Workflow for Managing Visits with the Visit Web Portal

Table 1. Visit Web Portal Workflow
Person	Action	See...
Visit Configuration Phase
Visit Administrator	If Temporary Credentials will be issued to Visitors, Visit Administrator establishes a reserve of Temporary Credentials for use with Visits.	Refer to the C•CURE 9000 Personnel Guide chapter on Credentials.
Visit Administrator	Visit Administrator creates and configures Visit Templates that will be used for the Visit Sites. Clearances for a Visit are specified in the Visit Templates. Because Hosts cannot see the attached Clearances from the Web, it is important that the Visit Templates and are named properly include instructions that make it clear what level of access and locations are provided as part of the Visit Templates. Example: The Visit Template called Candidate Interviews is configured to have Clearances for the outer lobby and the interview room. The Visit Template instructions tell the Host that this access is available via the Visit Template. Select Notify if you want a Host to receive a notification Email when the Visitors arrive.	Creating a Visit Template
Visit Administrator	Visit Administrator adds default Hosts to the Visit Templates. (The Visit Administrator can also add Visitors to the Visit Template, but typically the Visit Template does not have default Visitors - they are added to the actual Visit created from the template.)	Finding a Visitor or Host
Visit Administrator	On the Visit Clearances tab, Visit Administrator clicks Add to add the needed Clearances to the Visit Template.	Adding a Clearance to a Visit
Visit Administrator	Visit Administrator creates Visit Sites on the Administration Client to specify which locations Hosts can access to schedule Visits. The Visit Site can include one or more Visit Templates that specify the Default Hosts and Visitor, the Clearances for any Visit created using the template, and the Personnel fields available for the Host when creating new (or viewing existing) Visitors. Visit User-defined fields (UDF) can be selected so that the Host can provide additional information about the Visit. For example, the purpose of a Visit UDF can be defined as an enumerable Visit UDF attached to a Visit Site. Because Hosts cannot see the attached Clearances from the Web, it is important that the Visit Sites (or their Visit Templates) include instructions or supporting documents that make it clear what level of access and locations are provided as part of the Visit Sites. Example: The Visit Site called "Main Campus" includes Visit Templates that are configured to have Clearances for the outer lobby, the demo area, the labs, and the main conference rooms. The Visit Site instructions or attached documents tell the Host that this access is available via the Visit Site.	Visit Site Editor Configuring Visitor Setup for a Visit Site
Visit Administrator	Visit Administrator sets up Personnel Types for Visitors by enabling Can Be Visitor for those Personnel Types.	Visitor Personnel Type
Visit Administrator	Visit Administrator uses the Visit Site editor to configure the Host(s) who are eligible to use the Visit Site.	Assigning Hosts to a Visit Site
Visit Administrator	Visit Administrator adds Documents to the Visit Site. (The documents are used as Email instructions/attachments to all Visitors included in scheduled visits through this site)	Assigning Documents to a Visit Site
Visit Administrator	Visit Administrator configures a Door Action that will check-in a Visitor on a card swipe.	Configuring a Door Action for Check-In
Visit Administrator	Visit Administrator configures a Door Action that will check-out a Visitor on a card swipe. OR Visit Administrator configures a Door Action that will check-out a Visitor on a card swipe and mark the temporary access card as returned.	Configuring a Door Action for Check-Out Configuring a Door Action for Check-Out and Return Badge
Visit Planning Phase
Host	Visit Hosts can register for access the Web Portal to create and plan their Visits.	C•CURE Portal Registering to access the Visitor Management web portal
Host	On the Web Portal, Host selects a Visit Site and can search for existing Visits and create new Visits.	Creating a Visit from the Web Portal
Host	On the Web portal Visit Details screen, Host adds a Visitor by clicking typing a Visitor name in the Add Visitor field. A drop-down list appears allowing you to select a Visitor name, or click Create New Visitor. to create a new Personnel record to represent each Visitor.	Add a Visitor
Host	On the Web Portal, Host can add Host and Visitor instructions, and add attachments to the Visit.	Visit Details
Host	On the Web Portal, Host uses Save and Email to send invitations and Visit information to the Visitors.	Visit Details
Host	On the Web Portal, the Host can provide additional information about the newly created Visit by populating Visit UDF fields selected for the Visit Site of the Visit.	Visit Details
Visit Administrator	On the Administration Client, Visit Administrator right-clicks on a Visitor and clicks Assign Temporary Credential (if you are issuing Temporary Credentials to Visitors). (You can also assign a Temporary Credential from the Personnel editor Credentials tab.) Select an Unassigned Temporary Credential from the list that appears. (This step can be done ahead of time or when the Visitor arrives for the Visit.)	Assigning a Temporary Credential to a Visitor
Start of the Visit
Visitor	If the Visit location is configured for Check-in via a card swipe, a Visitor obtains an access card from the Visit Administrator and swipes the card at a designated reader to Check-in.
Visitor	Visitor can use the C•CURE Kiosk to check-in for their Visit and notify the Host of their arrival.
Visit Administrator	When Visitors arrive for the Visit, if Check-in via a card swipe is not configured for the location, the Visit Administrator either: Finds and right-clicks on the Visit in the Visit Dynamic View and chooses Check In Visitors. Or Uses the Visit Status tab to Check In the visitors.	The Check In Visitors screen
Host	Host receives Notify Email when Visitors check in, if selected and Email address is configured in the Host's Personnel record.	Notify field on the Visit General Tab.
End of the Visit
Visitor	If the Visit location is configured for Check-out via a card swipe, a Visitor swipes the access card at a designated reader to Check-out.
Visitor	If the Visit location is configured for check-out and Return Badge, when the Visitor swipes their card at a designated reader, they are checked out of the Visit and their temporary access card is considered returned. Typically this is set up with a card return receptacle or bin for the Visitor to drop off the card.
Visit Administrator	If card swipe check out is not available, when the visitors complete the Visit, Visit Administrator either: Finds and right-clicks on the Visit in the Visit Dynamic View and choose Check Out Visitors. Or Uses the Visit Status tab to Check Out the Visitors.	The Check Out Visitors screen
Visit Administrator	Optionally, Visit Administrator uses Check Out and Return Card to both check out the visitor and return their Temporary Credential to Unassigned status. This removes the credential and the visit Clearances from the visitor's Personnel record. This option is used only if the physical badge representing the credential is returned by the Visitor.	Return Temporary Credentials

