> ## Documentation Index
> Fetch the complete documentation index at: https://docs.getray.info/llms.txt
> Use this file to discover all available pages before exploring further.

# Visit Records

> The Visit Records screen of the RAY admin portal lists the visits that tenants register for their visitors, with Visits, Visitors and Vehicles tabs, operational KPIs (Pending Visits, Today's Visits, Today's Visitors, Overstaying Visitors), status filters and export. Found under Access → Visit Records.

## 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](/access/visit-details).

## 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.

## 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](/security/visit-security).

## 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.

| Card | What it counts |
| - | - |
| **Pending Visits** | Pending visits starting within 24 hours. Clicking it filters the list to those visits. |
| **Today's Visits** | Today's approved visits, split into **Started** and **Upcoming**. |
| **Today's Visitors** | Today's visitors, split into **Checked In**, **Checked Out** and **Upcoming** (not yet checked in). |
| **Overstaying Visitors** | Visitors who checked in but did not check out before the end time of their visit ("Still checked-in past visit end time"). |

Users whose role also includes the analytics feature see **View Dashboard**, which opens the visits
report in **Analytics and Insights**.

## Visits tab columns

| Column | Meaning |
| - | - |
| **ID** | The visit number. |
| **Host** | The tenant who registered the visit. |
| **Unit** | The host's unit for the visit. |
| **Visitors** | The visitors on the visit. |
| **Vehicles** | The visitors' vehicles on the visit. |
| **Category** | The visit category. Hidden when **Visit Category** is set to **Hidden** in **Access → Visit Settings**. |
| **Code** | The visit code, used by security to find the visit. |
| **Request time** | When the host registered the visit. |
| **Start Time**, **End Time** | When the visit starts and ends. |
| **Status** | **Pending**, **Approved**, **Rejected** or **Canceled**. |

## Visit statuses

| Status | Arabic | Meaning |
| - | - | - |
| **Pending** | معلّقة | Waiting for staff to approve or reject it. |
| **Approved** | موافَق عليها | Approved by staff or automatically; visitors can be checked in. |
| **Rejected** | مرفوضة | Rejected by staff or automatically. |
| **Canceled** | ملغاة | The visit was canceled. A canceled visit has no actions. |

Visits can be approved or rejected automatically by the rules in **Access → Visit Settings**. See
[Visit Settings](/access/visit-settings).

## 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.

## 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**.

## 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.

| Column | Meaning |
| - | - |
| **Host** | The tenant who registered the visitor. |
| **First Name**, **Last Name** | The visitor's name. |
| **Email** | The visitor's email, with **Whitelist** and **Blacklist** buttons when allowed. |
| **Identification** | ID type and number, with **Whitelist** and **Blacklist** buttons when allowed. |
| **ID Photo** | The visitor's ID photo; click to view it. |
| **Phone Number** | The visitor's phone number, with **Whitelist** and **Blacklist** buttons when allowed. |
| **Nationality** | The visitor's nationality. |
| **Access Status** | **Whitelisted** or **Blacklisted**, when the visitor's email, phone number or ID is on a list. |

For how the whitelist and blacklist work, see
[Visitor whitelist and blacklist](/access/visitor-whitelist-and-blacklist).

## 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.

## Common questions about Visit Records

### 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**.

### 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.

### 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.

### 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**.

## Related pages

* [Visit details](/access/visit-details): approving and rejecting a visit, and its visitors and vehicles.
* [Visitor whitelist and blacklist](/access/visitor-whitelist-and-blacklist): whitelisting and blacklisting visitors by email, phone number or ID.
* [Visit Settings](/access/visit-settings): auto-approval rules, visitor fields and visit categories.
* [Access Logs](/access/access-logs): check-in, check-out and denial history.
* [Visit Security](/security/visit-security): how guards check visitors in and out.


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