Managing Visitors for Commercial Admins

Managing Visitors for Commercial Admins

Managing Visitors 

With VTS Rise's Visitor Management solution, Property Admins have an inside look at visitors entering the property as well as the ability to pull important reports, manage access for visitors, create visitor passes, and more! In this article, you will learn:
  1. How to View Visitor Reports
  2. Manage the Watch List
  3. Add Visitors on Behalf of an Occupant
  4. Create and Manage PIN Codes 
  5. Custom Range of Visitor Passes

View Visitor Reports

There are two visitor reports you can view:
  1. Visitor Log Report: Tells you who has checked in and entered the property.
  2. Authorized Visitors Report: Tells you who has been credentialed to enter the property anytime today or in the future. These are individuals who have or will have access.

Exporting Visitor Logs as a CSV

Step 1
Upon logging in to the  Admin Portal, select Access and then Visitors.     
 


Step 2
In the top navigation, select Visitor Logs. This will show you, everyone who has checked in, both pre-credentialed and kiosk credentialed.



Step 3
To ensure the Visitor Log Report includes all of your Visitor Logs, make sure the Items per page is larger than the number of items in the list.
Note: If your list has over 1000 items, download the first page, then any subsequent pages.



Step 4
Export the report by selecting Export as CSV from the top of the screen. 



Authorized Visitors Report

Step 1
To view the Authorized Visitors, select Access and then Visitors. You will then select Authorized Visitors in the upper navigation. 



Step 2
Authorized Visitors allows you to view all individuals who have a valid Visitor Pass for either today or in the future. From here you are able to edit or delete existing Visitor Passes by selecting the three horizontal dots to the right of the Visitor Pass you wish to edit or delete. 



Step 3
To ensure the Visitor Log Report includes all of your Visitor Logs, make sure the Items per page is larger than the number of items in the list.
Note: If your list has over 1000 items, download the first page, then any subsequent pages.



Step 4
Export the report by selecting Export as CSV under the More drop-down. 



Manage the Watch List

The Watch List can be used to prevent visitor passes from being created for individuals you wish to keep out of your property. 

Step 1
Select Access and then Visitors from the left navigation menu.



Step 2
Select Watch List from the top, and then Add New.



Step 3
Input the information for the individual you would like to add to the Watch List and select Submit. 


  1. Photo: Property Admins can add photos of individuals on the Watch List.
  2. First / Last Name: First and Last name of the person to be added to the Watch List.
  3. Email / Phone Number: Contact information of the person being added to the Watch List. When a Visitor pass is being created, VTS Rise will compare the contact information against the Watch List.
  4. Tenant: Tenant that requested the individual be added to the Watch List.
  5. Notes: Any additional information.
  6. Height / Weight: This may be added to give your Staff a better idea of the person's build.
  7. Date of Birth: This may be added to give your Staff a better idea of the person's age.
  8. Address: Include their home address if relevant or known.
  9. Reason: Reason the individual has been added to the Watch List.
When a Visitor Pass is being created, the platform will check the Watch List and if there is a match, the pass will NOT be created and the individual attempting to create the pass will be notified that the pass is not able to be created. 

Watch List Messaging

Step 1
Select Settings and then Property Settings in the left navigation menu.



Step 2
Locate the Watch List Alert Message box and add your verbiage for the message occupants will receive upon attempting to create a Visitor Pass for someone on the Watch List. This is located about 3/4 down the page, just below the Visitor Pass Message setting. 



Step 3
Select Submit at the bottom of the screen to save your changes. 

Adding Visitors on Behalf of an Occupant

Individually Adding Visitors

Step 1
Select Access and then Visitors in the left navigation.



Step 2
Select Add New from the top right corner under Authorized Visitors.



Step 3
Enter the occupant information you are creating the pass on behalf of, followed by the visitor's contact information.


  1. Tenant: Tenant space of Occupant you are creating the Visitor Pass on behalf of.
  2. Occupant: Name of the Occupant the Visitor Pass is being created on behalf of.
  3. First Name: First name of the Visitor.
  4. Last Name: Last name of the Visitor.
  5. Email / Phone Number: Either an email and/or a phone number must be included as this is how the Visitor Pass will be sent out. One or the other may be included.
Note: If you would like to support international phone numbers please reach out to your VTS Rise contact for assistance. 

Step 4
Enter the time frame for the Visitor Pass to be valid. 