Visit Configuration Phase

Visit Administrator

If Temporary Credentials will be issued to Visitors, Visit Administrator establishes a reserve of Temporary Credentials for use with Visits.

Refer to the C•CURE 9000 Personnel Guide chapter on Credentials.

Visit Administrator

Visit Administrator creates and configures Visit Templates that will be used for the Visit Sites.

Clearances for a Visit are specified in the Visit Templates.

Because Hosts cannot see the attached Clearances from the Web, it is important that the Visit Templates and are named properly include instructions that make it clear what level of access and locations are provided as part of the Visit Templates.

Example:

The Visit Template called Candidate Interviews is configured to have Clearances for the outer lobby and the interview room. The Visit Template instructions tell the Host that this access is available via the Visit Template.

Select Notify if you want a Host to receive a notification Email when the Visitors arrive.

Creating a Visit Template

Visit Administrator

Visit Administrator adds default Hosts to the Visit Templates. (The Visit Administrator can also add Visitors to the Visit Template, but typically the Visit Template does not have default Visitors - they are added to the actual Visit created from the template.)

Finding a Visitor or Host

Visit Administrator

On the Visit Clearances tab, Visit Administrator clicks Add to add the needed Clearances to the Visit Template.

Adding a Clearance to a Visit

Visit Administrator

Visit Administrator creates Visit Sites on the Administration Client to specify which locations Hosts can access to schedule Visits.

The Visit Site can include one or more Visit Templates that specify the Default Hosts and Visitor, the Clearances for any Visit created using the template, and the Personnel fields available for the Host when creating new (or viewing existing) Visitors.

Visit User-defined fields (UDF) can be selected so that the Host can provide additional information about the Visit. For example, the purpose of a Visit UDF can be defined as an enumerable Visit UDF attached to a Visit Site.

Because Hosts cannot see the attached Clearances from the Web, it is important that the Visit Sites (or their Visit Templates) include instructions or supporting documents that make it clear what level of access and locations are provided as part of the Visit Sites.

