Configure groups

Overview

Visitor groups is a powerful feature that allows you to customise the sign in experience for different types of visitor. You can create up to six visitor groups and each group is defined as either a standard visitor or repeat visitor group.

Important

Standard and repeat visitors behave quite differently in both the portal and the app, so it's important to read and understand the differences before you start creating your own visitor groups.

Standard Visitor

A guest at your site. A standard visitor may be visiting you for the first time, or they may have been here before, but they are usually not frequent guests. They will sign in and out using the standard method where they will be asked to provide their name and additional information each time they arrive.

For more information about standard visitor groups, click here.

Repeat visitor (i.e. staff)

A repeat visitor is someone who is at your site regularly. They will have their own virtual visitor card with a photo and their name. In the app, they appear in a grid with the other people in their group, so this is the group type most frequently used for staff members. A QR code can be associated with each repeat visitor for easy scanning in and out.

For more information about repeat visitor groups, click here.


Standard visitors

A standard visitor is a guest at your site. They may be visiting you for the first time, or they may have been here before, but they are usually not frequent guests. They will sign in and out using the standard method where they will be asked to provide their name and additional information each time they arrive.

Add a new standard visitor group

You can create up to six visitor groups in total. The default 'Visitor' group is an example of a standard visitor group. To create your own, first click Manage in the top menu, scroll down to Manage Groups and click Add group.

Enter a name for the group, keep this to one or two words. Then select 'Standard visitor' as the type.

Welcome message

When your visitor has finished signing in, your welcome message will be displayed. This is designed to fit on a single line, so keep it brief. If you leave the welcome message blank, 'Thank you for signing in' will be displayed.

Sign out message

When your visitor has finished signing out, your sign out message will be displayed. This is designed to fit on a single line, so keep it brief. If you leave the sign out message blank, 'Thank you for signing out' will be displayed.

Pre-registration email message

Using this editor, you can customise the pre-registration email that gets sent for this group. Formatting options include bold text, italic, headers, bullets and horizontal lines. To use merge fields from the visitor or site, click and drag the merge fields displayed under the box.

Group visitor photos

You can turn visitor photos on or off for all groups in Sites > Features, however you also have the option to override the global setting for each individual standard visitor group by using this setting.

Automatically clear group member's in or out status
Option Description
Never Do not sign visitors out automatically. Your visitors will stay signed in until they sign out.
At a time You can select what time of the day this group's visitors are automatically signed out.
After duration Your visitors can be automatically signed out after a set number of hours.
Keep visitor data

This is where you set the data retention period for this group. Each 'sign in' record will be kept for the duration selected. After this time, personally identifiable information will be deleted automatically and can not be recovered. By default all data is kept indefinitely unless specified here.

When a visitor arrives

Choose the default type of notification that is sent to members of this group when their visitor signs in.

Show on the fire list

Untick this option if you don't want this visitor group to show on your fire list.

Untick this option if you don't want to print visitor badges for this group.

Send an internal email when a visitor signs in / out

If you wish to notify a specific host that their visitor has arrived, make sure you use the notification options on repeat visitor groups. If however, you want to receive an email every time any visitor signs in and/or out of this group, tick this box and provide an email address.

Tip

To edit these options later, return to the Manage Groups section and click Edit under the group name. You will notice some groups have a Manage button instead of Edit, these are repeat visitor groups.

Tip

You can delete a group without deleting that group's visitor history. Only settings will be deleted.

Messages

Once your group has been created, you can set which messages to present to them from the Manage > Configure site > Messages screen. Navigate to messages and under each one you will see the visitor group under 'Show for'. Simply tick the new group on the relevant message. Remember to click Continue at the bottom of the screen to save.

Custom fields

You can also customise which data fields appear for each group. Navigate to Manage > Configure site > Custom fields to see a list of your custom fields. Click the edit button next to the relevant field and then select Advanced options to show the groups. Tick the group and save the field.

Portal

Today view

The total number of people signed in for each visitor group shows along the top of your today view. Clicking each one will show the visitors signed in and out in that group. Standard visitor groups also have the option to pre-register guests. When importing pre-registered guests, you will be asked to select which group to pre-register them for.

History view

The history view still shows all visitors together, however when you click export, you will be asked to select which group you wish to export.

