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Add/Edit Visit

A Visit consists of the following activities:

Visit Details
Visitor Details
Credentials
Summary

Screen Layout of Visit Details

The screen is split into two sections. On the left-hand side, you'll find a sequential list of activities, with the completed / current activity highlighted for easy reference. The right-hand section enables you to input data associated with the selected activity.

This section saves Visit related information.

Field Description of Visit Details

Title:

Enter the title for the Visit.

Start Duration:

Enter or select the starting date and time for the Visit.

End Duration:

Enter or select the ending date and time for the Visit. By default, the visit duration is set for half an hour.

Purpose:

Select the purpose of the Visit from the dropdown list.

Click on the button to manage Visit Purposes on the fly as follows:

Add/Edit Visit Purpose:

To add a new Visit Purpose, enter the name of the Purpose in the given box. Click on the Save button to save the Purpose.

To edit a Visit Purpose, click on the icon in its respective row. The name will then appear in the given box, allowing you to edit it. Click on the Save button to save the Purpose.

To delete a Visit Purpose, click on the icon in its respective row. The application will ask for confirmation.

Click on the Delete button to delete the Purpose or the Cancel button to discard the action.

NOTE A Purpose cannot be deleted if it is in use.

Recursive Day(s):

If the duration of the Visit is more than two days, you can select the specific days of the visit.

Select the checkboxes for the days on which the visit is scheduled.

Location:

Denotes the Location for the Visit.

From the dropdown list, select the location for the Visit as specified in the Visitor >> Configuration section.

Host:

Denotes the Host of the Visit.

A list of Employees who have been specified as Hosts from the Employees >> Add/Edit Employee >> Account Details section is displayed. Select the host of the Visit from the dropdown list.

Group Visit

Click on the checkbox to enable or disable the feature. A tick mark in the checkbox indicates the feature is enabled.

Enable the feature if multiple individuals are visiting. You can then specify the names of all visitors in the "Visitor Details" section.

Disable the feature if it's an individual visit.

Belongings:

Enter belongings, if any related to the Visit.

Message:

Enter a message if any related to the Visit.

Once you have entered all the details, click on the Next button to continue entering the Visitor details.

Screen Layout of Visitor Details

Click on the image icon to upload a profile picture of the Visitor. You can either select an existing image file or capture a photo using a device camera or webcam.

ADDED VISITORS

This section saves Visitor details for the Visit. You can choose from existing Visitors or create new ones to add to the Visit.

NOTE For a Group Visit, it is mandatory to select one visitor as primary. To do so, check the box under "Primary Visitor" column in the list. The column will be displayed only in case of a Group Visit; otherwise, it will not be displayed.

Edit Visitor details by clicking on the icon on the respective row. Read more...

Please note that the details of Internal Visitors cannot be edited. Click on the icon to remove a Visitor from the Visit.

Field Description of Visitor Details

Read how to add a new Visitor to the Visit

Visitor ID:

Enter the Visitor's ID. By default, the value entered in the "ID Prefix Value" field from the Visitor >> Configuration section will be displayed. You can change it.

First Name:

Enter the first name of the Visitor.

Last Name:

Enter the last name of the Visitor.

Designation:

Enter the designation of the Visitor.

Company:

Enter the company name of the Visitor.

Gender:

Select the gender of the Visitor from the dropdown list.

Click on the button to manage Gender on the fly as follows:

Add/Edit Gender:

To add a new Gender, enter the name of the Gender in the given box. Click on the Save button to save the Gender.

To edit a Gender, click on the icon in its respective row. The name will then appear in the given box, allowing you to edit it. Click on the Save button to save the Gender.

To delete a Gender, click on the icon in its respective row. The application will ask for confirmation.

Click on the Delete button to delete the Gender or the Cancel button to discard the action.

NOTE A Gender cannot be deleted if it is in use.

Contact:

Enter the contact number of the Visitor.

Email:

Enter the email address of the Visitor.

Email Notification

Click on the checkbox to enable or disable the feature. A tick mark in the checkbox indicates the feature is enabled.

If this feature is enabled, an email notification will be sent to the Visitor with details about the Visit. View sample Email

If this feature is disabled, an email notification will not be sent to the Visitor.

VIP Visitor

Click on the checkbox to enable or disable the feature. A tick mark in the checkbox indicates the feature is enabled.

If this feature is enabled, the Visitor will be considered a VIP Visitor.

If this feature is disabled, the Visitor will not be considered a VIP Visitor.

NOTE Whether the VIP Visitor should be screened or not depends on the configuration setting of the "VIP Visitor" feature in the Visitor >> Configuration section.

Click on Add Advance Details link to enter a few more information about the Visitor as follows:

Address:

Enter the address of the Visitor.

City:

Enter the city of the Visitor.

State:

Enter the state of the Visitor.

