FAQ's

Expand the topics below to reveal support information

Shared and Serviced Offices

1. Shared/Serviced Offices will share their common location code with each of their companies situated in the building

2. You will need administrative access to be able to manage Common Location Codes in the Visitor Book Portal

3. Navigate to ‘Admin’ in the TAAP Visitor Book Portal

4. Select ‘Locations’

5. Select ‘View/Edit’ against the Location to access/add a Common Location Code

  • A ‘Common Location Code’ is used in scenarios where a company maybe in a shared/serviced office
  • The shared/service office will have their own Visitor Book for the first point of sign in
  • They will share their common Location code with each company in their building
  • Each company will need to link the shared/service office common Location code against their relevant Location in the admin section within the Visitor Book Portal
  • When the Visitor arrives at the shared/serviced office they will open the link from the email invite as normal and scan the Shared/serviced office QR code
  • This will then lookup the ‘Common Location Code’ against the companies Location and trigger the email notification to the organiser to say their visitor has arrived

Locations

1. You will need administrative access to be able to add a Location

2. Navigate to ‘Admin’ in the TAAP Visitor Book Portal

3. Select ‘Locations’

4. Select ‘Add Location’

5. Add your Location and click ‘Save’

1. You will need administrative access to be able to manage mandatory fields

2. Navigate to ‘Admin’ in the TAAP Visitor Book Portal

3. Select ‘Locations’

4. Select ‘View/Edit’ against the Location you need to manage the mandatory fields for

5. Select the mandatory fields you would like to set

a) Email

b) Phone number

c) Photo

6. Click ‘Save’

1. On setup of the system you will be allocated licences for a specific number of locations.

2. If you attempt to add more locations than you have licences allocated, you will see the message as shown. Your administrator will need to increase the licence quantity in order to add a new location.

• Against a Location you are able to add an additional email address that will be notified when a Visitor signs in

• This is in addition to the host being notified

Calendar Invite

Login

1. Enter email address and click ‘Reset Password’ on the login screen

2. The user will receive an email with a link to be able to change their password

1. Enter email address and click ‘Reset Password’ on the login screen

1. Contact your administrator to check that you are an active user in the system

Users

1. You will need administrative access to be able to add and manage users of the Visitor Book Portal

2. Navigate to ‘Admin’ in the TAAP Visitor Book Portal

3. Select ‘Users’

4. Select ‘Add User’

5. Enter the user's details and click ‘Save’

6. You will be able to set a default location and role to control what the user has access to and visibility of

7. Make sure the user is ‘Active’ for them to be able to login. If this is not ticked they will not be able to login

8. You will need to let the user know their username and password

  • You may have a default location set against you and therefore unless you have admin access you will not be able to see other location.
  • Admin roles should have access to view all locations
  • User roles if there is no default location should have access to view all locations.

Visitor Sign In and Out Process

1. You will need administrative access to be able to manage mandatory fields

2. Navigate to ‘Admin’ in the TAAP Visitor Book Portal

3. Select ‘Locations’

4. Select ‘View/Edit’ against the Location you need to manage the mandatory fields for

5. Select the mandatory fields you would like to set

a) Email

b) Phone number

c) Photo

6. Click ‘Save’

1. Admin users can download and print sign in and sign out QR codes via the ‘Admin’ button and navigating to a Location.

2. Users can navigate to ‘QR Codes’ via the home page

3. Select either the ‘Print Sign In QR code’ and/or ‘Print Sign Out QR Code’ to open and print

4.This will be generated for the Location the user has selected on the home page

  • In the Visitor Book against a Visitor you can click ‘Notified’
  • This will add a time stamp against the Visitor record to show when you notified the host of their arrival
  • If your visitor did not use the link in the email invite to sign in then you will not receive an email that your Visitor has arrived
  • If the host has not been automatically notified a ‘Notified’ button will appear against the visitor record within the Visitor Book
  • Reception can then click this when they have manually notified the host of their Visitor’s arrival
  • Where the host has been automatically notified it should show a timestamp automatically against the Visitor record within the Visitor Book
  • Web Application
    – Visitor selects the link in the meeting invite
    – The Web application will open for them to complete their mandatory fields
    – Visitor will need to obtain a sign in code from reception instead of scanning a QR code before being able to complete the sign in process
    – Visitor badge is generated
  • Mobile Application if downloaded from the play or apple stores prior to arrival
    – Visitor selects the link in the meeting invite
    – Mobile application will open
    – Visitor scans the sign in QR code
    – Visitor completes the mandatory fields and signs in
    – Visitor badge is generated
  • Scan the QR code using the camera control on the Visitors mobile
    – Your Visitor can use their camera on their device to scan the sign in QR code
    – This will either open the web application or mobile application
    – If this method is used the Visitor will need to enter the host details as part of the details they need to complete and sign in
    – An email notification will not be sent to the Host
  • Mobile Application – downloaded from the play or apple stores
    – Visitor opens the mobile Application and selects ‘Scan Sign in/Out QR code
    – Visitor scans the sign out QR code
    – Sign out is complete
  • If the Visitor does not have the mobile application they will need to go to reception to be signed out

Once signed in using the Web or mobile application a visitor badge will automatically be generated.

Your Visitor can then save their badge within their camera roll and iPhone wallet on their device to be able to show where needed.

Visitor Reporting

1. You will need administrative access to be able to search and export visitors data from the last 30 days

2. Navigate to ‘Admin’ in the TAAP Visitor Book Portal

3. Select ‘Search’

4. Enter your search criteria

5. View and export

1. You will need administrative access to be able to search Visitor’s data from the last 30 days

2. Navigate to ‘Admin’ in the TAAP Visitor Book Portal

3. Select ‘Search’

4. Enter your search criteria

5. Select a Visitor and click ‘Delete’

  • In the Visitor Book search for your Visitor
  • Click in the row
  • This will display all details captured for that they submitted when signing in.

Training/Demo

1. You will need administrative access to be able to add demo functionality to a Location.

2. Navigate to ‘Admin’ in the TAAP Visitor Book Portal

3. Click ‘Location’

4. Select the Location you wish to have the Demo functionality added to.

5. Tick the ‘Demo’ box

6. This will add functionality to show the Sign-in and Out QR codes and ability to delete Visitors from the Visitor Book screen.