Example:

The Visit Site called "Main Campus" includes Visit Templates that are configured to have Clearances for the outer lobby, the demo area, the labs, and the main conference rooms. The Visit Site instructions or attached documents tell the Host that this access is available via the Visit Site.

Visit Site Editor

Configuring Visitor Setup for a Visit Site

Visit Administrator

Visit Administrator sets up Personnel Types for Visitors by enabling Can Be Visitor for those Personnel Types.

Visitor Personnel Type

Visit Administrator

Visit Administrator uses the Visit Site editor to configure the Host(s) who are eligible to use the Visit Site.

Assigning Hosts to a Visit Site

Visit Administrator

Visit Administrator adds Documents to the Visit Site. (The documents are used as Email instructions/attachments to all Visitors included in scheduled visits through this site)

Assigning Documents to a Visit Site

Visit Administrator

Visit Administrator configures a Door Action that will check-in a Visitor on a card swipe.

Configuring a Door Action for Check-In

Visit Administrator

Visit Administrator configures a Door Action that will check-out a Visitor on a card swipe.

OR

Visit Administrator configures a Door Action that will check-out a Visitor on a card swipe and mark the temporary access card as returned.

Configuring a Door Action for Check-Out

Configuring a Door Action for Check-Out and Return Badge

Visit Planning Phase

Host

Visit Hosts can register for access the Web Portal to create and plan their Visits.

C•CURE Portal

Registering to access the Visitor Management web portal

Host

On the Web Portal, Host selects a Visit Site and can search for existing Visits and create new Visits.

Creating a Visit from the Web Portal

Host

On the Web portal Visit Details screen, Host adds a Visitor by clicking typing a Visitor name in the Add Visitor field. A drop-down list appears allowing you to select a Visitor name, or click Create New Visitor. to create a new Personnel record to represent each Visitor.

Add a Visitor

Host

On the Web Portal, Host can add Host and Visitor instructions, and add attachments to the Visit.

Visit Details

Host

On the Web Portal, Host uses Save and Email to send invitations and Visit information to the Visitors.

Visit Details

Host

On the Web Portal, the Host can provide additional information about the newly created Visit by populating Visit UDF fields selected for the Visit Site of the Visit.

Visit Details

Visit Administrator

On the Administration Client, Visit Administrator right-clicks on a Visitor and clicks Assign Temporary Credential (if you are issuing Temporary Credentials to Visitors). (You can also assign a Temporary Credential from the Personnel editor Credentials tab.)

Select an Unassigned Temporary Credential from the list that appears.

(This step can be done ahead of time or when the Visitor arrives for the Visit.)

Assigning a Temporary Credential to a Visitor

Start of the Visit

Visitor

If the Visit location is configured for Check-in via a card swipe, a Visitor obtains an access card from the Visit Administrator and swipes the card at a designated reader to Check-in.

Visitor

Visitor can use the C•CURE Kiosk to check-in for their Visit and notify the Host of their arrival.

Visit Administrator

When Visitors arrive for the Visit, if Check-in via a card swipe is not configured for the location, the Visit Administrator either:

Finds and right-clicks on the Visit in the Visit Dynamic View and chooses Check In Visitors.

Or

Uses the Visit Status tab to Check In the visitors.

The Check In Visitors screen

Host

Host receives Notify Email when Visitors check in, if selected and Email address is configured in the Host's Personnel record.

Notify field on the Visit General Tab.

End of the Visit

Visitor

If the Visit location is configured for Check-out via a card swipe, a Visitor swipes the access card at a designated reader to Check-out.

Visitor

If the Visit location is configured for check-out and Return Badge, when the Visitor swipes their card at a designated reader, they are checked out of the Visit and their temporary access card is considered returned.

Typically this is set up with a card return receptacle or bin for the Visitor to drop off the card.

Visit Administrator

If card swipe check out is not available, when the visitors complete the Visit, Visit Administrator either:

Finds and right-clicks on the Visit in the Visit Dynamic View and choose Check Out Visitors.

Or

Uses the Visit Status tab to Check Out the Visitors.

The Check Out Visitors screen

Visit Administrator

Optionally, Visit Administrator uses Check Out and Return Card to both check out the visitor and return their Temporary Credential to Unassigned status.

This removes the credential and the visit Clearances from the visitor's Personnel record.

This option is used only if the physical badge representing the credential is returned by the Visitor.

Return Temporary Credentials