Visitors are not saved to your people database, but you can temporarily add them. These people can receive a label and will exist in that session's reports, as well as in the Check-ins section of the Event. You can check in a visitor along with the household they attend with or check them in separately.
Tip
If you want to follow up with the guest you're checking in, add them to your system as a regular person and check them in with the Guest status. If you don't plan to follow up with the person you're checking in, it's best to check them in as a visitor.
From a manned station, a volunteer can check in someone who is visiting once and doesn't need to be added to your database, such as a guest speaker's family or a friend from out of town.
Enable the Allow One Time Visitor setting in your event settings to check in these temporary visitors. Search for their name at the station, add the person, and select the Label Only option.
You can then fill in that visitor's information and select the location and time they are checking into. First and last names are required.
Once the information is filled out, click Print Label to print that visitor's label!
Notice
The person entered in the Emergency Contact fields will be the checked in by person for that guest. If the phone number is a valid mobile number, you can send texts to that emergency contact if you look up the child by security code on manned stations.
For visitors that come with someone already in your database, you can add them as a visitor of the family.
Notice
This action isn't tied to the Label Only option that can be disabled in your Event Settings. Turning off the Allow One Time Visitor setting does not remove the Add Visitor option from within a household.
The visitor will share a security code and print that household's Checked-In By information as the Emergency Contact. From the household, select Add visitor to add information about their visitor.
Enter their name and any medical notes the teachers may need. The Emergency Contact fields, if left blank, default to the Checked-In By person's details for this household. If you enter a name and phone number in those fields, the label will show that information instead.
Select Next to finish checking in the visitor and print a label.
The visitor's label will be similar to other labels with the person's name, location, date, medical notes, emergency contact, and security code listed on it.
From the Check-ins tab, the visitor will be listed as a guest with a VIP tag instead of a picture.
Visitor information isn't saved anywhere except the event; however, you can still use this information during the event to send a text to the visitor's emergency contact.
Tip
Texting requires a 10-digit mobile phone number, which can be entered on the Add visitor screen. If the Emergency Contact fields are blank, the household primary contact's name and mobile phone number will be used. If a visitor is added with a Label only and no number is listed, they cannot be contacted.
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On a roster station, locate the visitor on the Here tab.
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On a manned station, type the person's security code or scan the security label to see everyone assigned to the code.
To include all visitors in your report, check the box next to Include label-only visitors when creating your report.
All visitors will automatically be added as Guests, so if you want to see those people separated, choose the Regular/Guest/Volunteer organization in the Layout section of the Reports page.