Visitor Registration

This is the screen you fill in with the visitor standing at your desk. It takes under a minute: which desk you are on, whether he was expected, who he is, who he has come to see, and what to bring him.

Where

Visitor Management › Visitor Registration

Who uses it

The receptionist or the security man on the desk

When

While the visitor is standing there, before you send him in

Needs first

Reception Desks, Hosts and Refreshments

What it is for

Somebody has walked in. You need a record of who he is, who let him in, who he came to see and when he came, and you need it now, not later from memory. That is all this screen is.

Two things to know before you start, because they save you asking.

The host you pick is a record, not a message. Writing Faisal Mehmood on the visit does not tell Faisal Mehmood anything. Nothing is emailed, nothing pops up on his screen, and no approval goes anywhere. The host is there so that you know who to ring, and so that afterwards the register says who this man was let in to see. After you save, pick up the phone and ring the number on the host's record.

The refreshments you add are an order you still have to pass to the canteen. Adding two teas here records what was given to the visitor and what it cost. It does not reach the kitchen.

Every field, in plain words

The desk and the kind of visit

Field	What it means	What to put in it	Notes
Reception Desks	Which desk you are sitting at.	RECEP Office Reception	Pick your own desk. The visit is then on record as having come in through it.
Visit Mode	Whether he was expected.	WLK WalkIn for somebody who has just turned up	See the two values below.
Name	The visitor's name as he gives it.	Shahid Iqbal	Write it the way it is on his identification, not the way he says it.
Visitor Type	What kind of visitor he is.	VEN Vendor	See the four values below. This is what decides what else you should ask him for.

Visit Mode values:

• PLN Planned. Somebody told you he was coming, or you are registering him in advance of a meeting. Use it when the host has warned you.
• WLK WalkIn. He has arrived without notice. Most gate traffic is this.

Visitor Type values:

• DLV Delivery. A driver dropping goods off. Check his identification, take his phone number, and he usually has no host.
• CUS Customer. Received properly: company, phone and a host.
• VEN Vendor. A supplier's man, usually here to see purchase or stores. Same as a customer.
• INT Interview. A candidate. The host is whoever is interviewing him. Be careful with the name and phone, because HR will want them.

What your desk expects you to collect for each type is written on your desk's Registration Requirements, on Reception Desks. Read it once so you know what to ask without thinking.

Contact Information

Field	What it means	What to put in it	Notes
Company	The company he has come from.	Al Noor Engineering Works	Always ask a vendor or a customer. It is the field most often left blank and most often wanted later.
Email Address	His email.	shahid@alnoorworks.com.pk	Ask a candidate and a customer. A delivery driver will not have one.
Phone	His mobile number.	0301 2345678	Ask everybody. If he has to be found again, this is how.

Visit Details

Field	What it means	What to put in it	Notes
Date	The date of the visit.	6 October 2026	Today, unless you are registering a planned visit for a later day.
Time	The time he arrived, or the time he is expected.	10:45	Put the real arrival time in. Do not round it.
Duration	How long the visit is expected to take.	1	A number only. Agree with your office whether you are writing hours or minutes, and everybody write the same thing.
Purpose	Why he is here, in a line.	Quotation discussion for the yard conveyor spares.	Write what he tells you, in plain words. "Meeting" helps nobody.

Visitor wants to meet

One line per person he has come to see. Most visits have one line.

Field	What it means	What to put in it	Notes
Line	The line number.	Fills itself. Leave it.
Host	Who he has come to see.	Faisal Mehmood, Purchase Manager	Pick from the host list. If the man he asks for is not on the list, pick the department head and write the real name in Purpose.
Is Primary	Which of them is the main person he is here for.	Tick it on one line	Tick it on exactly one line when there are several, so the register is clear about who the visit was really with.

Remember: picking a host records him. It does not call him. Ring him after you save.

Refreshments

One line per item given to the visitor.

Field	What it means	What to put in it	Notes
Line	The line number.	Fills itself. Leave it.
Refreshments	What was ordered.	TEA Tea with biscuits	Pick from the list. Add a second line for the water.
Line Text	Anything about it.	Two cups, meeting room 1.	Write the quantity here if you gave more than one, and where it has to be taken.

Pass the order to the canteen yourself. This screen does not.

How to configure it

1. Pick your desk in Reception Desks. Set Visit Mode to WalkIn if he has just arrived, Planned if you were told he was coming.
2. Write his Name from his identification and set Visitor Type. Check what your desk wants for that type.
3. Fill Company, Email and Phone as far as the visitor type needs. Phone always.
4. Set Date and Time to the real arrival, add the Duration, and write a plain Purpose.
5. On Visitor wants to meet, add the host. If there are two, tick Is Primary on the main one.
6. On Refreshments, add what you are sending in for him.
7. Save.
8. Now ring the host on the number from his record, and send the refreshment order to the canteen.

Scenarios

A supplier has walked in without an appointment and wants purchase

Desk your own. Visit Mode WalkIn. Name as on his card, Visitor Type Vendor, Company filled in, phone taken. Purpose in his words. Host the purchase manager, Is Primary ticked. Save, then ring extension 214 and tell him his vendor is at reception. If purchase says no, the visit is still on record, which is the point.

A delivery driver at the gate

Visitor Type Delivery, name and phone from his papers, Company the transport firm, Purpose "Delivery of packing material, challan 4471". No host and no refreshments. Save and let him through. It takes twenty seconds and the gate register is complete.

Three candidates are coming at eleven for interviews

Register all three in advance, in the morning, with Visit Mode Planned, Visitor Type Interview and the interviewing manager as the host on each. When each one arrives, open his visit and put the real arrival Time in. Then ring the manager.

One visitor has come to see two people

One visit, two lines on Visitor wants to meet, Is Primary on the man he is really here for. Do not raise two visits for one person walking in once.

He asked for somebody who is not in the host list

Pick the nearest host, usually the department head, and write the real name in Purpose. Then tell HR or the office administrator so the man is added on Create Hosts and the next receptionist does not have the same problem.

What it is connected to

• Reception Desks is the desk you register at, and it holds what your desk is expected to collect from each visitor type.
• Create Hosts is the list the host comes from.
• Refreshments is the list the items come from, and where their cost lives.

If something looks wrong

• "My desk is not in the list" - it has not been created. Ask the administrator to add it on Reception Desks.
• "The man he asked for is not in the host list" - he has not been added, or he is not Active. Pick the department head for now and have him added.
• "The refreshment list is empty" - no items have been created yet.
• "The host says nobody told him" - nobody did. This screen sends nothing. Ring him.
• "The host arrival email never came" - no email is sent, even where the setting on the desk says it should be. Treat the telephone as the only notification.
• "The canteen did not bring the tea" - the refreshment lines are a record of what was given, not an order the kitchen sees. Send it to them yourself.