Visitor app and visitor management

Add, edit or delete the custom questions visitors answer when they sign in on the visitor app.

Step 1: Open Visitor App Questions

1. Open Realtime and log in as an administrator.
2. On the left-hand menu, go to Settings, Configuration Settings, then Visitor App Questions.
3. Any questions you have already added are listed at the top.

Step 2: Add a question

1. Scroll to the bottom of the question section and click New Question.
2. Fill in the fields:
   • Group Number: a number that groups related questions together.
   • Editor Type: how the visitor answers: Checkbox, Text, Date, Selection (a drop-down list) or Image, for uploads such as ID.
   • Question Text: the question you want to ask.
   • Validity Days: how many days the answer stays valid before the visitor is asked again.
3. Click Apply. The question appears in the list.

Step 3: Edit a question

1. Select the question in the list and click Edit.
2. Change any of the fields, then click Apply.

Step 4: Delete a question

1. Select the question and click Delete.
2. Click Apply to confirm.

Always click Apply after a change, or it will not be saved. Then open the visitor app to check what visitors will see.

The visitor app needs the camera to take visitor photos. The tablet normally asks for permission the first time the app opens. If permission was refused, turn it on in the tablet settings.

Method 1: From the app settings

1. Swipe down from the top of the screen and tap the gear icon to open Settings.
2. Tap Apps (or Applications, or Apps and notifications, depending on your Android version).
3. Find and tap Visitors. You can use the search bar at the top if there is one.
4. Tap Permissions, then Camera.
5. Choose Allow only while using the app, or Allow on older versions of Android.
6. Go back to Permissions and check that Camera is now listed under Allowed.

Method 2: From the permission manager (Android 10 and above)

1. Open Settings and tap Security and privacy (or just Privacy on some models).
2. Tap Permission manager, then Camera.
3. Find Visitors under Not allowed and tap it.
4. Choose Allow only while using the app, or Allow.

The exact menu names vary a little between tablet models and Android versions, but Settings, Apps, Visitors, Permissions is always the route.

If the visitor app does not have camera access, it cannot take visitor photos.

The Realtime Visitors module lists the visitors due this working week. From it you can register visitors, sign them in and out, print passes and see their visit history.

Viewing visitors

The list shows visitors due in the current working week. Change the dates with the filter at the top left, or use the search bar at the top to find someone.

Adding a visitor

1. Click New at the bottom right.
2. Choose the visitor type:
   • Reoccurring Visitor: someone who visits often, whose details are kept for next time.
   • Visitor: a one-off or occasional guest.
   • Self-Service Visitor: a guest who will sign themselves in on the self-service tablet when they arrive.
3. Fill in their details: forename, surname, company name, email address, sign-in password if used, vehicle registration, contract number, host, site, reason for visit and due date.
4. Upload a photo, or take one with a connected webcam, if you want to.
5. You can email the host and the visitor to confirm the visit.

Editing or deleting a visitor

Select the visitor in the list and click Edit to change their details. The selected visitor is highlighted in orange.

Deleting a visitor permanently removes all their history, and it cannot be undone.

Signing visitors in and out

If a visitor is not using a clocking device or the self-service tablet, click Check Visitor In on their record when they arrive. The button changes to Check Out. Their status also shows in the Attendance Panel and in any fire roll call you use.

If a visitor is not checked out, Realtime signs them out automatically for fire safety and adds a note to their record.

Printing a visitor pass

With a visitor printer installed, click Print Visitor Pass at the bottom right. Whether it prints on card, a sticker or paper depends on your printer. To set up a DYMO printer, see Setting up visitor pass printing.

Access control

If you use Computime access control, assign the visitor to an access group on the Access Information tab. A user ID is created automatically, and you can then give them a card or fob, password, fingerprint or face template, depending on your devices.

Visit times

The Visit Times tab shows every check-in and check-out, with an icon for how it was done:

• Person: checked in or out manually.
• Phone: checked in or out on the visitor app.
• Clock: checked in or out on a clocking machine or access control device.