Short answers to the questions people ask most. Each links to the full page.

Inviting

Which method should I use? Enter the details yourself when you know the visitor; send a registration link for first visits, groups and partners - see Choose How a Visitor Gets In.

Can I invite a visitor again? Yes: open their profile and use its Invite tab. Their details are already there.

I need to invite forty people. Import the list - see Invite a List of Visitors - or let one of them register the group - see Group Pre-Registration.

A contractor is here for three weeks. Do I invite them every day? Where your administrator has switched on Enable Temporary Visitor Permit and your role may create one, issue a Temporary Visitor Permit (up to 31 days by default). Otherwise a visit can last only as long as the maximum length your administrator sets (two days by default).

Can I invite someone for a colleague? Yes, where your role may assign a different host: change Assign to Host on the invite.

Approving

Who approves a request? A host’s invite is issued at once, unless its location has Require Manager Approval on; then it waits for that location’s managers. A self-registration waits on the Registration list for someone to approve it, and goes to the location’s managers first where Require Manager Approval is on - see Approval Workflow.

I approved it. Do I need to send the pass? No: the pass email goes out on approval.

Thirty requests are waiting. Tick them on the Visitor Registration list (up to 50, group leaders rather than members) and click Approve, if your role allows bulk approval - see For Managers.

If I decline, who finds out? You choose: Host and Visitor, Host Only or Visitor Only.

The pass

What does the visitor receive? An email with the QR code and the visit details, with a calendar invite; the pass and badge PDFs where your administrator has switched them on - see Visit Passes.

The visitor never got the email. Check their spam folder, then use Resend Pass or Share Visit Pass; if the address is wrong, correct it on the visitor first.

The meeting moved. Do I start again? No: Edit Visit Pass and change the times - see Change, Cancel or Re-send a Visit Pass. The visitor is emailed only where the Updated email is switched on.

Can the pass be sent by WhatsApp? Where your administrator has set up a WhatsApp gateway and switched on the WhatsApp Invite channel; it is sent alongside any email.

At the kiosk

The visitor’s ID and pass do not match. Send them to reception or the host to sort it out before they go in.

The visitor will not accept the terms. The kiosk cannot complete their check-in. An agreement can be set to add someone who declines it to a watchlist, or to notify a user.

There is no badge printer. Badge printing is optional (Enabled Badge Printing, off by default); without it the visitor is checked in with no badge. See Kiosk Hardware.

The kiosk is broken. Check visitors in and out at reception - see Check-in and Check-out.

The visitor does not read the screen’s language. Your administrator sets the kiosk’s Default Language, globally or per location; see At the Kiosk.

Records and access

A visitor came back after their check-out. New pass? No: Re-Check-in from the visit’s actions, until the pass ends - see Change, Cancel or Re-send a Visit Pass.

Who was on site last Tuesday? The Logbook for entries and exits, or an Activity Report - see Answer an Audit Question.

How do I stop someone coming back? Add them to a watchlist - see Use the Watchlist Responsibly.

A visitor asks what data we hold about them. There is no one-click export: their profile tabs and the Declaration Records hold it, and records are kept for the period set under Privacy. Route the request through your own data protection process.

Can I use EvTrack on my phone? Yes, in the phone’s browser; hosts can also use the EvTrack app for notices and approvals, from the links in their welcome email.

Why can my colleague see a menu I cannot? Their role includes it and yours does not - see By Role.