Once Genea has enabled your Visitor Management system and if you are an admin, you will be able to access your account and edit your visitor check-in flow.
When your visitors use any mode of registration to check themselves for their upcoming visit, they’ll go through your customized check-in flow. The check-in flow is more than just collecting visitors' name and email. It can include multiple different steps that allow you to collect the detailed visitor information you need.
Name, email address, and host name are check-in fields pre-set by Genea, though they can be selectively required on your check-in form. You can also create any number of customized check-in fields, such as:
- Company Name
- Purpose for Visit
- License Plate Number
- Anything, really! If you need it, you can capture it.
CUSTOM CHECK-IN FIELDS
With Genea, you have 4 different types of custom fields that you can create. They are:
- Text - this type of field will provide visitors with a keyboard that they can use to type out information, such as a company name or address.
- Date - this type of field will provide visitors with a calendar that they can use to select a specific date, such as a birthday.
- Multi Selection - this type of field will provide visitors with multiple responses that they can select to answer a question. With multi-selection, visitors can select multiple options from the list.
- Single-Selection - this type of field will provide visitors with multiple responses that they can select from to answer a question. With a single selection, visitors can only select a single option from the list.
1. How to Create Custom Check-in Fields
Follow the steps below to customize your check-in fields.
1) Click on the ‘Check-in flow’ tab in your Genea admin dashboard. In order to customize your check-in flow, make sure you are in the 'Check-in Fields' section.
2) Name, email address, and hostname are check-in fields pre-set by Genea. Visitor’s full name is a required field, but requiring visitors to supply their email addresses and hostnames can be selectively turned off. If you would not like to require your visitors to provide these details, click the toggle button under the ‘Required’ column. When the button is grey, it means that the field will still appear in your check-in flow, but visitors will no longer be required to provide this information.
3) To create a custom check-in field, click on the ‘Add New Field’ drop down bar, and select the type of field that you would like to create.
If creating a text field, input the name of the field and click ‘Save.’ Once created, your visitors will be prompted to type in a response to the field when checking in at your property.
If creating a date field, input the name of the field and click ’Save.’ Once created, your visitors will be prompted to select a date from a calendar for the field when checking in at your property.
Single & Multi Selection Fields
If creating a multi-selection or single selection field, input the name of the field, then click the ‘Add option’ button to create multiple answers for visitors to choose from when checking in at your property. Once all options have been created, click ’Save.’ Once created, your visitors will be prompted to select either a single answer or, if needed, multiple answers for the field when checking in at your property.
After creating your check-in flow, your check-in flow should immediately reflect what you’ve designed in your Genea dashboard.
2. How to add Advanced Questions to the Check-in Flow:
The advanced questions allow admins to add questions that they want their visitors to answer before getting access to their premise. These questions can be related to visitors' health or any other general topics. The answer to these questions when provided by visitors can further be associated with smart rules that make decisions if access should be permitted or not. For example: If we define a customized question asking the visitor “If they have encountered anyone with flu-like symptoms in the past 14 days” and the visitor replies “YES”, then through the smart rule, we can deny giving access to that particular visitor, otherwise check-in flow will move forward.
Follow the steps below to add advanced questions to your flow:
1) Locate "Advanced Questions" under check-in flow.
2) To create an advanced question, click on the ‘Add New Question’ drop down bar, and select the type of field that you would like to create.
Defining an advanced question:
Advanced questions can be of "Single selection" type or "Multi selection" type based on how you want the visitors to answer the particular question. A question defined as single select will allow the visitor to choose only one option from a list of options as his answer while checking in. A multi select question will allow visitors to choose more than one option as their answers.
To define an advanced question, click on either "Single Select" or "Multi Select".
It will open up a modal to add your question and the responses to that question for the visitors.
Click save to add the advance question to the check-in flow.
Associating the advanced questions with Smart Rules:
1) Adding rule to a single select question:
After defining the question and responses to that question, click on "Add Smart Rule".
Under triggers, select the option which you want when selected by your visitors should deny their visit. Click "Save" to add the smart rule to your advanced question.
2) Adding rule to a multi select question:
Similar to single select questions, you can add triggers and action to your multi select questions.
Once the multi select question and responses are defined under "Advanced Question", click on "Add Smart Rule".
Add the conditions to the triggers.
Define Actions to multi-select questions:
You can define the action of a multi select question to deny the access of your visitor when:
- Any of the conditions defined in the triggers is selected by the visitor while checking in.
- All the conditions defined in the triggers are selected by the visitor while checking in.
If the visitor answers the advanced question with the responses that are defined in the check-in flow to deny him entry, then the check-in flow will stop and the visit will be canceled for the visitor.
With Genea Visitor Management, you can require your visitor’s to snap a photo of themselves checking-in for their visit invite at your property. The user’s photo will be logged in your Visitor Log, Visitor Address Book and under Invitations. If you’ve enabled Visitor arrival email notification, then it includes the visitor’s photo in the arrival email to the host.
To require visitors to snap a photo of themselves while checking in at your property, under the ‘Photo’ tab under your ‘Check-in flow,’ toggle the button next to the ‘Capture visitor photos during check-in for easy recognition and increased security’ option. When the toggle button is blue, this means that your visitors will be required to snap a photo when checking in.
With Genea Visitor Management, you can require visitors to sign a legal document while checking in at your property.
To enable document signing during the visitor check-in process, click on the ‘Document’ tab under your ’Check-in flow.’ To enable this option, toggle the button next to the ‘Enable Document signing’ option. Once enabled, the toggle button will be blue.
If you would like to provide visitors with an option to decline signing a document, toggle the button next to the ‘Allow visitors to decline signing’ option. Once enabled, the toggle button will be blue, and visitors will be able to decline to sign a document.
Depending upon your company policy, you may not need visitors to sign a document during every visit to your office. If your company keeps visitor documents on file for a period of time, you can configure your Visitor Management check-in flow to require repeat visitors to only sign a document one time during a given period of time. To configure this setting, toggle the button next to the ‘Returning visitors must re-sign the document’ option. Once enabled, the toggle button will be blue, and visitors will only be required to re-sign a document after the number of days you’ve chosen.
You may also select an option to require visitors to re-sign a document during every visit to your property. To enable this, select the 'Re-sign for every visit' option. Once enabled, visitors will be required to re-sign a document during every visit to your property.
When setting up document signing for your Genea Visitor Management system, you will also need to upload your company document. You will do so under the 'Document Template' section under your 'Check-in flow'. After uploading or editing your document, click the 'Save Document Template' button. You may also preview your document prior to saving to see how it will appear on your Genea Visitor Management tablet. To do so, click on the 'Preview' button.
With Genea Visitor Management, you can pair your system with an adhesive badge printer and require your visitors to print and wear a name tag while at your property. To enable badge printing, toggle the button next to the ‘Enable visitor badge printing (automatic).’ option. When enabled, the toggle button will be blue.
You may also customize the specific information printed on visitor badges. To do so, click ‘Edit’ under the ‘Badge Display’ section.
Check the boxes next to the fields that you would like to include on the visitor badges. Genea Visitor Management badges may have four lines of visitor information. You may select which specific pieces of information you would like to include on the badge from the drop down menus. After customizing your badge display preferences, click the 'Save' button to save all changes.
Note: The badge designed in this section will only be available for those visitors who checks in through iPAD.
For touchless registered visitors, the badge templates are predefined and available at the end of the check-in process.
If you have any questions about this feature or have any other requests, please reach out to firstname.lastname@example.org.