General

General

To use this feature, you can follow these simple steps:

  • Enable "Registered visitors" in the account page of the backoffice website.
  • Navigate to the "Manage registered visitors" page and start entering your visitor's details.
  • If you do not set a visiting date, the visitor will be always be available from the tablet.
  • If you do set one, the visitor will only be available on the tablet on the chosen date.
  • In case you use "Managed externally" or "Managed within Vizito", make sure you type the name of the visitor's host exactly as it appears on the tablet.
on 03/21/2016 by Steven Gilissen
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It's possible to let your receptionist sign in a visitor manually from the backoffice!
Use it when a visitor forgets to sign in on arrival.

  • Navigate to the "Visitor sign in" page under "General" and start entering your visitor's details.
  • You will be able to freely enter the visitior's details.
  • Be aware: Your recipient will not be notified by e-mail or text message. Use Vizito on the tablet to enable all features.
on 03/21/2016 by Steven Gilissen
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Importing hosts can be done from the backoffice website

Your input file needs to be in CSV format. Here is an example of a correct import file:

"cn","telephoneNumber","mobile","mail"
"Jane Doe","","+3299888888","jane@vizito.be"
"John Doe","","+3299888887","john@vizito.be"

Please note that a header line (marked in red) is required. The file can only contain the following fields:

  • cn
  • telephoneNumber
  • mobile
  • mail

The cn field is required, the other fields are optional.

on 10/11/2016 by Super User
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From the pre-registration configuration panel you can send an invitation to your visitor:

Invitation1

Which results in the following email begin sent:

Invitation2

on 10/14/2016 by Steven Gilissen
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You can configure your welcome, sign out message, in all supported languages, from the backoffice website under the tab "General"

By default the welcome message holds the following: "Thank you for signing in!{ Please contact your host by dialing %telephone_number% using the supplied phone.}"
As you probably noticed it is possible to use placeholders for data being captured by Vizito in your welcome message.
Using a placeholder is as simple as encapsulating it with the % sign, for instance use %telephone_number% for the internal telephone number of the host.

Below you can find a list of default placeholders:

  • First name:  %first_name%
  • Last name:  %last_name%
  • Here to see:  %recipient%
  • Company:  %company%
  • Address:  %address%
  • Zip code:  %zip_code%
  • City:  %city%
  • Phone:  %phone%
  • Email:  %email%
  • Signed in:  %signed_in%
  • Signed out:  %signed_out%

You are however not limited to these placeholders. Even custom fields can be used in the welcome message.

We've added something extra along the way to give you more flexibility towards our messages. You can notice the usage of the curly brackets "{ }".
If for some reason the placeholder is empty for a given host or visitor, the entire message within these curly brackets will be hidden. This adds an extra dynamic to the welcome message.

For instance take the following welcome message: "Thank you for signin in! { %company% has been added to our visitor list }"
If "Company" is a field that is optional and the visitor does not supply it the message shown will be: "Thank you for signin in!"
If "Company" is supplied (example: Vizito) the message will show "Thank you for signin in! Vizito has been added to our visitor list"

on 11/22/2016 by Steven Gilissen
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To use this feature, you can follow these simple steps:

  • Set "Host datasource" to "Managed within Vizito" in the account page of the backoffice website.
  • Navigate to the "Manage hosts" page (you can click on the button below the Host datasource option) and start entering your hosts (usually employees) details.
  • If you set an email address, the host will be notified by email when a visitor signs in and selects him/her as host.
  • If you set a mobile number, the host will be notified by SMS text message when a visitor signs in and selects him/her as host. Be sure to use the international format (ie +32 471 12 34 56 in Belgium)
  • If you set an internal telephone number, you can use it in the welcome message to tell the visitor which number to call to contact his host.

Also make sure you set the "Here to see?" field to either "Optional" or "Mandatory" in the App Fields page, so the visitor gets to select a host.

on 11/23/2016 by Super User
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The following privacy features are available:

Data retention policy

You can configure a custom data retention policy within Vizito. Under "Account settings", "General" you can find a Privacy area on which you can specify the number of days your visitor data is stored on our servers. Notice that you'll need to activate the feature as it's inactive by default. 

data retention 01

Custom privacy agreement

You can let your visitors sign a custom privacy agreement. First be sure to activate "Enable privacy agreement" under the "Account settings - General" and afterwards edit the "Privacy agreement"

data retention 01

privacy agreement 01

You can set a privacy agreement for any of the supported languages. This agreement will be shown in the Vizito app upon signin as shown below:

privacy app 01

privacy app 02

Visitor anonymization

You can now anonymize visitor data via the backoffice website. This might be a request from your visitor or triggered from within your company. Just open the visitor details from the "Global Visitors List" on the backoffice website and click the "Anonymize" button.

anon 01

on 04/03/2018 by Steven Gilissen
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This faq item will describe how you to alert the visitors that are still in your building(s).

