Visitor flows

Pre-register a visitor

This option explains how to create a visitor pre-registration and define the visit directly in Salto IDM.

1. Navigate to the Visitors section of the software.
2. Click the Create Visitor button to start creating a new visitor.
3. Fill in the general information for the visitor.
4. Fill in the visit information.
   • Select the Pre-Registration button.
   • Choose the visitor type Visitor.
   • Enter the host name.
   • Specify the arrival and departure dates and times.
   • Click Save on the top right to store the visitor details.
   • The visitor receives an email with the visit information and the QR code or PIN needed to check in at the kiosk.
5. Open Daily Management, filter by time, and confirm that the visitor appears with the status Expected.
6. Go to Home > Dashboard to see an overview of the visitors expected in the current week.
7. The visitor can now follow the check-in process to enter the building.

Create a visitor via calendar invitation

This option shows how to create a visit via a calendar invitation and manage it in Salto IDM.

1. Ensure that you exist as an employee in Salto IDM.
   • If not, review the microlearning Salto IDM—How to Create an Employee.
2. If you are an administrator, confirm that the calendar invitation settings are in place.
   • Go to Administration > Schedules.
   • Find the calendar event schedule (or create a new one) and click Edit.
   • Click Test saved settings. The message The credentials are valid should appear on the screen. If the test fails, review Salto IDM—How to Configure Settings for Calendar Invitation.
   • Copy the email address displayed in the schedule settings.
3. Create the calendar invitation.
   • Open your calendar application.
   • Create an event on the day you would like to host the meeting.
   • Add your guest's email address and the copied email address from the schedule settings.
   • Send the invitation.
4. Monitor the new visit in Salto IDM.
   • Go to Salto IDM > Visitors > Daily Management to locate the visitor created from the invitation.
   • Wait several minutes for the data to update if necessary.
   • The visitor receives an email with the visit details and a link to provide personal information.
     • If it is the visitor's first time, they must complete all required details.
     • If the visitor has registered before, previously stored fields fill in automatically.
5. Track the invitation response.
   • Once the information is provided, the visitor can accept or reject the invitation, which updates the visit status in Visitors > Daily Management.
   • If the visitor accepts the invitation, the status changes from Invited to Expected.
     • The host receives an email confirming the acceptance.
     • The visitor receives an email with a QR code and PIN to use at the kiosk during check-in.
     • The visitor can now follow the kiosk check-in process to enter the building.
   • If the visitor rejects the invitation, the status changes to Rejected and both the host and the visitor receive an email notification.
6. Cancel the invitation if needed.
   • The host can cancel the visit directly from the calendar event.
   • The visit is automatically cancelled in Salto IDM.
   • The visitor status changes to Cancelled.
   • Both the host and the visitor receive an email confirming the cancellation.

Contractor self-registration

Step 1: Create a kiosk

Follow these steps to configure a kiosk in Salto IDM.

1. Navigate to the Configuration menu and click Kiosks.
2. Click Create a Kiosk if one does not already exist.
3. Name the kiosk and click Save in the upper-right corner of the screen.
4. Open the kiosk you created and click the Edit icon to configure the options.
   • General Information: Confirm the kiosk name and location.
   • Passport/ID Settings: Enable passport or ID registration, enforce it for contractors, allow manual entry if needed, and use a passport scanner to populate the fields automatically when available.
   • Visitor Type Settings: Enable the Contractor visitor type and optionally allow contractors to select other visitor types.
   • Access Settings: Choose the access credentials that will be granted after contractors register.
   • Notifications: Enable notifications so hosts are informed when their visitors arrive.
   • Hosts: Define which hosts visitors can select or allow them to pick any host from the list.
   • Areas: Select the areas visitors can enter after registration.
   • Environments: Select the company in which you want to set up the kiosk and configure the kiosk for several companies when you manage a multi-tenant building.
   • Customization: Align the kiosk with your brand by adding an introduction banner, choosing the default language, and tailoring on-screen messages for the registration process.
   • Instructions: Upload a file containing your company's safety or compliance instructions.
   • Security Questions: Add yes or no questions to strengthen visitor screening.
   • Default Hosts: Add frequently used hosts so they appear as quick-select options.
   • Door Opening: Choose which door opens after a visitor checks in at the kiosk.

Step 2: Check in at the kiosk

Follow these steps to open the kiosk and register yourself as a contractor.

1. Click the Open Kiosk button for the kiosk you created.
2. Change the language if needed.
3. Click Continue to start the registration process.
4. Choose the Sign in option.
5. Select the company you want to visit.
6. Click the Visitor button to proceed.
7. Read the security instructions you configured earlier and accept them to continue.
8. Fill in your personal information.
9. Agree to the privacy policies and press Continue.
10. Choose any special requests if needed and continue.
11. Select your host from the list, or type the name if it is not shown.
12. Follow the instructions to obtain access (for example, click Continue and then Tap here to open the door) and enter the building.

Step 3: Use QR code or PIN to open doors

1. After registration, the visitor receives an email with a QR code and a PIN code.
2. Use the QR code to:
   • Open doors that are configured with a QR-code reader.
   • Check out at the kiosk, which disables any granted door access.
3. To open doors, place the QR code on the reader next to the door; the door emits a beep or changes color to show that it is open.
4. When the visitor wants to check out, click Continue on the kiosk home page.
5. Use the scanner displayed on the screen to position the QR code inside the frame.
   • Optionally use the provided PIN if the QR code cannot be read by clicking Enter your pin code and typing the PIN provided in the email.
6. Once the QR code or PIN is read, the application asks if the visitor wants to check out.
7. After clicking Checkout, the visitor's access is removed and the doors can no longer be opened.