Visitor screening

Visitor screening asks the host to approve or reject a visitor after they sign in. The visit is marked “Pending” until somebody answers, and the answer is kept with the visitor’s details. Screening is set per visit type, so you can screen contractors while ordinary visitors sign in as usual.

Turn on visitor screening

1. Go to the Vizito backoffice and select “Account settings” > “Visit types” in the left menu.
2. Click “Edit” next to the visit type you want to screen.
3. Open the “Notifications” tab.
4. Switch on “Visitor screening” in the “Notifications to your hosts” block.
5. Enter an address in “E-mail notification for screening”. This field only appears once the toggle is on. The result of the screening is mailed to this address once the visitor has been approved or rejected, which makes it a good place for a reception mailbox.
6. Click “Save”.

The same tab also has “Email visitor after screening” and “Email template screening”, under “Notifications to your visitors”. Use those if the visitor should get an email of their own about the outcome. The notifications above go to the host and to the screening address, not to the visitor.

What happens when a screened visitor signs in

The visit is created with the “Approval” field set to “Pending”. To see it, go to “Visitors” under “Reports” in the left menu and click any cell of the visitor’s row to open “Visitor details”.

The host receives an email with a link to approve or reject the visitor.

The link opens a page with an “Approve” and a “Reject” button.

An email is then sent to the address you entered under “E-mail notification for screening”, stating that the visitor has been approved or rejected.

“Visitor details” in the backoffice shows the same answer.

Approve or reject a visitor yourself

You can set the answer in the backoffice instead of waiting for the host, as long as the visit is still “Pending”.

1. Go to “Visitors” under “Reports” in the left menu.
2. Click any cell of the visitor’s row to open “Visitor details”.
3. Click “Edit”.
4. Set “Approval” to “Approved” or “Rejected”.
5. Click “Save”.

The dropdown offers “Pending”, “Approved” and “Rejected”, and it can only be changed while the visit is still “Pending”. Once a visitor has been approved or rejected, the answer is fixed.