> ## 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 Settings > The Visit Settings screen of the RAY admin portal configures visitor management: auto-approval and auto-deny rules, daily visitor limits, notification emails, host and visitor terms and conditions, transportation mode, which visitor and vehicle fields are hidden, visible or required, and visit categories with minimum and maximum durations. Found under Access → Visit Settings. ## Summary The **Visit Settings** screen in the RAY admin portal controls how visitor management works for the organization: which visits are approved or denied automatically, how many visitors a unit can have per day, who is emailed about new requests, the terms hosts and visitors see, which visitor and vehicle details tenants enter, and the visit categories tenants choose from. Each tab has its own **Save** button. ## Where to find the Visit Settings screen * Menu: **Access → Visit Settings** (Arabic: **الوصول ← إعدادات الزيارة**) * Tabs: **General Settings** (الإعدادات العامة), **Visitors** (الزوار), **Vehicles** (المركبات) and **Visit Categories** (فئات الزيارات). ## Who can access the Visit Settings screen Users with an **Admin** role that includes the visitor management feature. ## Visit auto-approval and auto-deny rules The **Rules** section of the **General Settings** tab has five checkboxes: | Rule | What it does | | - | - | | **Email host on visit update** | When a visit's status changes, the host receives an email that includes the visit terms and conditions, if any. | | **Notify host on checkout** | Hosts are notified when a visitor is checked out. | | **Auto approve whitelisted** | Visits are approved automatically if all the visitors are whitelisted. | | **Auto deny blacklisted** | Visits are denied automatically if one of the visitors is blacklisted. | | **Auto approve visits based on number of visitors** | Visits with a visitor count less than or equal to **Maximum Visitors Count** are approved automatically. | **Auto approve whitelisted** and **Auto deny blacklisted** require **Email**, **Phone Number** or **Identification** to be set to **Required** in the **Visitors** tab, because visitors are whitelisted and blacklisted by those values. Until then the rule shows "Requires Email, Phone Number, or Identification to be set to Required." with a **Go to Visitor Settings** link. See [Visitor whitelist and blacklist](/access/visitor-whitelist-and-blacklist). **Maximum Visitors Count** is enabled and required only when **Auto approve visits based on number of visitors** is ticked. It must be between 1 and 100. ## Daily visitor limits **Enable Daily Visitor Limits** on the **General Settings** tab lets admins set a **Maximum Number of Visitors** for each **Day of the Week**, Sunday to Saturday. The limit applies to the selected unit, or to the user if no unit is linked. When the option is ticked, at least one day must have a value, otherwise the message "Please provide a maximum visitors value for at least one day, otherwise disable the visitor limits option." is shown. ## Visit notification and terms settings | Setting | Meaning | | - | - | | **Default Auto Deny Reason** | The reason used when a visit is denied automatically. | | **Emails to Notify** | Email addresses that receive a message about new visit requests. Separate several addresses with commas. | | **Host Terms and Conditions** | Terms shown to the host. Can be entered per language. | | **Require Acceptance of Host Terms & Conditions** | When ticked, the host must accept the terms before submitting a visit. | | **Visitor Terms and Conditions** | Terms for visitors. Can be entered per language. Security sees them on the visit in **Security → Visit Security**. | ## Transportation mode, visit purpose and visit category | Setting | Options | Meaning | | - | - | - | | **Transportation Mode** | **Vehicular**, **Pedestrian**, **Vehicular and Pedestrian** | How visitors arrive. With **Pedestrian** only, the **Vehicles** tab cannot be changed and guards do not see a vehicles section on the visit. | | **Visit Purpose** | **Hidden**, **Visible**, **Required** | Whether hosts give a purpose for the visit. | | **Visit Category** | **Hidden**, **Visible**, **Required** | Whether hosts choose a visit category. With **Hidden**, the **Category** column and field are not shown in Visit Records. | ## Visitor field settings The **Visitors** tab sets each visitor detail that hosts enter to **Hidden**, **Visible** or **Required**: **First Name**, **Last Name**, **Identification** (includes ID Type, ID Number and Issuing Country), **ID Photo**, **Email**, **Phone Number**, **Nationality**. Hidden fields are not shown in Visit Records or on the visit's detail page. The tab also shows the **Whitelist and blacklist fields** message: whitelisting and blacklisting by **Email**, **Phone Number** or **Identification** is only possible when that field is **Required**; with **Visible**, an existing status can only be removed. ## Vehicle field settings The **Vehicles** tab sets each vehicle detail to **Hidden**, **Visible** or **Required**: **Nickname**, **Plate Number**, **Make**, **Model**, **Color**, **Year**. The settings cannot be changed while **Transportation Mode** is **Pedestrian**. ## Visit category fields The **Visit Categories** tab lists categories with **Category ID**, **Category Name**, **Minimum Visit Duration** and **Maximum Visit Duration**, with **Edit** and **Delete** on each row. | Field | Required | Meaning and rules | | - | - | - | | **Name** | Yes | The category name. Can be entered per language. | | **Minimum Visit Duration** | No | Tick to set it, then enter a number (at least 1) and choose **Hours** or **Days**. | | **Maximum Visit Duration** | No | Tick to set it, then enter a number (at least 1) and choose **Hours** or **Days**. Cannot be shorter than the minimum. | | **Audience** | Yes | **All Users**, or **Specific Users and Groups**: the users the category is for. | ## How to change the visit settings 1. Open **Access → Visit Settings**. 2. Choose the **General Settings**, **Visitors** or **Vehicles** tab. 3. Change the settings. 4. Click **Save**. Each tab is saved on its own. ## How to add a visit category 1. Open **Access → Visit Settings**, **Visit Categories** tab. 2. Click **Add**. 3. Enter the **Name**. 4. Optionally tick **Minimum Visit Duration** and **Maximum Visit Duration** and enter each duration in **Hours** or **Days**. 5. Choose the **Audience**. 6. Click **Save**. To edit or delete a category, click **Edit** or **Delete** on its row in the **Visit Categories** tab. ## Common questions about Visit Settings ### How do I approve small visits automatically? Tick **Auto approve visits based on number of visitors** in **General Settings** and enter the **Maximum Visitors Count** (1 to 100). Visits with that many visitors or fewer are approved automatically. ### How do I limit how many visitors a unit can have per day? Tick **Enable Daily Visitor Limits** in **General Settings** and enter a **Maximum Number of Visitors** for at least one day of the week. ### Why can't I tick Auto deny blacklisted? **Email**, **Phone Number** or **Identification** must be set to **Required** in the **Visitors** tab first. Click **Go to Visitor Settings** in the message under the rule. ### Why are the vehicle settings greyed out? **Transportation Mode** is set to **Pedestrian**. Choose **Vehicular** or **Vehicular and Pedestrian** in **General Settings** to collect vehicle details. ## Related pages * [Visit Records](/access/visit-records): the visits these settings apply to. * [Visitor whitelist and blacklist](/access/visitor-whitelist-and-blacklist): whitelisting and blacklisting by email, phone number or ID. * [Visit details](/access/visit-details): approving and rejecting visits manually. * [Visit Security](/security/visit-security): what guards see at the gate. This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.