This article will go through the steps to get started with VisitLog in your organization.
With VisitLog, you get full control over your company’s visits. You can quickly and easily manage incoming visits, book meetings and send automatic reminders to visitors and hosts. This will ensure a smooth and efficient visitor experience for both visitors and employees.
1. Setup hardware
VisitLog comes with multiple hardware options most popular being floor standing kiosks. These are preinstalled with the latest version of VisitLog and all necessary drivers. Position the kiosk in a suitable spot, easily seen by arriving visitors. Connect the kiosk to a power outlet and to your desired network. You can read more about the system requirements for VisitLog HERE.
2. Connect to a SQL
After setting up the hardware, VisitLog has to be connected to a SQL Server. The SQL can be located at one of the following options:
- Installed on client (local database)
- On-premise (central database)
- VisitLog cloud (cloud database)
- AzureSQL (cloud database)
2.1 Install VisitLog on multiple clients
VisitLog can be installed on multiple clients and then be connected to the same SQL Database. Be sure to download the same build version of VisitLog on all clients.
- Download VisitLog
- Connect to SQL Database (with credentials)
- Connect to SQL Database (without credentials)
If you need MSI files and further instructions on how to deploy the software to multiple users, please contact our support.
3. Configure VisitLog
Before launching the Visitor application you should take the time to configure VisitLog to your company’s needs and desires. Here is a checklist of the most important setups:
3.1 Importing hosts
Visitors will have to enter their name in VisitLog as well as their hosts name. Therefor it’s important to add hosts (your employees) to VisitLog. Here are a different options regarding importing hosts:
- Manually add hosts (Manually update host-list)
- Import hosts via Excel (Manually update host-list)
- Import hosts via Active Directory (Automatically updates host-list)
- Import hosts via Azure Active Directory (Automatically updates host-list)
3.2 Messages when sign in/out visitors
When a visitor logs in through VisitLog a message can be sent to the host informing them of their arrival. The messages can be sent with sms or with email through a SMTP. Below are some common options.
- VisitLog Cloud SMS
- VisitLog SMTP
- Your own SMTP
- Office365 SMTP (Requires Modern Authentication/OAuth 2.0)
3.3 VisitLog App
With the VisitLog App you are able to access an emergency list with your visitors, prebook visitors and log in visitors all through your phone. Read more on how to set up and use the app below.
3.4 Outlook Plug-in
The VisitLog Outlook plug-in creates a menu option in Outlook that allows users to create a prebooking of selected meeting participants. Here is how to deploy the plug-in and how to use it:
Every organizations has to account for GDPR and VisitLog can easily be adjusted to fit your demands. You can set how long visitor data is saved and what should be done with said data after a visitor logs out of VisitLog. Read more about GDPR-settings bellow.
Both the visitor login screen and visitor-badges are customizable to fit your company. You can change the colors, fonts, add backgrounds and logos to our visitor login screen. The badges can also me customized to display the information you desire. Below are some examples of how the visitor screen can be design as well as a guide to designing visitor badges.
3.7 Other common configurations
Read more about other common settings and useful functions here:
- Add or remove login-fields
- Method used to check out
- Users and roles
- Emergency list
- Auto suggest previous visitor
- Limit host search to predefined list
Once you have configured VisitLog, it’s time to launch the service. VisitLog offers training for both Administrators and users (contact us for more info) but you as an administrator have of course the possibility to train your users yourself based on the knowledge you have gathered.
Please search our support forum for more information.
5. Common ways for users to work with VisitLog
Read more about how you and your users can use VisitLog here:
- Sign in or log out visitor
- Pre-book visitors
- Export statistics to excel
- Prebook with Outlook Plug-in
- VisitLog App
Do you have any questions about getting started with VisitLog? Feel free to contact us by creating a ticket HERE.