Documents on a Visitor

Every visitor record has a Documents tab where you store scanned paperwork that belongs to that visitor: a copy of the passport or identity document used to verify them, a work permit, a signed non-disclosure agreement, an insurance certificate for a contractor, or a vehicle permit. The file remains with the visitor, so the next time they arrive the checkpoint operator can confirm what has already been supplied instead of asking for it again.

Each stored document carries an effective date and an optional expiry date, so paperwork with a limited life (a permit, a certificate, an identity document) can be seen at a glance to be current or lapsed.

Before you start

Have the file ready as a JPG, PNG or PDF of up to 10 MB.
Viewing, uploading and deleting documents are three separate permissions. If the Documents tab, or the Upload or Delete button, is missing, ask an administrator to extend your role.
The visitor must already exist. To create one, see Add Visitor.

Step 1: Open Visitors

Select Visitors to open the visitor list. Every visitor on record is listed, with a search field under each column heading.

The visitor list

Step 2: Open the visitor

Type the visitor’s surname into the search field under the Last Name heading; the list narrows as you type. Click the visitor’s name to open their profile. The profile opens on the Overview tab.

Filtering the list and opening the visitor

Step 3: Go to the Documents tab

In the tab list on the left of the visitor’s profile, select Documents. The tab shows every document stored on this visitor, and a toolbar above the list. A visitor with no documents yet shows an empty list.

The Documents tab on a visitor

Step 4: Click Upload

Click the blue Upload button in the toolbar. The upload dialog opens.

Step 5: Complete the upload dialog

The upload dialog

Drag and drop your file or Browse - drop the file onto the panel, or click Browse and pick it from your computer. Wait for the upload progress to finish; the file is only attached once it completes.
Effective Date - required, and defaults to today. For an identity document or a permit, set it to the date the document was issued.
Expires Date - optional. Set it to the document’s own expiry date, for example the passport or permit expiry, so lapsed paperwork is obvious in the list.
Comments - a short description of what the document is. This is what other operators read next to the file name, so describe the document rather than the file.

Click Upload. The dialog closes and the list refreshes.

Step 6: The document is stored

The document now appears on the visitor with its comments, effective date and expiry date.

The stored document on the visitor

Click the file name to open it. Image files open in a preview window; other files, and the download icon at the end of the row, save a copy to your computer.

Step 7: Select the document you want to remove

Tick the selection box at the start of the document’s row. The red Delete button remains disabled until exactly one document is selected.

Delete becomes available once a row is selected

Step 8: Confirm the deletion

Click Delete. A confirmation window asks you to confirm.

The delete confirmation

Deleting a document is permanent and cannot be undone. Download a copy first if you may need the file again. Click Delete in the confirmation window to proceed, or Close to keep the document.

Step 9: The document is removed

The list refreshes and the document is no longer stored on the visitor.

The Documents tab after the deletion

Notes

Replacing an outdated document is an upload followed by a deletion: upload the new version first, check that it is listed, then delete the old one.
A visitor’s badge photo and identity-document image captured on the Profile tab are separate from this tab. Use Documents for the supporting paperwork that has its own validity dates.