What is the Document Repository?
The Document Repository is a powerful way in the Visitor Management module that allows administrators to centrally create, manage, and assign documents used during the visitor check-in process.
Instead of creating the same document multiple times across different Visitor Types, you can:
Create a document once
Format it as required
Assign or unassign it to multiple Visitor Types in one go
Any future updates—such as formatting changes or removals—are automatically reflected across all assigned Visitor Types.
Access Rights
Only administrators with Visitor Management – Configuration Full Access permissions can:
Access the Document Repository
Create, edit, assign, or delete documents
Create a New Document
To create a document:
Click “+ Add”
Enter a Document Name and Description
Format the document content using the editor
Document Configuration Options
While creating or editing a document, administrators can configure the following:
Enable Signing
Returning Visitor Rules
Define whether returning visitors must re-sign the document
If optional, specify the number of days for which signing can be skipped
Returning visitors are identified using their email address
Document Formatting & Editor Capabilities
The Document Editor supports rich customization, including:
Rich Text Formatting
Page Headers
Page Breaks
Dynamic Variables
You can insert dynamic, real-time data using variables, such as:
Visitor Name
Host Name
Date
Other check-in details
Variables can be reused multiple times within the same document.
Multiple Signatures
Add more than one signature field per document if required
Signature fields can be placed anywhere in the document
To insert variables, signatures, or page breaks:
Place the cursor at the desired location
Click the required option
The element will be inserted at the cursor position
Preview Your Document
Before saving, administrators can review how the document will appear:
iPad View – to preview how visitors see it during check-in
PDF View – to preview the final signed document
This helps validate formatting and layout before publishing.
Once satisfied, click Save.
Administrator can add up to 25 documents in the Document Repository.
Edit, Rename, or Delete Documents
Documents can be edited, renamed, or deleted at any time.
If a document is already assigned to one or more Visitor Types:
Any edits will automatically update the check-in flow for all assigned Visitor Types
A confirmation prompt will appear before applying the change
Administrators should proceed carefully when modifying shared documents.
Assign or Unassign Documents to Visitor Types
The Document Repository allows bulk assignment, eliminating the need to configure documents individually for each Visitor Type.
Assign Documents
Navigate to Document → Actions → Assign / Unassign
Select Visitor Types from the Unassigned list
Click Save
The selected document will be added to the check-in flow of all chosen Visitor Types.
Each Visitor Type can have up to 10 documents in its check-in flow
Unassign Documents
Open Assign / Unassign
Uncheck Visitor Types from the Assigned list
Click Save
The document will be removed from those Visitor Types.
Behavior for Existing Documents (Post-Release)
For customers who already had documents configured per Visitor Type:
Identical documents are automatically consolidated into a single document in the Document Repository
The system assigns the consolidated document to all relevant Visitor Types
If documents differ, they appear as separate entries using the format:
Document Name _ <Visitor Type Name>