You can use the following procedure on any device (PC, tablet or smartphone) to notify your visitors.

Configuring the notification message

You can configure the default notification message from the Account Settings menu under General:

emergency1

Click on edit and edit the default emergency message in each language that you would like to use:

emergency 02

Click on Close and afterwards on Save to store the updated messages.

Send out an emergency notification

For the emergency notification to be sent out, you will need to capture either:

  • the email address of the visitor using the App Field Email;
  • the mobile phone number of the visitor usign the App Field Phone (including the country code).

Go to the menu item Emergency under Main Navigation:

emergency 03

Click on Alert current visitors and a pop up will be displayed. This pop up allows you to override your default message to include more details on the emergency at hand:

emergency 03b

 

Click on Send notification to send out the alerts to your visitors:

emergency 04

Mark visitors safe

You can also track if a visitor has been marked as safe by clicking on the name of the visitor and going to the details of that user. There is a button to mark that user safe:

emergency 05

You can also see the count of visitors that have not yet been marked as safe:

emergency 06

It is also possible to export the list of visitors to CSV (Excel) for sharing the information with emergency services.

on 06/06/2018 by Pieter-Jan Dries
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You can edit your custom fields after sign in:

vizito customfields01

Select the visitor you'd like to edit:

vizito customfields02

Edit the visitor data

vizito customfields03

Change the custom fields and press the save button.

on 02/18/2019 by Steven Gilissen
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You can enable visitor screening from the https://backoffice.vizito.be website under "Visit types" > "Notifications". If you configure an email address, a confirmation will be sent once a visitors has been approved / rejected.

vizito visitor screening 01b

After a visitor has signed in, they will have the "Approval" field set to "Pending".

vizito visitor screening 02b

An email will be dispatched to the Host with a link to Approve or Reject the visitor:

vizito visitor screening 08b

vizito visitor screening 03

An email will be sent to the confirmation email address stating the visitor has been approved or rejected.

vizito visitor screening 04

The visitor details will also reflect on the https://backoffice.vizito.be website:

vizito visitor screening 05b

Note that you can set the visitor approval status manually from the https://backoffice.vizito.be website, but only if the status is currently "Pending":

vizito visitor screening 06b

on 03/25/2019 by Steven Gilissen
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First enable "Visitor satisfaction" under Global Settings > General as shown below:

visitor satisfaction bo 03

When your visitor signs out, they will be asked to rate their visitor satisfaction:

visitor satisfaction tablet 01

 

Afterwards you can track your visitor satisfaction on the reporting pages and in detail for each visitor:

visitor satisfaction bo 01

visitor satisfaction bo 02

on 03/25/2019 by Steven Gilissen
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First enable "QR code sign in" under Global Settings > General as shown below:

qrcode 00b

Navigate to "Manage registered vistiors" and add a new registered visitor.

qrcode 01b

 

Use the "Invite" button to send an invitation to your registered visitor.

qrcode 03b

qrcode 04

The visitor will receive an email invitation holding vital information and a QR code which can be used to speed up the sign in process.

qrcode 05b

The visitor will be able to use the QR code by pressing the QR button on the home screen: 

qrcode 06bb

qrcode 07b

on 03/25/2019 by Steven Gilissen
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These roles are available:Employee, Security guard, Receptionist, Local admin, Global admin. Each role has the following rights:

Permission Global Admin Local Admin Receptionist Security Guard Employee
Dashboard          
View dashboard
Emergency          
View current visitors
Send emergency notification
Mark visitors as safe
Account settings          
Manage account settings
Manage other locations
Reporting          
View all visitor information
Host management          
Add/remove hosts
User management          
Add/remove users
Visitor management          
Pre-register visitors
Sign in visitors

 

To use our role based access control navigate to "User management" > "Manage users" and press the Add button:

rbac 01

Enter the following details:
First name, Last name, Email, Function title and Role.

rbac 02

rbac 03

An email was dispatched to the newly added user:

rbac 04

The newly added user will have to set a password while verifying their account:

rbac 05

Notice that not all menu items are available for the selected role:

rbac 06

 

on 03/25/2019 by Steven Gilissen
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You can activate the group sign in feature for each visitor type. This will enable groups of visitors to sign in together and only notify the Host for the entire group instead of for each visitor separately.

