Visitors

Visitors is available when the visitor add-on is enabled and your role has visitor access.

The page has four areas:

• Visits — expected, signed-in, signed-out and cancelled visits
• Directory — reusable visitor contact records
• Workflows — the steps a visitor follows when they arrive
• Documents — policies, NDAs, safety information and other sign-in documents

Set up visitor management

A practical order is:

1. Add any documents visitors need to read or sign.
2. Create a workflow and attach those documents.
3. Make the workflow the default if it should be used for most visits.
4. Add the visitor to the directory.
5. Schedule a test visit and check the emails and kiosk flow.

Add a visitor

Open Visitors → Directory and select Add visitor. A name is the main record; email, company, phone and notes help with scheduling and matching.

Archive a record when you no longer want it in the active directory. Archiving keeps its visit history. You can restore it later.

Schedule a visit

Open Visitors → Visits and create a visit. Choose:

• the visitor
• their host
• the site
• the expected date and time
• a workflow, or the default workflow
• whether to notify the host and visitor

The visit remains Expected until sign-in. Depending on the workflow, the visitor may need to provide an email address, take a photo or complete documents.

Workflows

Workflows let different visitors follow different arrival steps. For example, a contractor can receive safety instructions and sign an induction document, while a delivery driver follows a shorter route.

A workflow can set:

• category and instructions
• required documents
• whether a visitor photo is required
• whether visitor email is required
• whether it is the default
• whether scanning the visit QR code signs the visitor in automatically

Test a workflow on a shared kiosk before using it at a staffed entrance.

Documents

Create document templates under Documents, then attach them to a workflow. A template can require a signature or allow an optional acknowledgement.

Visit records show whether each document is pending, signed or waived. Only waive a requirement when your organisation’s process allows it.

Access QR codes

When visitor access is connected to a supported access-control resource, Musterly can send an access QR email and show its status against the visit. You can resend the email or revoke access from the visit.

If areas or access resources are missing, select Sync now while scheduling a visit and check the site’s connector.

Visitor history

Authorised roles can review visit events, notifications, document changes and other visitor activity. Use this history to understand what happened; do not put passwords, access tokens or unnecessary personal information into visitor notes.