Skip to content
English
Support Tickets Sign in
Go to seatti.co
  • There are no suggestions because the search field is empty.

How can I manage external visitors?          (Visitor Management 2.0)

Visitor management is more than just a simple visitor list!    With Seatti, external guests can be easily invited and managed—all in one place.

No more searching for misplaced and possibly outdated versions of confidentiality agreements, no more complicated communication with reception, just standardized, automatically triggered processes and a consistent external image.

As an administrator or employee with the appropriate authorization (usually a receptionist), you can:

  • Define what information should be requested from external visitors

  • Determine whether a non-disclosure agreement (NDA) must be accepted in advance (and store the corresponding document for review)

  • View, filter, download, and edit a list of all registered visitors

  • View visitor data and adjust it if necessary

  • Check visitors in when they arrive and check them out again when they leave the building

  • Create a visitor badge with a single click

  • Inform the host automatically that their visitor is waiting at reception

You can access visitor management directly via the admin menu selection in the top right-hand corner.

(You will see this option if your company has activated this feature and you are either a company administrator or have the appropriate additional authorization to manage guests. You can read about how these rights can be assigned here.)

Visitor mgm (1)

  1. Display visitors for a specific period of time 

    (also in the past, for a maximum of 3 months for data protection reasons)

  2. Define what information should be requested when sending an invitation:

NDAName, visitor's company, 
license plate number, if applicable, etc.

It is also possible to upload a confidentiality agreement  (as a PDF, max. 1MB).
The visitor can then view this document 
when they open the visitor form and accept the contents by checking the box.

 

 

    3. You can customize the list view



a.  by status using the preselection on the left side of the row
b.  search by visitor name, company, host, etc.
c.   filter by guests who have not checked in and those who are scheduled to depart
d.  download as a CSV file

    4. Clicking on the visitor's name opens the visitor badge, which can be downloaded directly       for printing.

5. A symbol appears in the NDA list as soon as a visitor has clicked the checkbox to accept the confidentiality agreement in the registration form sent to them.

If an NDA has been uploaded, check-in cannot be completed until the confidentiality agreement has been accepted.

6. Using these three points, you can 

a. check in a visitor and notify the host

b. check out a visitor upon departure

c. cancel a visit (if it has not yet been checked in, otherwise simply check out again)

d. adjust the visitor's details if necessary (e.g., change the time, correct the name, or accept the confidentiality agreement (if this is done on site)).

e. resend the registration email to the visitor

If the scheduled visit time has not been adhered to and the visitor has not yet checked in or out a yellow warning sign appears next to the time in the Check-in and Check-out columns. You can also filter by this.

You can also register a visitor directly on the spot and even check them in immediately using the purple “Add visitor” button (next to the 2).

add info needed

5.2 - Email (1)This is what the emails look like that are automatically sent to visitors and hosts with all the relevant information.

This article explains how every employee can invite external guests themselves.