Navigate to your visitor types on the https://backoffice.vizito.be and click on Edit on the visitor type you want to enable group sign in for:

groupsignin1ext

Enable group sign in here and Save.

groupsignin2ext

Now when you sign in using the tablet you'll notice a new option to specify that you're signing in a group:

groupsignin3ext

groupsignin4ext

At the end of the current visitor sign in, you'll get the question to sign another group member in:

groupsignin5ext

groupsignin6ext

on 04/20/2020 by Steven Gilissen
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You can change the default labels for a lot of general buttons / messages in the Vizito app. Just head over to our https://backoffice.vizito.be website and navigate to "General" > "General app translations" which will list all available labels for the Vizito app. Note that your welcome message, shown after the visitor signs in, is not located here, nor are the labels for your fields on the sign in page.

general labels app 1

general labels app 2

on 05/08/2020 by Steven Gilissen
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Pre-registration allows a visitor to verify and complete their information prior to their actual visit. When you invite a person to visit your company using Vizito, a link will be included in the invitation email that the visitor can use to access and modify their data.

They can read and sign agreements, take a photo and adjust other data fields like name and company information.

The setting is activated by default but please do note that you are required to update to the latest version of the Vizito tablet app to use this feature.

Follow these steps to test out this new feature:

Add registered visitor:


Step 1: Add the registered visitor from this link: https://backoffice.vizito.be/#/app/knownvisitors-list,
make sure you add their email address and click on Save and Invite

Untitled

Step 2: The visitor receives an email with instructions, this includes a link to fill in their pre-registration (blue button):
Screenshot 2021 03 03 at 11.53.42

Step 3: The visitor completes the form from their home, own office or on the go:

Screenshot 2021 03 03 at 11.54.06
Screenshot 2021 03 03 at 11.54.09

Screenshot 2021 03 03 at 11.54.16

Screenshot 2021 03 03 at 11.54.56

Signing in on the day of their visit:


The visitor uses the tablet to sign in or uses the contactless sign in option. The visitor selects Registered Visitor, and looks up their information or uses the QR code included in the e-mail (when the QR code sign in feature is enabled).
The data that the visitor previously entered is now available and the agreements are automatically skipped:
Screenshot 2021 03 03 at 11.55.38

Screenshot 2021 03 03 at 11.55.42Screenshot 2021 03 03 at 11.55.48

on 07/15/2020 by Steven Gilissen
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Contactless sign in / out can be achieved by enabling this feature from the https://backoffice.vizito.be website.
Note that you are required to update to the latest version of the Vizito tablet app to use this feature.
Covid-19 (Corona virus) compliant way of doing visitor registration is ready for use in Vizito.
The visitor will scan a QR code shown on the tablet screen after which the registration process can be completed on her or his smartphone.

Sign in:


Step 1: Enable the contactless feature from the https://backoffice.vizito.be website

contactless01arrow

Step 2: The QR code is shown on the tablet running the Vizito app. A visitor can scan the QR code with their smartphone.

contactless02

Step 3: Complete the process on a smartphone

mobile01

Step 4: Change the prefered language

mobile02

Step 5: Select the correct visitor type (if applicable)

mobile03

Step 6: Fill in the fields

mobile05

Step 7: Optionally, read & agree to the privacy agreement

mobile06

mobile07

Step 8: Optionally, read the agreement and sign in

mobile08

mobile09

mobile10

Step 9: You've successfully signed in!

mobile11

 

Sign out:


Step 1: When leaving, scan the QR code on the tablet:

contactless02

Step 2: You're all set! Feel free to leave an optional visitor satisfaction score.

mobile11

on 07/15/2020 by Steven Gilissen
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Enable the energy saving feature from the https://backoffice.vizito.be website.
Note that you are required to update to the latest version of the Vizito tablet app to use this feature.

Step 1: Enable the "Energy saving" feature under the menu item "Devices"
Set the Minimum brightness to the level of brightness it should use when inactive. (value of 0-100)
Set the Maximum brightness to the level of brightness it should use when active. (value of 0-100)

contactless01arrow

Step 2: Configure the schedule.
Here you can configure, for each day of the week, when the tablet should remain at maximum brightness. Outside these intervals the tablet will revert to energy saving mode, using the minimum brightness level.
If you don't configure any schedule, brightness will remain at maximum at all times (default behavior)

contactless02

on 03/03/2021 by Steven Gilissen
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Enable the automatic signout feature from the https://backoffice.vizito.be website.

Step 1: Navigate to "Visit types" and click the "Edit" button

contactless01arrow

Step 2: Under the "General" tab, enable "Automatic signout"
The default trigger is set to "End of day", which means that visitors will be automatically signed out at the end of the day.

contactless02

Step 3: Signout trigger "Interval"
You can also set the signout trigger to "Interval". This allows you to set a specific time interval after which a visitor is automatically signed out. You can configure the interval value (number) and the interval unit (minutes, hour or day)

vizito automatic signout 3

on 03/03/2021 by Steven Gilissen
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Note that you are required to update to the latest version of the Vizito tablet app to use this feature.

