Sign-in field configuration

Configure the sign-in fields of a visit type

Sign-in fields are the details a visitor is asked for when signing in. Every visit type has its own set, so a contractor can be asked for different information than a regular visitor.

1. Sign in to the Vizito backoffice.
2. Click Visit types under Account settings in the left side menu.
3. Click Edit on the visit type you want to change.
4. Open the Sign-in fields tab.

A visit type comes with a set of default fields: First name, Last name, Company, Here to see?, Address, Zip code, City, Phone and Email. You can add your own fields on top of these. You are not required to use most of the default fields, though we recommend using at least the name fields.

Drag the handle on the left of a row to change the order in which the fields are shown.

Note: changes on this tab, including the status of a field, the order of the fields and anything you change behind Edit, are only stored after you click the green Save button at the bottom of the visit type.

Field status

Set the status of a field with the dropdown next to its name.

• Mandatory: the visitor has to fill in this field before they can continue.
• Optional: the visitor can leave this field empty.
• Inactive: this field is not shown to the visitor, nor is it visible from the Vizito backoffice.
• Hidden: this field is not shown to the visitor, but you can still use it from the Vizito backoffice. For instance to leave a remark on a specific visit.

Note: the Email field only offers Mandatory, Optional and Hidden. It cannot be set to Inactive.

What the visitor sees for a mandatory field

A visitor cannot continue past the form while a “Mandatory” field is empty. Mandatory fields carry an asterisk after their name on the tablet. When the visitor taps “Sign In” at the bottom of the form, every empty mandatory field gets a red outline with “This field is required.” next to it, and nothing else happens until they are filled in; the button itself is not greyed out, so the visitor only learns which field is missing after tapping. Keep the number of mandatory fields small: every one of them is a place where a visitor gets stuck at the desk.

Hosts that have to exist

“Here to see?” is a lookup in your host list, not a free text field, as long as “Forces Hosts to be valid” is on under “Account settings” > “General” > “Advanced settings”. The visitor types a few letters, picks a host from the matches, and a name that matches nobody is refused with “Please select a valid host.” Switched off, a name that matches nothing is accepted as typed and no host is notified. See Advanced settings and Host configuration.

Two situations follow from that:

• The host list is empty. With “Forces Hosts to be valid” on and “Here to see?” set to “Mandatory”, nobody can sign in. Add hosts under “Hosts” > “Manage hosts”, or set “Here to see?” to “Optional” until you have.
• The host list is stale. A host added a minute ago is on the tablet as soon as it returns to the welcome screen; tap “Sign In” and “Back” to force it. Hosts synchronised from Microsoft Entra ID are refreshed once a night, or at once with “Synchronize” on the integration page. See Azure Synchronization.

The number of letters a visitor has to type before matches appear is “Host characters” in the visit type’s advanced settings. A host marked “Sticky” is shown before anything is typed, which is how you offer “Reception” or “I do not know my host” as a choice.

Field type

You choose the type of a field when you add it. Click Add field under the list, fill in the Field description, pick a Status and pick a Type.

• Text: a normal text-based field.
• Checkbox: a box the visitor ticks. Especially handy towards opting in for a newsletter or other communication.
• List: a list of values shown to the visitor, from which they can select an item. A List is single choice: the visitor picks exactly one value, and there is no multi-select field type. When a visitor should be able to tick several options, for instance the departments they will visit or the equipment they bring, add one Checkbox field per option instead. Each checkbox is stored on its own, appears as its own column in the visitor log and the export, and can be Mandatory or Optional on its own.
• Yes / No: a question the visitor answers with Yes or No.
• Number: a number-based field. Choosing this type adds a Minimum and a Maximum value you can set.
• Date: a date field, which can be used towards selecting a date.

Rename a field or change its app settings

Click Edit on a field row to open App field settings. From there you can:

• translate the label of the field into the languages your visitors use: English, German, French, Dutch, Spanish and Italian;
• switch on Do not save in registered visitor on the fields that offer it. When a registered visitor is created automatically, that field is not stored and has to be filled in again on every sign in.

Set a default country code for the phone field

The phone field asks for a country code. You can preselect one per visit type, so most of your visitors do not have to change it.

1. Open the Sign-in fields tab of the visit type, as described above.
2. Click Edit on the Phone row.
3. Choose the country you want as Default prefix, under Settings for phone numbers.
4. Go back to the field list and click Save at the bottom of the visit type.

Note: the default prefix only changes which country is preselected. Visitors can still pick a different country code when they sign in.