Introduction/Purpose : 

The Visitor Schedule feature in an Attendance Management System is designed to improve security, streamline visitor management, and enhance overall organizational efficiency. Its purpose is to provide a structured and user-friendly solution for scheduling and managing visitor appointments within a facility.

How to Navigate : 

The navigation to record visitor schedules in the Attendance Management system typically involves the following steps:

• Click on the main navigation icon, which is located on the top right corner of the screen, and then click on the Visitor section, which is located on the left side menus on the screen.
  
• Click on the Visitor Schedule section, which is located in Visitor Management under the Visitor Section. After clicking on this link, you can navigate to the Visitor Schedule Listing.

Listing : 

The visitor schedule module allows the user to view all the active and inactive visitor schedule records. The key features of the visitor schedule listing are included below :

• Record Filter
  Filter option allows users to filter the list of records based on visible columns, such as
  • Primary Visitor 
  • Visitor Company
  • Host 
  • Location
  • Visitor Category
  • Visitor purpose
  • Visit start time 
  • Visit end time
  • Added by 
  • Added date 

• Advance Search
  This option allows user to filter data with single or Multiple criteria in Column Name with options like
  • equal
  • Not Equal
  • Begins 
  • Does Not Begin with
  • Ends With
  • Does Not End with
  • Contains 
  • Does Not Contain

• Export Data
  Selected records, current page records, or all records can be exported by users with listed columns or all columns to a spreadsheet or other file format for further analysis or reporting.

• Change View
  The change view option allows users view employee list as below
  • Grid View (Block View)
  • Table View: User can view the employee data in the table view
  • List View

Recordings and Updates

The user can add a new visitor schedule record by clicking the “Add New’ button and by entering the below fields.

Below are the fields that are typically included in the Add visitor schedule form:

• Initials : This field specifies the salutation of the visitor, such as Mr. or Mrs.
• Visitor company : This field specifies the name of the visitor company.
• First name : This field specifies the first name of the visitor. 
• Last name : This field specifies the last name of the visitor.
• Phone number : This field specifies the phone number of the visitor
• Email : This field specifies the email address of the visitor.
• Visitor category : This field specifies the category of the visitor.
• Visitor purpose : This field specifies the purpose of visitor.
• Host : This field specifies the name of the host of meeting.
• Designation : This field specifies the designation of visitor.
• Visit start date : This field specifies the start date of the visit.
• Visit end date : This field specifies the end date of the visit.
• Location : This field specifies the location of the visit, such as head office.
• Remark : This field specifies the remark/comment for the visitor schedule.
• Allow multiple entry : The user can allow multiple entries from the same visitor while choosing this option.
• Book meeting room : This user can book meeting room for the visitor. On checking “yes” option, the user can view the below fields
  • Schedule Date : This field specifies the schedule date of the meeting
  • Start Time : This field specifies the start time of the meeting room booking for the selected date.
  • End Time : This field specifies the end time of the meeting room booking for the selected date.
  • Meeting Room : This field specifies the meeting room that is available at the selected location. The meeting room is only able to see when the meeting is available within the time frame that is selected while creating the meeting room.
  • Purpose : This field specifies the purpose of the meeting room booking.
  • Agenda : This field specifies the overall aspects of the meeting.
  • Internal Attendees : This field specifies the internal attendees. The user can also add an employee as internal attendee.

• Add more visitor : This field specifies that the meeting room booking can also be done for external attendees or visitors. If the user allows external attendees or visitors, then they can view the below details
  • Initials : This field specifies the salutation of the employee, such as Mr. , Mrs., etc
  • First Name : This field specifies the first name of visitor.
  • Last Name : This field specifies the last name of visitor.
  • Phone number : This field specifies the phone number of Visitor
  • Email : This field specifies the email address of the visitor
  • Profile image : This field allows the user to add profile image of the visitor.
  • Designation : This field specifies the designation of visitor.

Keynote

• The visitor code is auto generated for the visitor, which the user added in this module.
• Visitor can mark entry and exit using the visitor code generated by the system.
• The visitor can also register itself by entering the details same as above