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Summary

The Visit Records screen in the RAY admin portal lists every visit that tenants register for their visitors from the RAY mobile app. Staff use it to follow up pending visit requests, see who is expected today, find visitors who stayed too long, and look up a visitor or a visitor’s vehicle. Visits are created by tenants, not from the portal. Clicking a visit opens its detail page, where it is approved or rejected; see Visit details.

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Where to find the Visit Records screen

  • Menu: Access → Visit Records (Arabic: الوصول ← سجلات الزيارات)
  • Tabs: Visits (الزيارات), Visitors (الزوار) and Vehicles (المركبات).
  • Clicking a row in the Visits tab opens the visit’s detail page.

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Who can access the Visit Records screen

Users with an Admin or Operator role that includes the visitor management feature. Security guards do not use this screen; they check visitors in from Security → Visit Security. See Visit Security.

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Visit Records KPI cards

The top of the Visits tab shows four operational KPI cards. Hide Operational KPIs and Show Operational KPIs collapse and expand them. Clicking a card, or a segment of a card, filters the list to the matching visits where a filter is available. Users whose role also includes the analytics feature see View Dashboard, which opens the visits report in Analytics and Insights.

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Visits tab columns

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Visit statuses

Visits can be approved or rejected automatically by the rules in Access → Visit Settings. See Visit Settings.

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How to filter visit records

  1. Open Access → Visit Records, Visits tab.
  2. Click a status shortcut above the list: Pending, Approved, Rejected or Cancelled.
  3. Use the filters to narrow by Host, unit, Start Time or End Time.
When the list is filtered to Pending, the visits starting soonest are shown first. Otherwise the latest start time is shown first. The list refreshes automatically.

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How to export visit records

  1. Open Access → Visit Records and choose the Visits, Visitors or Vehicles tab.
  2. Apply any filters.
  3. Click Export.

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Visitors tab columns

The Visitors tab lists every visitor across visits. Columns for visitor fields set to Hidden in Access → Visit Settings → Visitors are not shown. For how the whitelist and blacklist work, see Visitor whitelist and blacklist.

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Vehicles tab columns

The Vehicles tab lists the visitors’ vehicles across visits: Host, Nickname, Plate Number, Make, Model, Color and Year. Columns for vehicle fields set to Hidden in Access → Visit Settings → Vehicles are not shown.

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Common questions about Visit Records

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Can staff create a visit from the portal?

No. Visits are registered by tenants in the RAY mobile app. Staff review, approve or reject them in Access → Visit Records.

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What is an overstaying visitor?

An overstaying visitor is a visitor who checked in but did not check out before the end time of the visit. The Overstaying Visitors card on the Visits tab counts them.

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Why is the Category column missing from Visit Records?

Visit Category is set to Hidden in Access → Visit Settings → General Settings, so categories are not collected or shown.

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Why can’t I see the Visit Records menu?

Your role is not an Admin or Operator role with the visitor management feature. Ask an administrator to add the feature to your role in Administration → Roles & Permissions.