Country:

Enter the country of the Visitor.

Birthdate:

Enter or select the Visitor's date of birth.

Document:

Select the Document type of the Visitor from the dropdown list.

Click on the button to manage Documents on the fly as follows:

Add/Edit Document:

To add a new Document, enter the name of the Document in the given box. Click on the Save button to save the Document.

To edit a Document, click on the icon in its respective row. The name will then appear in the given box, allowing you to edit it. Click on the Save button to save the Document.

To delete a Document, click on the icon in its respective row. The application will ask for confirmation.

Click on the Delete button to delete the Document or Cancel button to discard the action.

NOTE A Document cannot be deleted if it is in use.

Document Number:

This option will be displayed if a Document type is selected.

Enter the Document Number.

Document Issued On:

This option will be displayed if a Document type is selected.

Enter or select the date on which the Document was issued.

Document Expires On:

This option will be displayed if a Document type is selected.

Enter or select the date on which the Document will expire.

Document File:

This option will be displayed if a Document type is selected.

Click on the Upload button to upload the Document file manually from its location.

You can upload only JPG, PNG, and PDF files.

Upon successful upload, the file name will be displayed. You can remove the attached file by clicking on the x icon.

NOTE If the visit is being created by the Receptionist, they can scan the document by using OCR / EIDA Reader. Please note that this feature is available only if the "IXM Integration Service" has been installed.

To scan the document using the OCR reader, click on the Scan button.

To scan the document using the EIDA reader, click on the Read EIDA button.

Once the document is scanned, all the information will be displayed automatically in the respective boxes.

Vehicle Source:

Select the Visitor's vehicle source from the dropdown list.

Click on the button to manage Vehicle Sources on the fly as follows:

Add/Edit:

To add a new Vehicle Source, enter the name of the Vehicle Source in the given box. Click on the Save button to save the Vehicle Source.

To edit a Vehicle Source, click on the icon in its respective row. The name will then appear in the given box, allowing you to edit it. Click on the Save button to save the Vehicle Source.

To delete a Vehicle Source, click on the icon in its respective row. The application will ask for confirmation.

Click on the Delete button to delete the Vehicle Source or the Cancel button to discard the action.

NOTE A Vehicle Source cannot be deleted if it is in use.

Vehicle Category:

Select the Category of the Vehicle from the dropdown list.

Click on the button to manage Vehicle Category on the fly as follows:

Add/Edit:

To add a new Vehicle Category, enter the name of the Vehicle Category in the given box. Click on the Save button to save the Vehicle Category.

To edit a Vehicle Category, click on the icon in its respective row. The name will then appear in the given box, allowing you to edit it. Click on the Save button to save the Vehicle Category.

To delete a Vehicle Category, click on the icon in its respective row. The application will ask for confirmation.

Click on the Delete button to delete the Vehicle Category or the Cancel button to discard the action.

NOTE A Vehicle Category cannot be deleted if it is in use.

Vehicle Additional Info:

Select the additional information about the Vehicle from the dropdown list.

Click on the button to manage Additional Information on the fly as follows:

Add/Edit:

To add new information, enter the name of the information in the given box. Click on the Save button to save the information.

To edit information, click on the icon in its respective row. The name will then appear in the given box, allowing you to edit it. Click on the Save button to save the information.

To delete information, click on the icon in its respective row. The application will ask for confirmation.

Click on the Delete button to delete the information or the Cancel button to discard the action.

NOTE Additional information cannot be deleted if it is in use.

Plate No.:

Enter the plate number of the vehicle.

Once you have entered all the details, click on the button to save the new Visitor details. The new Visitor will also be added to the ADDED VISITORS list.

Read how to add existing Visitor to the Visit

Click on Add More Visitors link to add already existing Visitor(s) as well as Employees to the Visit. The following screen will be displayed:

The Existing Visitors tab displays a list of existing visitors.

The Internal Visitors tab displays a list of Employees added from the Employees section.

Search:

You can search for a particular Visitor or Employee by entering their full or partial name. Once entered, press the <ENTER> key. The list will be refreshed with names matching the entered name.

Select or deselect Visitors / Employees by clicking on the respective boxes. A tick mark indicates the Visitor / Employee is selected.

Click on the Add button at the bottom to add the selected Visitors / Employees to the ADDED VISITORS list.

Once you have entered all the details, click on the Save & Continue button to save the Visit and Visitor details, and continue entering the Visitor credentials. Click on Previous button to go back the previous screen.

Screen Layout of Credentials

Field Description of Credentials

The screen is split into three sections. On the left-hand side, you'll find a sequential list of activities, with the completed / current activity highlighted for easy reference.

Next, is the list of Visitors added from the "Visitor Details" section.