Vizito offers support for 3 types of agreements:

  • Document - a HTML document that you can edit through the backoffice of Vizito. Here you can also include images and custom styling. You can provide translations for each language that you would like to support.
  • Video - a video that the visitor has to watch before being able to proceed with the sign in. Optionally you can provide a descriptive text that will be shown under the video player.
  • PDF - an external PDF document that is hosted on your own servers and that is accessible through a public hyperlink.

You can manage agreements on the backoffice by going to the "Account settings" > "General" page.
Click on the "Agreements" > "Edit" button as shown below to open up the overview:

agreements 01

Here you can see an overview of all agreements and their status (active or inactive) and add or edit new agreements.

You can add a new agreement by clicking the "Add agreement" button.

agreements 02

Specify a name for the new agreement and choose the type of agreement, then click on the Save button.

agreements 03

After adding the agreement, click on the Edit button on the overview to set up the details:

agreements 04

Depending on the type of agreement, you will have different configuration options:

  • For all types of agreements:

You can change the name of the agreement.
You can specify the "Visit types" for which this agreement will be active. One agreement can be for multiple visit types.
You can also specify custom terms which indicate for how long the agreement will remain valid after being signed. Vizito will not present these agreements as long as the visitor is a known visitor and has a valid signed agreement that has not yet expired.

  • Specific for the agreement type Document

By changing the language drop down, you can specify a text for every language. Edit the text in the HTML editor and click Save once you are done.

agreements 05

  • Specific for the agreement type Video

agreements 05

You can provide a Video URL that points to a MP4 or MOV file located at a hyperlink that is publicly accessible (for example hosted on your website).
Optionally, provide a descriptive text that you want to be displayed under the video itself.

agreements 05

  • Specific for the agreement type PDF

agreements 05

You can provide a URL to a PDF document located at a hyperlink that is publicly accessible (for example hosted on your website). 
This PDF document will be displayed to the visitor during sign in.

agreements 05

If you have any questions on agreements, feel free to get in touch with us.

on 04/13/2021 by Steven Gilissen
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There are several advanced settings/features available for configuration from the https://backoffice.vizito.be website.
DISCLAIMER: DO NOT CHANGE THESE SETTINGS IF YOU DON'T UNDERSTAND THEM!
Feel free to get in touch to get clarification should the description below not suffice.

Advanced settings linked to your Vizito account (global advanced settings)

  • Validation for registered visitors on this website
    • Enable / Disable validation when creating / updating registered visitors on the backoffice website.
  • Show the sign out button
    • Enable / Disable the sign out button on the main screen of the Vizito app
  • Forces Hosts to be valid
    • Enable / Disable the validity of Hosts. If disabled this will not validate the Host entry. You'll be able to enter any Host reference, should they not exist, no notifications will be sent.
  • Generate incremental number for visitors
    • Enable / Disable the generation of a unique number linked to each visitor.
  • Time the welcome message dialog will be shown
    • Value to specify how long the welcome message dialog is shown after which it is automatically closed. This is shown directly after the sign in has been concluded.
  • Field used for registered visitors QR lookup feature
    • Value to specify the look up field for the QR lookup feature. By default lookups are done using our internal field "_id". But this could also be set to a custom field of your preference. You'll need to make sure this custom field has unique values.
  • Idle time after which you get redirected to the Vizito main screen
    • Value to specify the idle timeout. This is entered in seconds. This is the number of seconds you can leave the tablet unattended, after which it will redirect to the main Vizito screen.
  • Number of days you'll be able to sign out after signing in
    • Value to specify the number of days you'll be able to sign out, after signing in. By default this is "0" stating that you can sign out the same day you signed in. Setting this to for instance "1" will allow your visitors to sign out the day after the signed in.

Advanced settings linked to a Visit type

  • Automatically create registered visitors
    • Enable / Disable the automatic creation of registered visitors. When enabled, upon visitor sign in, a registered visitor will be automatically created for each visitor.
  • Skip the agreement for registered visitors
    • Enable / Disable the skipping of agreements for registered visitors. When enabled, registered visitors will not be required to accept the currently active agreements.
  • Skip the sign in page, registered visitors don't need to confirm their data
    • Enable / Disable the skipping of the entire sign in screen and subsequent screens (agreements, signature, ...) When enabled, registered visitors will be automatically signed in when scanning their QR code. Note that this feature only works when QR code sign in is enabled.
  • Fields used for the registered visitors lookup feature
    • References to fields used to perform the lookup of registered visitors. By default the values are "First name" and "Last name" yielding lookups to be based on these to fields. If you change these fields, you can search for registered visitors based on those fields (for instance a custom number field referencing a registered visitor)
on 06/18/2021 by Steven Gilissen
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