  1. Visitor Type: Options include Guest, Service, Contractor, or Delivery.
  2. Pass Type: Options include Today, Specific Date, Daily, Weekly, or Indefinitely (if your property allows)
  3. Start / End Time: Include the time frame during which the Visitor Pass will be valid.
  4. Add another visit: If additional passes must be created, it can be done so here.
  5. Note to Staff: If Staff needs to be made aware of anything surrounding this Visitor Pass, a note may be added.
  6. Notify others: If someone outside of the creator or host needs to be notified upon Visitor check-in.

Bulk Importing Visitors via CSV

Step 1
Select Access and then Visitors in the left navigation.



Step 2
Select More from the top right corner under Authorized Visitors. This will open a drop-down, select Import from CSV.



Step 3
Download Sample CSV so you know what fields to be included in the import.



Step 4
The sample CSV will look like the example below.



  1. firstname: Include the first name of the visitor.
  2. lastname: Include the last name of the visitor.
  3. email: Email and/or phone number is required in order to send the visitor pass to the visitor. It can be one or the other, but at least one must be included.
  4. phone_no: Phone number and/ or email are required in order to send the visitor pass to the visitor. It can be one or the other, but at least one must be included.
  5. tenant: Include the tenant that the visitor is visiting. This is the company/tenant name.
  6. occupant: Include the name of the occupant the visitor is visiting.
  7. visitor_type: Select what type of visitor the pass is for. Options include Guest, Service, Contractor, and Delivery.
  8. notes_to_staff: Include an optional note to staff.
  9. scheduling_type: This is the pass type, whether it be today, daily, weekly, monthly, or a specific date. 
  10. specific_date: If the pass is for a specific date, enter the date in MM/DD/YYY 00:00:00 AM/PM.
  11. start_time: Enter the start time that the visitor pass will be valid in MM/DD/YYY 00:00:00 AM/PM.
  12. end_time: Enter the end time that the visitor pass will no longer be valid in MM/DD/YYY 00:00:00 AM/PM.
  13. days: If the visitor pass is a weekly pass, enter the days of the week it is valid, separated by a comma.
  14. day_of_month: If the visitor pass is a monthly pass, enter the days of the month it is valid, separated by a comma.
Step 5
When your spreadsheet is complete, ensure you are saving it as a CSV (Comma-Separated Values). Import the CSV by selecting Select CSV.



Creating and Managing PIN Codes

Property Admins can configure PIN Codes to allow visitor access at Visitor Kiosk locations without relying upon a Visitor Pass or mobile device.

Step 1
In the left navigation menu, select Access and then Rise Kiosk.



Step 2
Select Pin Codes from the menu at the top of the screen to create new PIN Codes and manage existing PIN Codes. 



Create New PIN Codes

Step 1
Upon entering the PIN Codes module, select Generate PIN Code from the top right corner. 



Step 2
Enter the PIN Code details and select Submit.


  1. PIN Code: Include a unique 6 digit PIN.
  2. Who is this for?: This is for record purposes to know who is entering the property using the PIN Code.
  3. Repeats: Options include Today, Specific Date, Daily, Weekly, Monthly, or Indefinitely. Depending on the selection made, determine the dates the pass is to be valid.
  4. Start / End Time: Select the time range the PIN code is to be valid.

Step 3
Communicate the PIN Code to the individual(s) you are granting access via PIN Code. 

Manage Pin Codes

Step 1
Upon entering the PIN Codes module, select the three horizontal dots to the right of the PIN Code you would like to manage. 



Step 2

Select the action you would like to take:
  1. Details: View details about the PIN Code's configuration.
  2. Edit: Make changes to the existing PIN Code information.
  3. Delete:  Delete the PIN Code and its credentials accessibility at your visitor kiosk.
When PIN Codes are entered, the numbers are not visible on the Kiosk, for privacy purposes.

Hide PIN Code Option from Kiosk User

Step 1
In the left navigation menu select Settings followed by Property Settings. 



Step 2
Navigate through the Settings to the blue Rise Kiosk Settings drop-down box. Select the box to display the Kiosk options. 



Step 3
Navigate to the Show Pin Code Input button on Rise Kiosk? and select No to hide this option. 


For more information on Rise Kiosk, check out this article!

Custom Range for Visitor Passes

With VTS Rise, you are able to limit the number of valid passes at your property on a daily basis. 

Step 1
In the left navigation menu, select Settings, then select Property Settings.



Step 2
Navigate towards the bottom of the Settings to the setting below. To set the custom range, you must select the checkbox next to the setting for Do you want to enable custom range for visitor passes? Input the minimum and the maximum number of passes you would like to be valid on a daily basis.



If you have an ACS integration, when VTS Rise is pushing visitor credentials, the ACS will dedicate the provided range exclusively for Rise Passes.
Note: Enabling this will remove the ability to have passes with indefinite validity.



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