Visitor Reception

1. On the senior
   • to consult a schedule for a specific entrance, select the entrance and the date of the visits to be consulted;
   • To consult a schedule per visitor, type the person's name or document in the visitor sear
   ch field.
2. Once the scheduling is located, click on Details.

To add a visitor to a view:

1. On the senior X Platform, access Access and Security Management > Entrance management > Reception > Visitors tab;
2. In Visitor List, at the Expected tab, find the visitor and click on Details;
3. To add a visitor, in the Participant List, on the Visited tab, find theName of visitor. To do this, click on the magnifying glass icon, locate the desired name, clickSelect and then inTo add. Or search by typing the desired name directly into the fieldName of visitor and clickTo add. More than one person may be added to aid in the reception of the visitor, if the visited person is not available at the moment;
4. Still on the Visited tab, the following columns are displayed:
• Visited: brings the name of the person visited, their photo and email;
• Area/Position: this column will display the person's area and position. It is important to highlight that the area corresponds to the Organizational Structure of the Organizational Chart type, therefore, the information displayed there will be that registered on the screenOrganizational structure (General Register > People);
• Telephone and Cellular;
• Last location: shows the last location the person had access to, followed by date and time. If the person is not at the company, this column will show the person asAbsent.

To remove a visitor, simply click the buttonDelete in the Action column.

To consult visitors, follow steps 1 and 2.

To add or remove visitors from a tour:

1. On the senior X Platform, access Access and Security Management > Entrance management > Reception > Visitors tab;
2. In Visitor List, at the Expected tab, find the visitor and click on Details;
3. In the Participant List, on the Visitors tab, clickTo add;
4. Enter visitor data by filling in the mandatory fields:Document Type,Document ,Name. Optionally, fill in the fieldsEmail,Telephone It is Company;
5. If you prefer, click the buttonAttach document. It will show the Visitor Document Data and Images sections at the bottom of the screen. For more information about them, see steps 7 and 8;
6. If the visitor is using the company's parking lot, in Visitor vehicle data, fill in the fieldsPlate,Brand , Model It isColor.

If necessary, it will be possible to undo the association of a visitor with a vehicle, using the buttonRemove vehicle or erasing all vehicle data. To go back and perform this association again, wait a minute;

Note

Vehicles for free use or common use cannot be associated with visitors, only those for private use.

Private use vehicles, in turn, cannot be associated with more than one person. When inserting a vehicle that is already associated with a person, an error message will be displayed.

7. If you clicked the buttonAttach document, fill in the fields relating to the visitor's document:Date of issue of the document, its Due date , OIssuing body and thestate where it was issued. These fields are optional;
8. You also have the option of sendingImages front and/or back of the document. To do this, click on the buttons at the bottom of the areas corresponding to the images: the first button allows you to capture a photo of the document using the camera, and the second button is to send an existing file. Furthermore, indicate, in the options box below the image, whether it corresponds to the front or the back;

Comments

• The image formats supported for upload are JPG, JPEG and PNG and the maximum image size is 5 MB.
• When uploading an image, it must be in portrait orientation.
• If an image is sent incorrectly, in landscape orientation or the wrong side (front/back) has been entered, simply remove it by clicking the buttonDelete image. It becomes available after completing the visitor's registration using the buttons mentioned in step 9. Then perform a new capture/send.
9. click inTo add to close the registration or Add and register another visitor to register other visitors more quickly.

Note

When selecting the register of a visitor who is blocked, a message will be displayed communicating the situation. In this case, follow the procedures described in the blocking message.

10. Still on the Visitors tab, the following columns are displayed:
• Visitors: brings the visitor's name, photo and email;
• Document: displays the registered document;
• Contact: bring the telephone number provided by the visitor;
• Procedures: Displays the number of pending procedures for the visitor. For more details, click on the link on the word "procedure" and you will be redirected to the screenVisit procedures;
• Status: shows the visitor's status:
  • When the visitor has a scheduled visit, his status will beWaiting for check-in and when you click on it, the status will change toDeliver credential. After delivery of the credential, the status changes toWaiting for checkout;
  • When the visitor does not have a scheduled visit (the visit is registered on the reception screen), their status will beDeliver credential. After delivery of the credential, the status changes toWaiting for checkout.
• Action
  • s:
  • Check out: action that allows you to end the visi
  • t;
  • Procedures: for visits that require procedures to be carried out, this option allows them to be carried out;Update visitor data: allows editing of visitor data;Deliver credential: when there are procedures in the visit, this action will only be available after completing them. When clicking on the credential delivery option, if the visitor's photo is expired, they will be asked to capture a new photo. If the fieldCreate facial credential oftype of visit selected is enabled, the system will validate facial recognition support for this photo and a facial credential will be created in addition to the card credential.
  • Check in: available for visitors with an appointment, this action allows you to start the visi
  • t;
  Will not attend
  : this action, also available for scheduled visits, allows you to indicate the visitor's non-attendance;To remove: will only be available to visitors who have not yet checked in.

