Set Up Visitor Policies
Visitor policies control what happens when someone arrives at your facility. Each site can have its own policy with different rules for approval, evidence capture, walk-in handling, and data retention.
Quick Summary
Go to Visitor Management → Policies. Create a policy, configure the rules for that site, and save. The policy applies automatically to all visits at that site.
Why Policies Matter
Without a policy, every visitor is treated the same. With policies, you can:
- Require host approval before admitting visitors at a secure site, but allow self-service walk-ins at a public lobby
- Capture photo ID and NDA signatures at a data centre, but skip them for a retail office
- Set a 90-day retention period for compliance, or 30 days for general visits
Policy Settings
Walk-in Mode
Controls whether visitors can arrive without a pre-registered invitation.
| Mode | What happens |
|---|---|
| Disabled | Walk-ins are not accepted. All visitors must have a pre-registered invitation |
| Receptionist-assisted | Walk-ins are accepted but must be checked in by reception |
| Self-service | Walk-ins can check themselves in at the kiosk tablet |
Use Receptionist-assisted for sites where you want a human gatekeeper. Use Self-service for high-volume lobbies where reception cannot handle every arrival individually.
Approval Requirement
When enabled, visitors are not admitted immediately. The visit enters Approval Pending status until the host responds.
- The host receives an email with a direct response link
- The host can approve, reject, or provide instructions without logging in
- Reception sees the host response on the visit record
Use approval-required for sensitive areas where the host must confirm they expect the visitor.
Evidence Capture
Configure which evidence is collected during check-in:
| Setting | What it captures |
|---|---|
| Photo capture | Visitor photo taken from the kiosk camera |
| Signature | Digital signature on the kiosk or tablet |
| Consent | Visitor acknowledges terms or safety briefing |
| NDA | Visitor signs a non-disclosure agreement (upload your NDA document) |
Evidence appears on the visit detail record. If a setting is not enabled and nothing was captured, the evidence block does not appear on the visit detail.
Escort Requirement
When enabled, the visit record flags that the visitor requires an escort while on site. This is visible to reception and the host.
Pre-arrival Summary and Arrival Instructions
- Pre-arrival summary appears on the kiosk welcome screen for visitors to read before proceeding
- Arrival instructions appear on the kiosk during check-in to guide the visitor through site-specific steps
Use these for safety briefings, directions to the reception desk, or instructions about restricted areas.
Kiosk Acknowledgement Text
Custom text displayed on the kiosk that the visitor must acknowledge before completing check-in. Use this for terms of entry, safety rules, or site-specific policies.
Self Check-out Permission
Controls whether visitors can check themselves out using the kiosk or the public invitation link, or whether only reception can process departures.
Data Retention
Set the number of days that visit records, visitor profiles, and stored evidence are retained. After the retention period, expired records are purged automatically.
Retention settings help you meet compliance requirements (such as PDPA) by automatically removing visitor data after it is no longer needed.
Watchlist and Blacklist Actions
Each policy can define what happens when a watchlisted or blacklisted visitor arrives:
| Action | What happens |
|---|---|
| Block | The visitor is denied entry automatically |
| Warn | Reception sees a warning but can still admit the visitor |
| Allow | The visitor is admitted, but the watchlist flag is logged |
See Manage Watchlist for details on adding visitors to the watchlist.
Steps to Create a Policy
- From the left sidebar, go to Visitor Management
- Select the Policies tab
- Click Create Policy
- Select the site this policy applies to
- Configure each setting:
- Walk-in mode
- Approval requirement
- Evidence capture (photo, signature, consent, NDA)
- Escort requirement
- Pre-arrival and arrival instructions
- Kiosk acknowledgement text
- Self check-out permission
- Watchlist and blacklist actions
- Data retention period
- Upload your NDA document if NDA signing is required
- Click Save
Policy Behaviour
- One policy per site. Each site can have its own rules.
- The policy is applied at the time of the visit. The visit record stores a snapshot of the policy that was active when the visitor checked in.
- Changing a policy does not retroactively change existing visit records. It only affects future arrivals.
- If no policy exists for a site, a default organization-wide policy applies.
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