assigned to users.
Additional Resources
FacilityOS offers live office hours where you can ask any questions you may have. To join, register for one of the following sessions:
- Chat with us on Tuesdays at 2 PM ET – Register now
- Chat with us on Thursdays at 2 PM ET – Register now
You can also visit the FacilityOS Help Center and use the search bar to find answers to your questions. To learn more about using the search bar, see Best practices for searching the FacilityOS Help Center.