Purpose
The aim of this guide is to educate administrators on what they will be able to see when they are logged in to the FacilityOS portal, as well as the functions they can perform within VisitorOS.
Who
This guide is intended for Account Administrators who are new to the VisitorOS portal and want to learn more!
Additional Resources
In addition to this guide, FacilityOS offers training sessions twice a week for Administrators. If you wish to attend this session, register here at your convenience:
Logging in to the FacilityOS Portal
- Once added to the portal by our FacilityOS team, you should have received a link to your email that will prompt you to create a new password for your FacilityOS account.
- Once you have created your new password, you can login to the FacilityOS portal
- If you have NOT received an email with the link to rest your password, you will need to:
- Navigate to the FacilityOS portal (linked above)
- Select Help me Login!
- Enter your email address and select Send me Instructions
- Follow the instructions sent to your email to login to the FacilityOS portal
Navigating to VisitorOS
- Once you are successfully logged into the FacilityOS portal;
- To access VisitorOS, click on “Launch” under the VisitorOS module
Functionality in VisitorOS
A) The Dashboard
This is where you’ll be able to see:
- Signed in Visitors
- Pending Sign-Ins
- Upcoming events (ex. Scheduled visitor) *This will be blank for now if you are new to FacilityOS
On the dashboard, you will be able to:
- Search by visitor
- Filter the dashboard to display by: Site, Visitor and Host
- Sign In visitor: Click on this option if you need to sign-in a visitor. Ex. The visitor is impaired and cannot sign-in themselves. Ensure to fill out all required visitor information.
- Invite Visitor: Click this option if you want to invite a visitor to come to your site. Ensure to fill out all required visitor information.
B) Visitors Tab
From the dashboard, click on the Visitors tab. This is where you’ll be able to see all visitors signed in under you, the host. Examples of the information that will be displayed in this tab:
- Visitor Name
- Photo of the visitor (if your kiosk was configured accordingly)
- Host the visitor is signed in under (Your name)
- Time the visitor signed in / out
- Visitors phone number / email address (if applicable)
In the Visitors tab, you can:
- Search for a specific visitor
- Filter by specific date field (ex. Visitor Type, Visitor Name, etc.)
C) Events Tab
From the dashboard, click on the Events tab. This is where you will be able to create new meetings for visitors. To create a new event:
- Select “New”
- Select either of the two options:
- New Event: Used when you need to create a new type of event for a future meeting (ensure all information is filled out – event name, location, etc)
- Invite for a Meeting: Used when you are inviting one individual for a meeting (ensure all relevant information is filled out)
In the Events tab, you can:
D) Manage Tab
In this tab you will be able to manage:
1. Address Book
This is where you will see a list of employees / hosts that visitors can sign in under upon entry of your site.
In the Address Book, you can:
- Search for a specific individual
- Filter by specific date field (ex. Event Name, Start Date, etc.)
You can add a new contact in the Address Book:
-
Individually : Select New Contact -> Input all Relevant Information -> Select Save
Note: Full name and email address are mandatory fields to add a new contact
- As a Group: Select Import -> Select Browse (Choose CSV field of your employee list that you wish to upload -> Select Next -> Select Next again -> Map what you have included in your CSV file to the default columns. Ex. If you have filled out First Name, Last Name and Email Address, make sure you distinguish this in the mapping -> Select Next > Select Next again -> Select Proceed to finish adding all contacts
2. Documents
This is where you will be able to upload any relevant site videos and documents. To learn more about how to upload a video or document, please review this article.
3. Devices
This is where you will be able to see all applicable devices to any sites you may have. To learn more about setting up a device, please review this article
E) Settings Menu
As an Administrator, you will be able to access the following settings by clicking on the gear icon:
- Sites: This is where you will be able to manage the configurations of your kiosk. To learn more about managing your site configurations, please review this article.
- Users: This is where you will be able to add any additional users to the portal. To learn more about adding a user to the portal, please review this article
- Roles: This is where you can see the various roles you can assign individuals in VisitorOS and their respective permissions.