This module allows you to fill in an information record for each visitor, to print a personalised badge for them and to put out a summary report of all the information as well as a visit history.

Information concerning the identity of the person can be retrieved in an individual record.

Create a new visitor in your system

1.Open the ADMINISTRATE > Visitors > Visitors menu.

2.Click on icn_add employee or right-click on the visitor list and select Add.

3.Enter the Surname and First name of the new visitor. These fields are compulsory. Fill in the other fields to meet your requirements.

icn_info

By default, the system completes these fields by Visitor, incremented by a number.

4.End. The employee appears in the list in the bottom of the screen.

Click to enlarge/reduce        Professional data

contains information about the identity of the visitor, such as his/her photo, passport number, professional contact information, etc. and you can also attach a document (e.g. identity card).

1.Activate the Visitor template check box if required: In this case, the person becomes a template visitor for the user connected to Kelio. When he/she creates a new visitor, some fields of his/her file will be pre-filled exactly like the template visitor.

2.If necessary, activate the Recurring visitor check box - select this check box to prevent it from disappearing during automatic clearing tasks.

3.Select Title (mandatory field).

4.Select the Section from the organisation chart heading.

5.Enter the Surname of the visitor (required entry; the company name can also be indicated if this is not known precisely).

6.Enter the First name of the visitor (required entry, could possibly be substituted by figures).

7.Potentially enter the fields which concern the visitor's identity.

8.Indicate the Driving licence details.

9.The Vehicle registration field is required if you are using the camera to recognise the registration plates of vehicles that want to access your premises. The registration number acts like a badge for entering the different camera-monitored access points.

10.If the system has detected a scanner driver on your computer workstation, the icon_scan scanner button is active. A click on this runs the numbering and storage of a document as an attached document (for example, an Identity card).

11.Open a selection window by clicking on the icn_paperclip button to add a document (size is less than 480 kB). Double-click on the link to view the content of the connected document.

icn_info

So that the attached files can be accessed from all customer workstations, it is recommended that they are attached from a network reader.

12.You can enter the contact fields if required.

13.Potentially enter the fields which concern the visitor's address.

14.A click on the KS_icon mail icon allows you to send an email directly to the visitor’s email address.

15.Enter a Comment, if necessary.

16.Indicate the Badge code of the employee or click on the Last read button to use the last badge number read by the terminals.

17.If necessary, check the Biometrics user box. In this case, the user will be authorised to clock in or out using biometrics. If a USB biometric reader is connected to your PC, you can run a finger enrolment directly by clicking on Enrolment.

Click to enlarge/reduce        Customisable fields

contains free or predefined fields specific to the visitors

This tab contains the free and predefined fields configured in the Setup section of Kelio. If no fields have been defined, the tab is hidden.

1.Enter the desired information in the fields which correspond to the free fields previously defined

2.For predefined fields, click on the scrolling menu, then on the item corresponding to the employee in the list.

3.Validate the creation of the visitor by clicking the Save button.

icn_info

Access rights will be assigned during Visits.

There is no accountable period.

Duplicate a visitor

When you want to create a new visitor in the Kelio system, it may seem tedious to complete again all the fields in his/her file. In this case, if an existing visitor has approximately the same characteristics, it is possible to copy the data from the latter using the icon_duplicate visitor button.

Delete a visitor

1.Select the person from the list of visitors.

2.Click on icn_delete employee or right-click and select Delete.

3.After validating the deletion, the visitor is permanently removed from the list.