VISITORS ONLINE PORTAL USER MANUAL
Every employee with an Individual or General profile, defined by the company's HR department when registering on the Employees Online portal, will have access to the Visitors Online portal to create events and receive guests at the company.
HOW TO GET STARTED:
1. To receive the temporary password that will give them access to the Visitantes Online portal, employees must first validate their registration in the KeyAccess Pass application.
2. If, after identifying themselves in the app, they don't receive a password, log in to the portal and click on Primeiro acesso [First Access].
3. In this portal, employees will schedule events and release visitors, guests and couriers into the company. Visitors, in turn, will be able to check in via their mobile device's browser or the self-service totem.
HOW TO SCHEDULE AN EVENT:
To create a new event, access the Visitantes Online portal and click on + CRIAR EVENTO [CREATE EVENT]. Enter the title of the event, its date, start and end times, include the guests by entering their first and last names, define the rules of the event and finish by clicking Criar [Create] at the top of the screen. Share the link with your guests, making it easy for them to enter the venue. If you have any questions about this process, click here for an article on the subject.
PAY ATTENTION TO THE EVENT RULES:
The rules of the event are very important when booking.
Allow companions to enter - Guests often bring companions. This permission ensures that your guest can enter with their companions, registering their details during check-in to add them to the event as well. At the end of registration, the accompanying person must also check in using the same link.
Uncheck to pre-authorize people pre-registered for this event - If you want your guest to check in and enter without asking for your authorization, simply register them for the event (enter their first and last name in the REGISTER NEW field) and uncheck this option. Guests who try to check in for this event and who are not pre-registered by the host will require authorization despite this option.
Enable multiple check-in - If your guest will need to enter more than once on the same day at the same event, you should allow multiple check-ins. Each QR Code generated during check-in is only valid for one entry.
HOW THE VISITOR REGISTERS:
To check in, the guest must have access to the event link, which can be sent to them by the company host or shared by the condo reception. Check-in is done via the visitor's cell phone browser, with no installation required. If you have any doubts about this check-in process, click here to read our article on the subject.
If the visitor does not have a cell phone, they can use the self-service Totem to register and print the QR-Code. Reception will then provide them with the event code and they can access the booking on the Concierge Portal.
HOW THE COMPANY HOST IS NOTIFIED OF THE VISITOR'S ARRIVAL:
The host will be notified via the KeyAccess Pass app and the Online Visitors portal whenever they have a visitor awaiting approval. Employees with a General profile in the company will also be notified and will be able to release any visitor to the company.
It is possible to leave the guest pre-authorized. Here's how: How do I pre-authorize a guest? I don't want to have to release them on the spot.
HOW TO SCHEDULE AN EVENT USING THE KEYACCESS PASS APP:
Through the app you can also create an event to receive visitors by clicking Invite on the home screen. There are two options in the app:
Create an event for later - Allows you to schedule the event, going through all the creation fields, just like on the portal.
Start an instant event - Instantly releases an event link with a duration of 1 hour, without the host having to fill in any scheduling information. In this case, the person who created the instant event must release visitors who register via the link.
Also in the app, it is possible to create a Calendar Invitation, so that the event data generates an invite in the host's cell phone calendar, which can be shared with their guests.
HOW TO DEAL WITH UNEXPECTED VISITS:
When a visitor is not expected by the company, and therefore has no event scheduled, they must scan the QR-Code of the business or access the Totem using the VISITOR command, and fill in the requested data.
From the QR-Code of the business or on the self-service Totem, the unexpected visitor requests entry to the company visited when they register, without having to create a last-minute event. This action creates an unscheduled event on the spot and triggers a notification to the Visitantes Online app and portal for all the company's employees who have the General profile. If you have any questions about this process, click here for an article on the subject.
To browse the KeyAccess portals in another language, use the Translate feature available in the Google Chrome browser.