To perform the procedure:

1. On the senior X Platform, access Access and Security Management > Entrance management > Reception > Visitors tab;
2. In Visitor List, at the Expected tab, find the visitor and click on Details;
3. In the Participant List, on the Visitors tab, click on the link for the word "pending" or click onActions >Procedures;
4. In the Action column, clickAccomplish. If the procedure requires collecting information, fill in the details of the procedure in the window that will open. If there are mandatory procedures associated with the visit, the system will block delivery of the credential until they are carried out.

Note

If the procedure was registered as mandatory on the screenProcedure and the optionCollect information has been selected, when carrying out this procedure at reception, by clicking onAccomplish, you will need to fill in the fieldDetails, displayed on the screen that opens, with information relating to the procedure (such as number of documents, reports or other pertinent observations) to continue the process.

If the procedure has been registered as mandatory and optionalDoes not collect information has been selected, you can clickAccomplish without needing to fill in any details.

If the procedure has been registered as mandatory and the optionHas a consent form has been selected, a message will be displayed with options according to what was configured on the Consent screen. For more information about these settings, see the documentationConsent.

1. When the visitor arrives at the entrance, on the senior X Platform, access Access and Security Management > Entrance management > Reception > Visitors tab;
2. Click on the optionWaiting for check-in to register the visitor's arrival in the system;
3. In Visitor List, at the Expected tab, find the visitor and click on Details;
4. In the Participant List, on the Visitors tab, in the Status column, click the link about the visitor's status;

Note

• If the visit type is configured to send emails to the visited person, he/she will be notified about the visitor's arrival by an email with the scheduling information.
• If the visitor has a visit in progress in their registration, the system will not allow them to check in again until they have checked out on the previous visit.
5. If there are any obligatory procedures, the system will block the access until they are executed. Check for pending issues in the fieldProcedures and perform them by clicking on the link in the word "pending", or click onActions > Procedures;
6. To grant access to the visitor, in the Status field, click on Issue credential, define the type of technology used and click on Generate. If the lobby does not use credentials, click on Carry out entry;

Note

When clicking the buttonDeliver credential, the system will carry out two checks related to active and/or suspended roles registered to Ronda senior X:

1. If the visitor has an active role, the system will display an alert message: "Person has role. Do you wish to continue?". If the option is selectedNo, the system will not proceed with the delivery of the credential.
2. If the visitor has a suspended role, the system will display the alert message: "Person has suspended role. Do you wish to continue?". If the option is selectedNo, the system will not proceed with the delivery of the credential.

In both checks, when selecting the optionYes After the alert message, the system will continue with the credential delivery flow.

If the visitor does not have any active role synchronized with Ronda senior X, there will be no change in the movement of this flow.

7. With the credential issued, the visitor's status will be updated to Awaiting check-out;
8. With the visitor's leave, simply click on Awaiting check-out to finish the visit.

Add provisional credentials for company employees:

1. On the seniorTo add;
2. In the fieldSearch by name or document, type the name or document number of the collaborator or use the magnifying glass icon, located to the right of this field to locate it;
3. Select theBadge technology and enter yourNumber or click the buttonRead credential number. If the selected entrance has more than one type of credential technology registered (a maximum of three: bars, proximity or Smart Card), it will be possible to assign more than one technology to the same person;

Note

To use the buttonRead credential number, SeniorReaders must be running and the reader must be connected.

So, just bring the card closer to the reader and the employee's credential number will appear in the fieldNumber.

4. Select theValidity of this credential, informing date and time;
5. If there is a registered ordinance, select theOrdinance in which the credential will be used;
6. click inTo add.

1. On the senior X Platform, access Access and Security Management > Entrance Management > Reception > Provisional Credentials tab;
2. Find the person in the Active provisional credentials section or use the filters (Name,Number,Badge technology It isExpiration date);
3. In the Active provisional credentials section, click the buttonActions corresponding to the name of the employee whose credential will have its validity changed and then clickDetail;
4. In the fieldValidity, make the change and clickTo save.

1. On the senior X Platform, access Access and Security Management > Entrance Management > Reception > Provisional Credentials tab;
2. Find the person in the Active provisional credentials section or use the filters (Name,Number,Badge technology It isExpiration date);
3. In the Active provisional credentials section, click the buttonActions corresponding to the name of the employee whose credential will be finalized and then clickFinalize credential or clickDetail and then Finalize credential.

To add a schedule without prior registration:

1. Click on the buttonTo add;
2. Fill in the fieldsType of visit,Departure date ,Departure time It isOrdinance;
3. On the Visited tab, enter the person who will receive the visitor;
4. In the Visitors tab, click in Add button to fill in the visitor information; Verify if there any information that needs to be updated;
5. With the data filled in, click againTo add to close the registration or Add and register another visitor to continue the registration process. Once the visitor is registered, his/her situation will be updated to "Check-in done";
6. Click in Save to finish the process.

Important

The display of options for some fields is restricted to what was configured in thescope registered in senior X Platform roles.