Agreements are documents that every visitor has to read and digitally sign before they finish checking in at your reception. Most companies use them for non-disclosure agreements, site-specific health and safety instructions, fire and evacuation procedures, IT acceptable-use policies for contractors, or short visitor codes of conduct. With a Visitor Management System (VMS) like Vizito the entire process happens on the tablet at the front desk, so the signed copy is stored centrally and you no longer have to chase paper forms or keep a binder behind reception.
Capturing agreements digitally also helps with GDPR/AVG compliance: every signature is timestamped, linked to the visitor record and kept for as long as your retention policy allows. You can prove who signed which version of the document, on which date, which is hard to do with a clipboard. Agreements can be configured per visit type, so a courier who only drops off a parcel does not have to sign the same NDA as a contractor who will work on site for the day.
Video tutorial
Prefer a text version? Please scroll down.
Note that you are required to update to the latest version of the Vizito tablet app to use this feature.
The three agreement types
Vizito offers support for 3 types of agreements:
- Document - an HTML document that you can edit through the backoffice of Vizito. Here you can also include images and custom styling. You can provide translations for each language that you would like to support. This is the right choice for short policies that you want to edit yourself without having to upload a new PDF every time.
- Video - a video that the visitor has to watch before being able to proceed with the sign in. Optionally you can provide a descriptive text that will be shown under the video player. Video agreements are ideal for safety inductions, factory-floor instructions or warehouse rules where a short clip explains the procedure better than a wall of text.
- PDF - an external PDF document that is hosted on your own servers and that is accessible through a public hyperlink. Use this when legal or compliance has already produced a formal, branded PDF that has to be presented to visitors exactly as is.
You can manage agreements on the backoffice by going to the “Account settings” > “General” page. Click on the “Agreements” > “Edit” button as shown below to open up the overview:
Here you can see an overview of all agreements and their status (active or inactive) and add or edit new agreements.
You can add a new agreement by clicking the “Add agreement” button.
Specify a name for the new agreement and choose the type of agreement, then click on the Save button.
After adding the agreement, click on the Edit button on the overview to set up the details:
Depending on the type of agreement, you will have different configuration options:
- For all types of agreements:
You can change the name of the agreement. You can specify the “Visit types” for which this agreement will be active. One agreement can be for multiple visit types. You can also specify custom terms which indicate for how long the agreement will remain valid after being signed. Vizito will not present these agreements as long as the visitor is a known visitor and has a valid signed agreement that has not yet expired.
Filename field allows you to, optionally, set a filename format for the agreements sent in PDF format via email. Placeholder you can use are %agreement_name% for the name of the agreement, %first_name% and %last_name% for the first and last name of the visitor, %signed_in_day% / %signed_in_month% / %signed_in_year% can be used for the date of signature.
- Specific for the agreement type Document
By changing the language dropdown, you can specify a text for every language. Edit the text in the HTML editor and click Save once you are done.
- Specific for the agreement type Video
You can provide a Video URL that points to a MP4 or MOV file located at a hyperlink that is publicly accessible (for example hosted on your website). Optionally, provide a descriptive text that you want to be displayed under the video itself.
- Specific for the agreement type PDF
You can provide a URL to a PDF document located at a hyperlink that is publicly accessible (for example hosted on your website). This PDF document will be displayed to the visitor during sign in.
After the visitor signs
Once the visitor has signed, the agreement is stored together with the rest of the visit record. You can review past signatures from the backoffice, export them for an audit, and send the signed copy by email to the visitor or the host. Because every signed agreement is tied to a specific document version, an update to the text only applies to visitors who sign in after the change, which keeps your audit trail consistent.
If a visitor has already signed a document and returns within the validity period that you configured, Vizito recognises them as a known visitor and will skip the agreement to keep the sign-in flow short. As soon as the validity expires, the agreement is presented again automatically.
If you have any questions on agreements, feel free to get in touch with us.