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Summary

The visit detail page in the RAY admin portal shows one visit: when it takes place, who the host is, which visitors and vehicles are on it, and its status. It is where staff approve or reject a pending visit, approve only some of its visitors, or reject a visit that was already approved. It is opened by clicking a visit in Access → Visit Records. See Visit Records.

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Where to find a visit’s detail page

  • Menu: Access → Visit Records, then click the visit in the Visits tab.
  • From Access → Access Logs, click the Visit ID of a log entry.
  • The page title is “Visit #” followed by the visit number, with the visit’s status beside it.

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Visit Information section

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Host Information section

Shows the Host Name (the tenant who registered the visit), the host’s Phone Number and the Unit of the visit. The unit links to the unit’s page for users who can open units.

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Visit detail tabs

The Visitors and Excluded Visitors tabs show Name, Email, Identification, ID Photo, Phone Number, Nationality, Last Access Action and Access Status. Columns for fields set to Hidden in Access → Visit Settings are not shown. Last Access Action is Checked In, Checked Out or Rejected (the guard denied the visitor at the gate). Access Status is Whitelisted or Blacklisted. Whitelist and blacklist buttons appear on Email, Phone Number and Identification; see Visitor whitelist and blacklist.

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Visit actions by status

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How to approve a visit

  1. Open the visit from Access → Visit Records.
  2. Click Approve.
  3. Confirm. If any visitor is blacklisted, the confirmation asks “Are you sure you want to approve this visit including blacklisted visitors?”.
The visit becomes Approved with all its visitors.

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How to approve a visit excluding blacklisted visitors

Approve excluding blacklisted is offered under Approve when a pending visit has more than one visitor and some, but not all, of them are blacklisted.
  1. Open the pending visit and open the options of Approve.
  2. Choose Approve excluding blacklisted.
  3. Review the blacklisted visitors listed under Excluded Visitors.
  4. Enter a Reason (required) and confirm.
The visit is approved without the blacklisted visitors. They move to the visit’s Excluded Visitors tab and are not granted access.

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How to approve specific visitors of a visit

Approve specific visitors is offered under Approve when a pending visit has more than one visitor.
  1. Open the pending visit and open the options of Approve.
  2. Choose Approve specific visitors.
  3. Select the visitors to include. At least one must be selected.
  4. Enter a Reason (required) and confirm.
The visit is approved for the selected visitors only. Unselected visitors move to the visit’s Excluded Visitors tab and are not granted access.

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How to reject a visit

  1. Open the visit from Access → Visit Records. Pending and approved visits can be rejected.
  2. Click Reject.
  3. Optionally enter a reason, then click Reject.
The visit becomes Rejected and the reason is shown as Rejection Reason on the visit.

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Common questions about visit details

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How do I approve a visit but leave one visitor out?

Use Approve → Approve specific visitors, select everyone except that visitor, enter a reason and confirm. The visitor left out appears in the Excluded Visitors tab. This option needs a pending visit with more than one visitor.

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Can an approved visit be cancelled by staff?

Staff can Reject an approved visit from its detail page. Rejected and canceled visits have no further actions.

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Why is there no Approve button on a visit?

The visit is not pending. Only pending visits can be approved; approved visits can only be rejected.

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Why don’t I see Approve excluding blacklisted?

That option appears only on a pending visit with more than one visitor where some, but not all, visitors are blacklisted.