Documentation
This documentation serves as a guide to using our features and how these features work. More detailed documentation can be found in resources. For further information, please feel free to get in touch or book a demo.
Visitor Express is a visitor management system with a range of extended features. This includes visitor check-in and meeting room bookings. Visitor Express also provides a staff management system, with automated parking and desk reservation.
Visitor Management
Visitor Reception
Visitor reception is a simple way to see all expected and current visitors. This shows the status of the visitor, who the host is, as well as arrival and departure times. Filter visitors by status (scheduled, checked in, checked out, cancelled) via the selection box at the top.
Create Meetings
Creating a new meeeting is simple and easy with Visitor Express. Go to Create Meetings, input the date, time and room. Add attendees from the provided list of visitors or add visitors with New Visitor. Once you are finished, create meeting.
Meeting Rooms
A list of meeting rooms is provided. Cliking on the meeting rooms shows a daily schedule of booked meetings.
Visitor Directory
Visitor directory contains a list of all registered visitors.
Staff Management
The Visitor Express staff management system creates an efficient way to allocate desk space and parking to employees.
Using Visitor Express staff
Log in to Visitor Express staff to see the dashboard. This shows today’s desk allocation, and two calendars for desk reservations and parking.
Desk Reservation
Desk reservation is made automatically when you say that you are working on site at the start of the day (which can be seen at the top of the dashboard). Desk requests for future days can be made through the calendar. The days coloured green indicate a desk has been reserved. Future desk reservation details can be seen by clicking on the day. There is also the option of cancelling the request.
The desk reserved for the current day is shown on the left. Cliking on the desk number or zone name links to the floor plan, where the reserved desk is indicated by a golden circle.
Parking Reservation
Parking reservations are made using a fair use algorithm. If the parking request is made for the current week and parking is available, then the request will be accepted immediately. If the parking slot is not available, then the request will be denied. If the parking request is made for any time after the following week, all requests will be pending. On a selected day of the week (4pm Thursday), all the pending parking requests will be processed. If there is a surplus of parking requests, the algorithm will take into consideration the number of accepted parking requests in the last four weeks and whether the application is made by a user with priority on parking.
Parking reservation status can easily be seen on the calendar. Days coloured green indicated a confirmed reservation, days coloured orange indicate pending requests and days coloured blue indicates the user has priority on that day. Details of the request can be seen by clicking on the day and the request can be cancelled by the user at any time.
Floor plans
The menu to the left shows home and floor plans. In the floor plans, desks are indicated green for available desks, red for unavailable desks and blue for occupied desks. Hover or click the coloured dot to see the name of the desk, which is required when requesting the desk from the dashboard.
Visitor Express staff for admin users
The menu to the left has home, employee directory, parking requests, reports and floorplans.
Employee directory
The employee directory gives a list of all registered employees and indicates whether they have been allocated a desk for the current day and whether they have indicated they are working remotely. For employees working on site, the coloured box indicating the allocated desk links to the floor plan. The link to edit employee details goes to Visitor Express admin.
Parking requests
The parking request lists by default shows all pending parking requests, which can be accepted or denied manually through the check and cross buttons on the right. Different filters can be applied to the list of parking requests by the options box at the top. The status of any request can be changed by clicking on the status box and selecting an option.
Reporting
Visitor Express reports allow admin users to track how many employees worked on-site and off-site over the past month, as well as check the number of parking allocations for each car park on any day. For ad hoc reporting there is the ability to download all data to a ready customised google spreadsheet which allows ad-hoc reporting to specific requirements.
Security Management
ANPR Live View
The ANPR Live View shows all activity from the ANPR, including the entry point used and the registration number.
Visitor Express admin
Visitor Express has an easy to use admin system to easily edit data on visitors, employees, parking and desk spaces. The admin page is accessible through the drop down box on the top right. Training on more detailed functionality of the admin site can be requested directly from the visitor express website - please just message your speciific question within the chatbox in the bootom left corner and you will be provided with interactive guidance.
Meeting rooms
Got to Meetings - Rooms to see a list of meeting rooms. Click on the name to edit the meeting room details, or add a room using the add room button on top right.
Desks
Go to Desks - Desks to see individual desks. The active status of the desk can be changed by clicking the desk name. To change the automatically allocated desk for a member of staff, go to Accounts - Staff Users, click on the name of the staff member and scroll down to Desk. Select the desk and save.
Parking Spaces
To add or change car parks, go to Parking - Car parks. Change details for a car park by clicking on the name. The space count indicates the number of available spaces in the car park.