The visitor log is the history of every sign in at your location: who came, for whom, when they arrived and when they left. Use it to look up a visit, to sign out somebody who forgot to, to add a note to a visit, and to download the list for an audit, a safety report or an invoice.
Open the Vizito backoffice and select “Reports” > “Visitors” in the left menu. The page is titled “Visitor log”.
The list is sorted on “Signed in”, newest first. Click a column heading to sort on it. The buttons under the list switch between 10, 25 and 50 rows per page, and “Total:” counts the visits that match your filters.
Filter the list
Three buttons above the list are shortcuts for today: “Today visitors in” shows everyone who signed in today, “Today visitors current” everyone who is still in the building, and “Today visitors out” everyone who already left.
Every column has its own filter in the row under the heading, and the filters combine, so a last name plus a date range is one search.
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Type in the box under “First name”, “Last name”, “Here to see?” or any other text column. The list narrows as you type, and it matches anywhere in the value, so “peet” finds “Anna Peeters”.
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Pick a “Visit type” in the dropdown under that heading, which reads “Please choose an option” while nothing is selected.
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Click the box under “Signed in” or “Signed out” to filter on a date range. A calendar opens with a start and an end date. Choose the two days, or type them in the fields at the top of the calendar, and click “Apply”. “Clear” removes the range again.
The filters are also what “Export visitors” exports, so narrow the list first when you want a file for one month or one host.
Choose the columns
“Configure fields”, top right of the list, decides which columns you see. The log opens with “Visit type”, “First name”, “Last name”, “Here to see?”, “Signed in” and “Signed out”. Switch on “Company”, “Address”, “Zip code”, “City”, “Phone”, “Email”, “Visitor satisfaction”, “Approval”, “Entry point” and any sign-in field you added yourself, such as a note field, and click “Close”.
A column you switch on gets a filter box of its own, so this is also how you filter on a value that is not shown by default. If the log looks different from what you are used to, or a filter you relied on is gone, this is the window to check: switching the column back on brings its filter back.
Custom fields only appear here once they exist on a visit type: see Sign-in field configuration and, for a note field your staff fill in after the visit, Add visitor notes.
Open a visit
Click a row, anywhere except the checkbox at its start. The “Visitor details” window shows everything recorded for the visit: the sign-in fields, “Signed in” and “Signed out”, “Visit type”, “Entry point”, and the photo if the visit type takes one.
The buttons under the details:
- “Manual sign out” signs the visitor out now. It is only shown while the visitor is signed in. Use it when somebody left without signing out, so the emergency list and the “Today visitors current” filter stay correct.
- “Edit” lets you change the fields you added to the visit type yourself, for instance a note. The standard fields are read-only after a sign in.
- “Add to returning visitors” turns this visitor into a registered visitor, so they can look themselves up next time: see Registered visitors.
- “Agreements” opens the agreements the visitor signed during this visit. It is only shown when they signed any.
- “Print badge” and “Print badge via kiosk” print the badge again from your browser or on the printer of the tablet. Both only appear when the visit type prints badges: see Reprint label.
- “Anonymize” removes the personal data of the visit and keeps the statistics: see Privacy settings.
Sign out or print for several visits at once
- Tick the checkbox at the start of every row you want. “Bulk action”, under the list, stays greyed out until you tick at least one.
- Click “Bulk action” and choose “Sign out”, “Print badge” or “Print badge via kiosk”.
Export the list
“Export visitors”, under the list, downloads the visits that match your filters, with the columns you switched on.
- Set the filters and the columns as described above.
- Click “Export visitors” and choose a format:
- “Export CSV”: a text file every spreadsheet opens.
- “Export XLSX”: an Excel workbook.
- “Export all columns, signatures and photos as an Excel file”: an Excel workbook with every field of the visit type, whether or not it is shown as a column, plus the signature and the photo of each visit.
Who can do what
Only a Local admin or Global admin sees “Export visitors”. A Receptionist, Security guard or Employee can filter and read the log on screen but not download it. Signing out and printing from the log needs the Receptionist role or higher. An Employee sees only the visits of the host linked to them. See User management and user roles.
The list you export in an emergency is a different one: “Emergency” in the left menu holds the visitors who are in the building right now, and its “Export CSV” and “Export XLS” are available to every role that can open it. See Emergencies.
Several locations
The log shows the location you are working in, named in the top bar. A location group has a visitor log of its own that spans all of its locations: see Manage locations & location groups.