Add a visitor when you will invite them yourself, or when a walk-in arrives at reception without a registration. The visitor record is a person: it holds their details, photo and documents and is reused for every later visit. Adding the record does not invite anyone or issue a pass; that is the next step, Invite Visitor.

You will need: the visitor’s name, email address and mobile number, and their ID or passport number. The pass is sent to the email address, so check it before saving.

Step 1: Open the Visitors list

Log in and select Visitors in the sidebar - the Visitors History list opens. It shows all visitors on record, with filters in each column header to narrow the results.

Step 2: Click the Add button

Click the Add button in the toolbar above the list to open the new-visitor form.

Step 3: Fill in the visitor’s details

Complete the visitor’s details. The form is grouped into Identity, Contact, Visit Details and Documents & Media. By default First Name, Last Name, ID Number, Date Of Birth, Email, Mobile Number and Visit Reason are required; your administrator can make any field required, optional or hidden under Required Fields, and a section with no visible fields is left out.

Note: the ID number must be between 6 and 20 alphanumeric characters.

Upload the visitor’s Photo (drag and drop a file, browse, or capture from a camera) and, if your policy requires it, the Copy Of Identity Document. Use a clear, front-facing head-and-shoulders photo: it is printed on the badge and, where face readers are used, it becomes the visitor’s face credential.

Step 4: Save the visitor

Click the Add Visitor button at the bottom of the form.

Step 5: Review the visitor’s profile

A confirmation banner appears and the visitor’s profile opens on the Overview tab, showing the badge photo and the captured details. From the profile you can issue a visit pass, manage credentials, vehicles, declarations and documents, review the visitor’s events, send an invitation, or add the visitor to the watchlist.

Step 6: Confirm the visitor appears in the list

The new visitor now appears in the Visitors list and can be checked in, invited, or issued a visit pass.

Next: invite the visitor

The visitor now exists but has no visit. Open Invite on their profile to create the visit and send the pass - see Invite Visitor, or the whole flow in Journey: You Enter the Visitor’s Details.

When the visitor is already on record

Returning visitors are matched on ID/passport number first (falling back to first name, last name and date of birth when the ID number is blank); a matching email address or mobile number flags a duplicate on its own. Email addresses are compared ignoring case, and mobile numbers in full international form, so 082 555 0142 and +27 82 555 0142 are the same number. The match strategy and email/mobile matching are configured under Validation.

When you save a visitor who matches one already on file, nothing is saved. A Possible duplicate found panel opens above the form instead. It lists every matching visitor with the field that matched and a masked hint, so you can tell them apart without seeing their full details. The details you typed remain in the form.

• Click Open to go to the existing visitor and invite or update them there.
• Click Cancel to go back to the Visitors list.

There is no option to save a second record for the same person. A matching visitor you are not allowed to open is not listed; if none can be shown, the panel says “The matching record is not available to you.”