Manage Visitors

Keep track of visitors in your company in the Entrance Log

Introduction

You can easily manage check-in and check-out in the Entrance log to keep an overview of the visitors coming and going in your company.

Prerequisites

You have installed and set up Enterprise Asset Management (EAM-BC) for Business Central.

You have downloaded the Dynaway Safe Work app from Microsoft AppSource.

Audience
Safety Manager, Maintenance Manager

Register Visitors

When visitors are visiting your company, you can log information about who, when, and why. This is done for safety and security reasons to

  • ensure personal safety of the visitors
  • comply with internal security protocols established in your company

The Entrance Log gives you an overview of visitor registrations. On your role center, search for and select Entrance Log to open the list.

Refer to the two test cases below for instructions on how to check in and check out visitors.

The screenshot below shows an example of the Entrance Log.

Entrance Log
Entrance Log

Visitor Check-in

Data Requirements

  1. The user must have permission set "DAMSW ENTRIES" in the user setup.

Steps 9

  1. On your role center, search for and select Entrance Log.

  2. Select Register in the ribbon.

  3. Select the Check-in button.

  4. On the Check-in screen, fill Name of the visitor.

    The fields Check-in Date and Check-in Time are automatically filled out.

  5. If the visitor is representing a company, enter the company name in the Company field.

  6. If a specific employee is responsible for the visitor, select the employee in the Host Employee drop-down. The Host Employee Name field is automatically filled out.

    Optional: You can skip the Host Employee field, if required. In that case, enter a description in the Host Employee Name field, for example, a department name or a location for the visit.

  7. Enter Purpose of Visit.

  8. If you have visitor entry cards that you hand out to visitors, select the appropriate card in the Entry Card ID field.

  9. Select Register Check-in.

    Check-in is completed. An entrance line is added to the Entrance Log list.

Expected

The user can create a check-in registration for a visitor.

Visitor Check-out

Data Requirements

  1. The user must have permission set "DAMSW ENTRIES" in the user setup.
  2. At least one check-in registration exists.

Steps 6

  1. On your role center, search for and select Entrance Log.

  2. Select Register in the ribbon.

  3. Select the Check-out button.

    The Check-out screen is shown. Check-out Date and Check-out Time are automatically filled out with current date and time.

  4. In the Name field, select the name of the visitor you are checking out, and select OK.

    Other fields are automatically updated with data from the check-in registration.

  5. Optional: If the visitor was handed an entry card during check-in, ask the visitor to return the card, and activate the Entry Card Returned toggle button.

  6. Select the Register Check-out button to complete checkout.

    You return to the Entrance Log, and check-out registration data are added to the entrance registration line.

Expected

The user can create a check-out registration for a visitor.

Register multiple Check-Outs

When many guests are leaving the building at the same time, the Entrance Log module support that a company representative can do bulk check-outs.

  1. From the Entrance Log list, the user selects entrance and register checkout for a selected set of records.
  2. After selecting records - the user can use the 'Check Out' button, shown in the ribbon.
  3. Then - after entering all needed data and by selecting the 'Register check-out' button - all selected records are updated.

Registering in bulk have some limitations:

  • If the selected record has a check-out date - its date is not changed.
  • If the selected record has a check-out time - its time is not changed.
  • If the selected record has a check-out date but it has no check-out time, and entered check-out date is different than this which the record already has - the check-out time is not registered.

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