Fire list

The first list shows everyone on site in one view, grouped together by their visitor group.

The app

When a visitor taps Sign In on the app, they will be asked to confirm their visitor group. As they go through the sign in experience, they will be presented with the custom fields you selected for their group, plus any messages you enabled for that group. Lastly they will see the welcome message you set when creating the group.

Standard visitors also receive a printed badge if a printer is set up.


Repeat visitors

A repeat visitor is someone who is at your site regularly. They will have their own virtual visitor card with a photo and their name. In the app, they appear in a grid with the other people in their group, so this is the group type most frequently used for staff members. A QR code can be associated with each repeat visitor for easy scanning in and out.

Add a new repeat visitor group

You can create up to six visitor groups in total. The default 'Staff' group is an example of a repeat visitor group. To create your own, first click Manage in the top menu, scroll down to Manage Groups and click Add group

Enter a name for the group, keep this to one or two words. Then select 'Repeat visitor' as the type.

Welcome message

When your repeat visitor has finished signing in with either custom fields or messages to agree to, your welcome message will be displayed. This is designed to fit on a single line, so keep it brief. If you leave the welcome message blank, 'Thank you for signing in' will be displayed.

Sign out message

When your repeat visitor has finished signing out, your sign out message will be displayed. This is designed to fit on a single line, so keep it brief. If you leave the sign out message blank, 'Thank you for signing out' will be displayed.

Change of photo when a group member signs in

This option allows you to set how likely it is that a returning visitor will be randomly selected to take a photo when signing in. This can be used to verify the identity of the person signing in and can be a deterrent for individuals signing in for others. The options range from 0% chance (default - a photo will never be requested) to 100% chance (a photo is required with every sign in). The photos taken can be viewed in the online portal History page.

Important

If you don't have custom fields or messages set for your repeat visitor group, no welcome message will be displayed. This is because the repeat visitor is returned instantly to the staff list to make the sign it/out process as quick and easy as possible.

Automatically clear group member's in and out status
Option Description
Never Do not sign repeat visitors out automatically. Your visitors will stay signed in until they sign out.
At a time You can select what time of the day this group's repeat visitors are automatically signed out.
After duration Your repeat visitors can be automatically signed out after a set number of hours.
Keep visitor data

This is where you set the data retention period for this group. Each 'sign in' record will be kept for the duration selected. After this time, sign in records will be deleted automatically and can not be recovered. By default all data is kept indefinitely unless specified here.

Show on the fire list

Untick this option if you don't want this repeat visitor group to show on your fire list.

Tick this option if you want to print a badge each time a member of this group signs in.

Send an internal email when a visitor signs in / out

If you want to receive an email every time a repeat visitor signs in and/or out of this group, tick this box and provide an email address.

Pin number

Set a pin number to hide the repeat visitor group on the iPad until a pin has been entered. Leave the pin field blank if you do not require a pin number to be entered.

Include group in notify list

Tick this option to show members of this group in custom fields with the Notify List type. An example of this being used is staff members, where the custom field 'Visiting' could have a type of Notify List. By including the repeat group for staff in the notify list, all staff members would appear when the visitor selects the Visiting field.

Allow group members to use Companion app

If you tick this option, members of this group will have the option to invite themselves to start using Companion app from the iPad. A new button will appear when signing in that says Companion App. Tapping this option will then allow the group member to select either an email or SMS invite to be sent.

iPad displaying the returning visitor modal

When group members are invited to start using Companion app from the iPad, they are not immediately granted access to the fire list or pre-registrations. If you would like a repeat visitor to have access to the fire list or pre-register guests, you must give them access from the online portal.

Tip

If the group member doesn't have either an email address or mobile phone number stored, a message will be displayed informing them that they will be unable to use Sign In App Companion until one or both is added.

Show this group on the iPad app

With this option ticked, members of the group can sign in. If this option is unticked, the group can still be used for the notify list, however its members won't be able to sign in or out.

Allow group members to be added via the app

Tick this option to enable the 'Add new' button in the app. With this option unticked, all new group members must be created in the portal.

Allow group members to update their photo

Choose whether to allow group members to take their own photo in the app. If this is unticked, all photos are managed in the portal.

