Form processing by the visitor

Editing the forms from the visitors' point of view.
This guide explains how the visit receives the forms and can process them.

1 Registration option 1 - via link in the e-mail:
2 Registration option 2 - On site at the terminal with pin + name:
3 Viewing the visitor data and filling in the form data

Registration option 1 - via link in the e-mail:

If the visit was created via pre-registration, the visitor receives an e-mail with all relevant data about the visit, as well as a link and a PIN for his visitor forms.

This e-mail template can be modified at any time in the administration to suit your needed structures.

The visitor now has the possibility to log-in to the visitor portal by using the attached link in the e-mail.

By opening the link from the e-mail, one is first asked to select the desired language.

After this step, the sifting and processing of the forms begins.

Registration option 2 - On site at the terminal with pin + name:

The entry point in the Visitor Portal without the link is directly the selection of the language. In this sense, the Visitor Portal must be transmitted to the visitor by the employee; alternatively, the visitor could also fill out the forms at a terminal at the reception.

If the visitor portal was not opened via the link in the e-mail, the visitor must enter the provided PIN and the visitor's last name for authentication at this point at the latest.

This alternative login is skipped when using the portal link from the email.

If the forms have already been completed by signature, it is not possible to open the forms again from the visitor's point of view. This is for security reasons, so that visitors at terminals cannot constantly try & guess by means of PIN and name.

Viewing the visitor data and filling in the form data

The first form gives an overview and a first verification for the visitor with the current data about the visit, such as location, date, time or even compact information about the employee being visited.

The view for the visitor data primarily displays all entered data from the pre-registration.

Once the visitor data has been viewed and confirmed with 'Next', all individually created forms will now follow. You can create and customize these forms in the administration. You can create complex forms.

In addition to normal headline, text, photo and video elements, you can also use text input fields, checkboxes, radio buttons and other elements. You can also define these elements as mandatory fields or link them to other elements (create dependency to other fields/options).

Once all forms have been completed, the visitor must sign the forms. The additional forms that have been completed for this visit are listed again in an overview.

The process is finished with a final page. If configured, from this point an automatic e-mail can be sent to the responsible employee, as well as there is an e-mail template which is sent to the visitor.