You are an auditor if you answer for what happened: who was on site, when, who let them in and what they agreed to. You read records; you do not change visits.
Start here
There is no ready-made auditor role. Ask your administrator for a role with these permissions, and none that change visits:
- Logbook: Search - the Logbook of every entry and exit
- Reports: List and Reports: Generate - the Reports menu
- Visitor Management: List and Visitor Management: Edit/View - visitor records and their history; add Visitor Management Admin Privilege : View All Visitors to see every visitor, not only your own
- Agreements & Contracts: Contract - List - the Declaration Records of signed declarations
Saving a visitor needs a separate permission (Visitor Management: Save), so a role without it can look but not change. Your administrator will be asked to confirm, because the role sees personal data across the whole system.
Answering a question
Who was here, and when
The Logbook in the sidebar lists every entry and exit at your access control points, with its time, control point and name. Choose a date range, then filter by name, control point or direction.
A report for someone else
Reports builds the visitor activity report for a date range, with photos where you choose, as HTML or CSV.
One person’s history
Open the visitor from Visitors: their profile shows their visits and their documents - see Edit Visitor. Signed declarations are on the Declaration Records tab of the Visitors pages.
Who is blocked
The Watchlist lists the people refused entry and why.
How long records are kept
Records are kept for the number of days set under Privacy (Data Retention): events, audit logs and visitor data each have their own period. After it, old visitors are anonymised and old signed agreements removed. Check the periods match your organisation’s policy before you rely on old records.
What you do NOT need
- Checking visitors in or out, inviting or approving. Your role reads; others act.
- Settings. If a retention period is wrong, ask your administrator to change it.