Enable sign out first mode for this group (Advanced Option)

Enabling sign out first mode will remove the option for members of this group to sign in. Members will be given the option to sign out and a red indicator will show when they are out. When they arrive back on site, they will have the option to sign back in.

Group member display options (Advanced Option)

By default, repeat visitor groups are displayed in a grid with group member names and photos visible. The user can search for their name or scroll through the list to find their record. This advanced option allows you to hide the grid and require users to search for their name for added privacy.

Option Description
Show all in a visitor grid (default) All group members are visible
Search with autocomplete enabled Group members are hidden and start appearing after 3 letters are typed
Search with exact matches only Group members are hidden and only appear when a full name is typed into the search box

Tip

To edit these options later, return to the Manage Groups section, click Manage under the group name. Then click Edit group on the right hand side.

Warning

Deleting a group will delete all group members. Sign in history will be kept, but group members can not be recovered.

Add a repeat visitor

iPad displaying the returning visitor modal

To add a repeat visitor to the group, click the Add new button on the right menu. A new window will appear with the following options;

Option Description
Name The full name of the repeat visitor
Role (optional) A field for additional information
Email (optional) The email address where notifications will be sent
Mobile (optional) The mobile phone number where SMS notifications will be sent (with country code)
Pin (optional) If entered, a repeat visitor will be required to enter this pin before they sign in or out
When a visitor arrives Choose the type of notification that is sent
Show on site Show this visitor at all sites or a specific site

Edit a repeat visitor

To make changes or view the history of a repeat visitor, click their record in the list. An edit window will appear.

Evacuation point settings

This allows you to set a specific evacuation point for this repeat visitor for each Site. This overrides any group setting and will be applied automatically each time they sign in.

Photo

To upload a new photo, click the edit option next to the photo.

Details

From the details tab, update information about this visitor. An additional option to change the visitor's group can be found here.

History

View the sign in history for this visitor.

Documents

View and download PDF copies of messages agreed to by this visitor.

Companion app

Invite this visitor to start using Sign In App Companion for smartphones. This option will only be available if the visitor has an email address set. From here you can send the invite, and grant access to the fire list and pre-registration features.

Archive

Move this visitor to the archived section for the group. This will prevent the visitor from signing in or out, but will not delete any history. The visitor can be restored at any time.

Delete

Removes the visitor record permanently.

Messages

Once your group has been created, you can set which messages to present to them from the Manage > Configure site > Messages screen. Navigate to messages and under each one you will see the visitor group under 'Show for'. Simply tick the new group on the relevant message. Remember to click Continue at the bottom of the screen to save.

Tip

Repeat visitors will only be asked to accept each message once. It will no longer show until the message is updated. They will then be asked to re-read and approve the message.

Custom fields

You can also customise which data fields appear for each group. Navigate to Manage > Configure site > Custom fields to see a list of your custom fields. Click the edit button next to the relevant field and then select Advanced options to show the groups. Tick the group and save the field.

Important

In most cases, we recommend not asking repeat visitors to enter custom fields as it slows down the sign in experience.

Portal

Today view

The total number of people signed in for each visitor group shows along the top of your today view. Clicking each one will show the visitors signed in and out in that group. Repeat visitor groups also have a quick link to manage the group.

History view

The history view still shows all visitors together, however when you click export, you will be asked to select which group you wish to export.

Fire list

The first list shows everyone on site in one view, grouped together by their visitor group.

Manage group

You can manage the repeat visitor group by clicking Manage on the Today view, or by navigating to Manage > Manage Group. From here you can see current and archived group members, create new group members and edit existing ones. You can also select a group member to see their full sign in history and edit notification options e.g. SMS or email when visitors arrive.

There is also the option to import repeat visitor group members by following the on screen instructions.

The app

When a repeat visitor taps the screen on the app, a list of repeat visitor groups appears at the bottom underneath the standard visitor 'Sign In' and 'Sign Out' buttons. By tapping a repeat visitor group, a grid appears of members of the group with a search feature.

The user taps their name to open their card and signs in or out as required. No badge is printed. From here (if enabled on the group), they can also update their photo and attach a QR code.

New group members can also be created if this option is enabled on the group.

© 2019 Sign In App is a product by All Things Code Ltd