Review a Visitor Record
The visitor detail surface is the single view for everything that happened during a visit. Use it to check evidence, review the host response, trace the timeline, and follow any escalations.
Quick Summary
Go to Visitor Management → Visitor Records. Click the eye icon on any visit to open the detail view.
What the Detail Shows
Visit Information
- Visitor name, company, email, phone
- Host name
- Purpose and description
- Site where the visit took place
- Badge number
- Check-in method: Kiosk, Operator, or QR Scan
- Check-in and check-out times
Status and Entry Decision
- Current visit status (Checked In, Checked Out, Denied, Approval Pending, etc.)
- Entry decision (Allow, Deny, Escalate, Pending)
- Watchlist or blacklist badge if the visitor was flagged
Host Response
- Response value (Approved, On my way, Ask to wait, Not expecting, Rejected)
- Response timestamp
- Remarks from the host
Evidence
Evidence appears only when it was captured for that visit. If the policy did not require a photo and none was taken, the photo block does not appear.
| Evidence type | What is stored |
|---|---|
| Visitor photo | Photo taken at kiosk check-in |
| Signature | Digital signature with signer name and contact |
| NDA acknowledgement | Confirmation that the NDA was signed |
| Consent | Confirmation that terms were accepted, with consent version |
Evidence is stored in line with the data retention period configured in the visitor policy. After expiry, evidence is purged automatically.
Timeline
The timeline shows every milestone on the visit in chronological order. Each entry includes a timestamp and, where available, the actor who performed the action.
Examples of milestones:
- Visit created
- Invitation sent
- Invitation viewed
- Approval requested
- Host response recorded
- Admitted after approval
- Checked in
- Denied
- Checked out
- Badge printed
- Escalation linked
- Escalation resolved
Policy Snapshot
The visit detail shows which policy was applied at the time of check-in. This is a frozen snapshot, not the current policy. If the policy has changed since the visit, the detail still shows what was in effect when the visitor arrived.
This is important for compliance: you can always see exactly which rules applied to a past visit, even if the current policy is different.
Linked Escalations
If the visit was escalated into a work request, the detail shows:
- That an escalation was created
- The linked work request reference
- The latest downstream resolution status
This lets reception and security follow up on flagged visits without leaving the visitor workspace.
Actions from the Detail View
Depending on the visit status, you can:
| Action | When available |
|---|---|
| Check Out | When the visitor is currently checked in |
| Record Host Response | When waiting for or updating host instruction |
| Deny | When the visitor should not be admitted |
| Escalate | When the case needs to move to operations handling |
| Print Badge | When the visitor is admitted (browser print) |
Using the Table vs the Detail
- Use the Visitor Records table to scan multiple visits, filter by status or date, and find specific visitors
- Use the detail view when you need the full picture: evidence, timeline, host response, and escalation context
Open the detail with the eye icon from the table. The detail opens in context so you can return to the table without losing your place.
Related Articles
Need help? Contact Infodeck Support