You are a host if people come to the site to see you - a supplier arriving for a meeting, a candidate coming for an interview, a contractor booked for the morning, a school group you agreed to show around. Your job in EvTrack is small and specific: say who is coming and when, make sure they arrive holding a valid pass, and answer when the system asks you to approve someone standing at the checkpoint. Reception and security handle the rest.
Start here
Brand new? Do these five things in this order and you have covered everything a host normally needs.
- Send yourself an invitation. Work through Invite Visitor using your own email address as the visitor, so you see exactly what your visitors receive.
- Look at the pass that was created. Open the visitor’s Visit Pass tab as described in Visit Passes so you recognise a valid pass and its validity window.
- Check your own contact details. Approval requests and arrival notices go to the email address on your user profile. Host Notifications explains what you get and when.
- Learn where arrivals show up. The Visitors Dashboard in Check-in and Check-out is the live list of today’s visits and their status.
- If you ever host more than one or two people at once, read Group Pre-Registration before your first group day, not on the morning itself.
Before the visit
Invite someone who is coming next week
This is the normal way to book a visit. You pick the visitor, the date and time window and the reason for the visit, and the system creates the visit and its access credential (a QR code or a PIN) and emails it to the visitor for you. Do it as soon as the meeting is agreed, so the visitor has the pass in hand and does not queue at reception while somebody types their details in.
Full walkthrough: Invite Visitor. The visitor must exist on record first; if they have never been on site, create them with Add Visitor and then invite them.
Let the visitor type their own details
When you do not have the visitor’s identity number, vehicle or photo - or you simply do not want to capture them - send the self-registration link or QR code instead. The visitor verifies their email address, fills the form in themselves, and the request lands in the Registration list for approval. Use this for anyone arriving for the first time, and for people whose details you should not be guessing at.
Where to get the link: Visitor Registration. What the visitor sees, screen by screen: Visitor Self-Registration.
Bring in a whole group at once
For a tour, a delegation, a work crew or a school class, one person (the group leader) registers everybody in a single request instead of you creating twenty visits by hand. Send the leader the registration link and let them build the list; an operator approves the group in one action.
Full walkthrough: Group Pre-Registration. If you would rather capture the group yourself from the admin screens, use Managing Group Registrations (Admin).
Send the pass again, or print it
Visitors lose emails. From the visitor’s Visit Pass tab you can resend the pass by email, WhatsApp or Telegram, copy the pass message to paste into any chat, or print and download the badge. Do this the moment a visitor tells you they cannot find the invitation, rather than issuing a second invitation and leaving two passes in circulation.
Full walkthrough: Visit Passes.
Fix a detail before the day
Wrong surname, new mobile number, a vehicle you did not know about. Correct the visitor’s record before they arrive so the checkpoint is not resolving it while they wait.
Full walkthrough: Edit Visitor.
Call off a visit
If the meeting is cancelled, cancel the visit rather than leaving it to expire quietly. Cancelling withdraws the visitor’s credential, so the pass stops working, and the visitor is told with the reason you select. Cancellation reasons are chosen from a prepared list; if the list is missing the wording you need, ask an administrator to add it under the cancellation reason templates.
Where the statuses fit together: Check-in and Check-out.
On the day
Approve someone who arrives without an invitation
If your site requires host approval, a visitor who checks in at the kiosk or with a security officer and names you as their host waits until you answer. You get an email carrying their details and approve and deny links, and you do not have to log in to use them - one click and the visitor is admitted or turned away. Answer quickly; the request has a time limit and the visitor is standing at the checkpoint.
Full walkthrough: Host Approval.
Approve someone reception is registering at the desk
Some sites also hold a walk-in that reception registers from the Visitors Dashboard, not only the ones captured at a kiosk. You are asked to decide on the same processing screen you use for any other approval request, with a note showing the visitor is waiting at reception right now. Declining is recorded against you as a denied visit rather than simply removed from a queue.
Full walkthrough: Reception Host Approval.
Know the moment your visitor arrives
You are told when your visitor checks in. Out of the box that is a push notice on the EvTrack mobile app; an administrator can add email and SMS, and a notice when the visitor leaves, under Host Notifications. You can switch channels off for yourself in your profile’s Notification Settings. If nothing reaches you, check the email address and mobile number on your profile first.
Full walkthrough: Host Notifications.
See who is coming today
The Visitors Dashboard lists today’s visits with their current status - expected, checked-in, checked-out - so you can see whether your ten o’clock has arrived without telephoning reception.
Full walkthrough: Check-in and Check-out.
Your responsibilities
Inviting someone makes you responsible for them from the moment they arrive until they leave.
| You look after | What it means |
|---|---|
| Accurate registration | Their details are complete and correct before the day |
| Their safety | You keep them safe while they are on site |
| Emergencies | You help them if an emergency happens while they are here |
| Leaving on time | They leave when the visit is over, and the visit is checked out |
| Site rules | They follow the building’s rules |
Leaving on time is the one most often forgotten. A visit that is never checked out keeps its credential working until the visit ends, and the visitor still shows as on site. If your visitor has gone, make sure reception checks them out.
Getting help
| Problem | Ask |
|---|---|
| Your visitor is at reception now and cannot get in | Reception or security first |
| Login through your organisation’s SSO | Your own IT support |
| Your EvTrack password, or a locked or expired account | I forgot my password on the login page, or your EvTrack administrator |
| An error, a missing email, a pass that will not issue | EvTrack support - see By Role for what to include |
What you do NOT need
None of the following is a host’s job, and you can safely ignore those parts of this manual:
- Access control lists, points, schedules and readers. Which door a pass opens is decided by an administrator when the site is set up. You never choose it per visitor.
- Checking visitors in and out. Reception, the kiosk or the security officer does that. You approve, they process.
- Cards, badges and printers. Handing out a physical card and printing badges happens at the counter.
- Visitor settings, required fields, agreements and email templates. What the forms ask for and how the invitation email is worded is configured once, centrally.
- Watchlists, reports and the logbook. Screening and record keeping belong to managers and security.
- Creating users, personnel and locations. Ask an administrator if a colleague cannot log in or a new building is missing.
If you find yourself needing one of these regularly, you are being asked to do a manager’s job as well - start with For Managers.