Checking In Visitors

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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.

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. Since visitors normally come with someone already in your database, you can add them as a visitor of the family.

The visitor will share a security code as well as print that household's Checked-In By information as the Emergency Contact.

From the household, select Add Visitor to add information about their visitor.

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Enter the name and any medical notes teachers may need to know. The Emergency Contact will default to the Checked-In By for this family.

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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.

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From the Check-ins tab, the visitor will be listed as a guest and will have a VIP tag in place of a picture.

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Contacting Visitors

Information from visitors isn't saved anywhere except the event; however, you can still use this information during the event to send a text to the emergency contact of the visitor.

Tip

Texting requires a 10-digit mobile phone number, which can be entered on the Add visitor screen. If the Emergency Contact fields are left blank, the household primary contact's name and mobile phone number will be used.

  • On a roster station, locate the visitor on the Here tab.

  • On a manned station, type the person's security code or scan the security label to see everyone assigned to the code.

Reports

To include all visitors in your report, check the box next to Include label-only visitors when creating your report.

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All visitors will automatically be added as Guests, so if you'd like to see those people separated out, choose the Regular/Guest/Volunteer layout.

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