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Summary

The Visit Security screen in the RAY admin portal is the security guard’s screen for visitors. The guard finds a visit by scanning the QR code the visitor shows or by typing the visit code, then checks each visitor in or out, or denies a visitor entry with a reason. Every check-in, check-out and denial is recorded in Access → Access Logs.

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Where to find the Visit Security screen

  • Menu: Security → Visit Security (Arabic: الأمن ← أمن الزيارات)
  • After a visit is found, its page opens with the breadcrumb Visit Security followed by the visit code.

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Who can access the Visit Security screen

Users with a Security role that includes the visitor management feature. Admins and Operators manage visits from Access → Visit Records instead.

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How to find a visit at the gate

  1. Open Security → Visit Security. The screen reads “Please scan visit QR or enter visit code to check in visitors”.
  2. Click Scan QR Code and hold the visitor’s QR code to the camera, or type the visit code in Code and click Go. On devices that support NFC, an NFC button is also shown.
  3. The visit’s page opens. If the code is not found, an error message is shown.

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Visit Security visit page

The visit page shows:
  • A banner: Expired when the visit’s end time has passed, otherwise Rejected or Approved.
  • The host’s card with Unit, Address, Category, Visitor Terms and Conditions, Start Time and End Time.
  • Visitors: one row per visitor with the visitor’s name, photo and status (Checked In, Checked Out or Denied). Expanding a visitor shows the visitor fields that are not hidden in Access → Visit Settings: First Name, Last Name, Email Address, Phone Number, identification (ID Type, ID Number, Issuing Country) and Nationality.
  • Vehicles: shown when Transportation Mode includes vehicles. Lists Plate Number, Color, Make, Model, Year and Nickname for each vehicle.

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How to check in a visitor

  1. Find the visit in Security → Visit Security.
  2. Click Check In on the visitor’s row.
To check in all visitors at once, click Check In at the top of the visit page. It is shown when no visitor is currently checked in. Check In is not available once the visit has expired or was rejected.

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How to check out a visitor

  1. Find the visit in Security → Visit Security.
  2. Click Check Out on the checked-in visitor’s row.
To check out all visitors at once, click Check Out at the top of the visit page. It is shown when every visitor is checked in. Visitors can still be checked out after the visit has expired.

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How to deny a visitor entry

  1. Find the visit in Security → Visit Security.
  2. Click Deny on the visitor’s row.
  3. Optionally enter a reason and click Deny.
The visitor’s status becomes Denied, and the denial and its reason appear in the Visitor Log of Access → Access Logs. Deny is shown for visitors who are not checked in, while the visit is neither expired nor rejected. Once a visitor is denied, the Check In and Check Out buttons at the top of the visit page are no longer shown.

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How to update a visitor’s details at the gate

  1. Find the visit and expand the visitor in Visitors.
  2. Edit the details, for example the ID Number or Nationality. Fields set to Required in Visit Settings must be filled.
  3. To add or replace the visitor’s photo, upload an image on the visitor’s row.
Visitor details cannot be edited once the visit has expired.

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How to add a vehicle to a visit

  1. Find the visit in Security → Visit Security.
  2. In Vehicles, click Add.
  3. Enter the Plate Number, Color, Make, Model, Year and Nickname.
  4. Click Save.
Add is disabled when the visit has expired or was rejected. The Vehicles section is not shown when Transportation Mode is Pedestrian.

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Common questions about Visit Security

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Why can’t the guard check in a visitor?

The visit has expired or was rejected. Check In is only shown for visits that are still within their end time and not rejected.

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Can a guard check out a visitor after the visit has ended?

Yes. Check Out stays available for checked-in visitors after the visit expires. Visitors still checked in after the end time are counted as Overstaying Visitors in Access → Visit Records.

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Where does the guard see the visitor terms and conditions?

On the host card of the visit page, under Visitor Terms and Conditions. They are set in Access → Visit Settings → General Settings.

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Why is there no Vehicles section on the visit?

Transportation Mode in Access → Visit Settings is set to Pedestrian.