You are an administrator if you set EvTrack up for everyone else: the locations, who may do what, the visitor rules, and the kiosks and handsets. Day to day, hosts invite, reception checks people in and managers approve; your work is to make each of those jobs possible and safe.
Start here
Set the system up in this order, because each step needs the one before it:
- Locations. Create each building or site - see Locations.
- Roles and users. Decide who may do what, then add the people - see Roles and Add User.
- Visitor rules. What a pass grants and how long it lasts, what is captured, who is told - Visitor Settings.
- Devices. Kiosks and guard handsets - Getting Started with Kiosk and Guard Devices.
Who may do what
A new system ships with five roles. Rename them, change them or delete the ones you do not need.
| Role | For |
|---|---|
| Administrators | Everything, including users and system settings |
| Power Users | Everything operational, including adding users, without roles, permissions or system settings |
| Receptionists | Reception: the visitor dashboard, check-in and check-out, visitor records, cards |
| Hosts | Inviting and managing their own visitors; the role a new user gets |
| Guards | The guard app at the checkpoint; the web product shows them only the Dashboard |
Giving someone Receptionists or Power Users asks you to confirm, because those roles see visitors’ personal data across the whole system. The details are on Roles.
Granting access well
| Do | Why |
|---|---|
| Give people shared roles, not one-person roles | A role made for one person cannot be audited or removed consistently |
| Give each manager only the locations they manage | A manager who covers every site will one day approve for the wrong one |
| Limit who can add watchlist entries | An entry refuses a named person at every checkpoint |
| Limit who can create a Temporary Visitor Permit | It issues a long-lived, multi-entry pass |
| Disable leavers promptly | A departed host with a login can still invite visitors |
| Keep two managers on every location that requires approval | One person’s leave should not hold up every visit |
| Write down your choices | Approval steps, decline reasons and walk-in rules differ per system; this manual cannot tell your users which you chose |
Features switched on for the whole system
When a user says a feature “is missing”, check these first. Each is a system-wide choice, not a user permission, unless the table says otherwise.
| Feature | What the user sees when it is off | Where it is set |
|---|---|---|
| Temporary Visitor Permit | No Visit Type on the invite | Enable Temporary Visitor Permit under Visit Pass (off), plus the permission Visitor Management: Create Temporary Visitor Permit Invite |
| Walk-ins at the kiosk | The kiosk offers only the pass path | Enable Walk-in / Self Registration under Kiosk (on) |
| Badge printing at the kiosk | The kiosk shows a digital pass instead | Enabled Badge Printing under Kiosk (off), and a printer on the device |
| WhatsApp delivery | Passes go by email only | A WhatsApp gateway under Server Settings, and the WhatsApp Invite channel under Visit Pass (off) |
| Reports | No Reports menu | The permissions Reports: List and Reports: Generate |
| Thank-you email after the visit | No email on check-out | Send Visitor Check-out Follow-up Email under Emails (off) |
| Manager approval | Requests skip the manager | Require Manager Approval on the location’s Advanced tab (off) |
What you do NOT need
- Checking visitors in and out, unless you also work reception.
- Deciding individual requests: managers do that for their locations.