NOTE

For a Group Visit, Credentials for the primary Visitor can be entered. Hence only the primary Visitor will be displayed in this list.
Credentials for Employees selected as Visitors cannot be entered. Hence, Employee(s) will not be displayed in this list.

The right-hand section enables you to input the biometrics and access card information of the selected Visitor as follows:

Select Device:

Select the Device on which enrollment has to be done from the dropdown list.

NOTE Enrollment cannot continue unless a Device is selected.

Next, click on the type of enrollment that has to be done: Fingerprints, Finger Veins, Face, or QR Cards.

Fingerprints

Enrollment Mode:

Select one of the following options to enroll the selected Visitor:

Quick

Click on this option for a quick enrollment. This is the default selected option.

Advanced

Click on this option to enable advance enrollment.

STEP 1:

Hover the cursor over the two hands and click on the finger which you want to enroll for the Visitor. A “Place Finger” message will be displayed. Ask the Visitor to place their finger on the device.

In case of Advanced enrollment, the application will ask the Visitor to place the selected finger 3 times. Each time the IXM WEB will notify the Visitor by displaying the “Place Finger” message.

STEP 2:

In case of Quick enrollment, once the finger is scanned, the device will show a “Remove Finger” message and the fingerprint image will be displayed on the right side of the window along with the image quality.

In case of Advanced enrollment, once all 3 attempts are captured, IXM WEB will display the captured fingerprint image of each attempt and select the capture with the best quality for each finger.

STEP 3:

After enrollment of all the required fingers, click on the Save button to save details in the IXM WEB database.

Finger Veins

Follow the steps mentioned below:

STEP 1:

Hover the cursor over the two hands and click on the finger which you want to enroll for the Visitor. A “Place Finger” message will be displayed. Ask the Visitor to place their finger on the device.

STEP 2:

Once the finger is scanned, the device will show a “Remove Finger” message and the fingerprint image will be displayed on the right side of the window along with the image quality.

NOTE Invixium recommends using the index and middle fingers for enrollment, and that each employee is enrolled with a quality of at least 4 stars for all biometrics. To achieve this, it is very important to place the finger so that it is completely straight and the tip of the finger rests on the guide at the back of the finger vein cavity.

Refer our Fingerprint Enrollment Best Practices document to learn more.

STEP 3:

After enrollment of all the required fingers, click on the Save button to save details in the IXM WEB database.

Face

To enroll face from a device, follow the steps mentioned below:

STEP 1:

Click on Enroll face to start face enrollment.

STEP 2:

The application will show a "Show Face to Device" message. The Visitor should look straight at the camera when enrolling in their face. Avoid looking in other directions or turning your head during enrollment. Make sure the entire face is within the frame corners, which will turn green upon correct positioning.

STEP 3:

Once the device captures a face, the Visitor's face will be displayed on the right side of the application along with the Biometric Quality and Face Type (Live or Spoof).

NOTE Invixium recommends saving Employees with face type as “Live” for optimal performance with the liveness detection setting turned ON.

STEP 4:

After successful enrollment of the face, click on the Save button to save details in the IXM WEB database.

QR Card

If Card is being entered for the first time, the application will display following screen:

Click on Add button to add a Card.

In case Card(s) are already saved, the application will display a list of Cards on the right side of the screen as follows -

Click on Add button to add a new Card.

Or click on the respective Card Number to edit or delete the Card. You can also make it the default Card or add a Digital Card with same number.

Following screen will be displayed to enter Card details -

Number:

Enter the Card Number.

PIN:

Enter the PIN of the QR Card.

Status:

Select the Status of the Card from the dropdown list as follows -

Active

Inactive

Lost

Stolen

Only "Active" Cards will be granted access by the Device. Rest will not be granted access and an appropriate message will be displayed by the application.

Activation Date Time:

It denotes the date and time from when the Card will be active.

Click on the calendar icon to select the date and time icon to select the time. After this start date and time, the Card will become active for the Visitor. The Visitor using this Card will be granted access by the Device after this date and time. If it is set to blank, then the Device will not consider any Activation date and time for the Card.

Expiry Date Time:

It denotes the Expiry date and time of the Card.

Click on the calendar icon to select the date and time icon to select the time. The Card will be active for the Visitor till this date and time. Once this date and time passes, the Card will expire, and the Device will deny access to the Visitor. If it is set to blank, then the Device will not consider any Expiry date and time for that Card.

Click on Generate QR Card button if you have the number but do not have the QR for that number. The application will automatically generate a QR for the entered Number and display it as follows -

You can download or email the QR by clicking on the respective button.

Once you have entered all the details, click on the Save button to save details in the IXM WEB database. Upon doing so, IXM WEB will display a success or failure message.

Screen Layout of Summary

Field Description of Summary

Information about the new Visit will be displayed here.

Click on the Add New button to add another Visit or click on the Done button to complete the process.