Administrator's Guide – Reports: Visitors List report
This page describes how to use the Visitors List report.
Note: Matrix Booking has a feature switch that prevents general users from seeing each other’s external visitors. This feature will therefore keep external visitor information confidential between general users. Only Administrators will have access to external visitor information in the External Directory screen. This feature is switched off by default. To switch this feature on, raise a support ticket.
Contents
Visitors List report
To use the Visitors List report:
Select Reports in the top bar.
Select Visitors List under the Visitors section in the side menu.
The Visitors List report screen will appear.
Select the search parameters that you want.
Select Refresh.
If you change any filters, select Refresh again to see the new results.
Select Export to download the report as a
.csvfile.Select Print to download your report as a
.pdffile.
Search parameters
You can search on the:
Date range (for example, Tomorrow)
Visitors
Search visitors
Choose Columns filters
The full list of Choose Columns ▼ filters is as follows:
Date (selected by default)
When (selected by default)
Name (selected by default)
Phone
Car Registration
Company (selected by default)
Title
Visiting (selected by default)
Host Phone
Host Organisation
Check-in Time (selected by default)
Checkout Time (selected by default)
Badge Number
Action (selected by default)
Add a visitor
There are two ways to add a visitor:
Make or edit a booking and add external visitors in the Attendees tab.
Add Visitor on Visitor List report.
To discuss our enhanced visitor management software and reporting, contact your Account Manager. To add a visitor using the Visitor List report:
Select Reports in the top bar.
Select Visitors List under the Visitors section in the side menu. The Visitors List report screen will appear.
Select Add Visitor.
The Add Visitor pop-up will appear.
Begin to enter the visitor’s name or email address in the search bar (red asterisk denotes required information).
Select their name from the drop-down list.
If the visitor isn’t listed, select Add new.
Enter their details in the text boxes provided.
Enter the details under the Visit Info section (red asterisk denotes required information).
Enter a message for the host if you wish (you must select Add and Check in to confirm the check-in).
Select either:
Add to add the visitor (and not check them in).
Add and Check in to add and check in the visitor (needed for the message to the host).
If you hover over the visitor’s check-in or checkout time, a pop-up will tell you who check the visitor in or out.
When a visitor checks in, Matrix Booking automatically sends an email to the meeting host to let them know. Visitors can check in and out multiple times a day. This will give multiple entries for the same visitor on the same day, but with different check-in and out times.
Check in a visitor
There are two ways to check in a visitor:
Add a visitor on the Visitor List report and select Add and Check in.
Check in in the Action column (only active on the current day).
To check a visitor in using the Check in button in the Action column:
Select Reports in the top bar.
Select Visitors List under the Visitors section in the side menu. The Visitors List report screen will appear.
Select Check in against the visitor.
The Check in [visitor] pop-up will appear.
Enter the relevant details.
Select Check in. The Check-in Time for the visitor will appear.
If you hover over the visitor’s check-in or checkout time, a pop-up will tell you who check the visitor in or out.
When a visitor checks in, Matrix Booking automatically sends an email to the meeting host to let them know. Visitors can check in and out multiple times a day. This will give multiple entries for the same visitor on the same day, but with different check-in and out times.
Note: The Matrix Booking Welcome app also allows visitors and staff to check in. For more information, see our user guide and our setup guide .
Check out a visitor
To check a visitor out using the Check out button in the Action column:
Select Reports in the top bar.
Select Visitors List under the Visitors section in the side menu. The Visitors List report screen will appear.
Select Check out against the visitor. The Check out [visitor] pop-up will appear.
Select Check out. The Checkout Time for the visitor will appear.
If you hover over the visitor’s check-in or checkout time, a pop-up will tell you who check the visitor in or out.
When a visitor checks in, Matrix Booking automatically sends an email to the meeting host to let them know. Visitors can check in and out multiple times a day. This will give multiple entries for the same visitor on the same day, but with different check-in and out times.
Limitations
The Visitors List report limitations are:
The Visitors List reports are limited to the first 2000 entries for all visitors and populates the report based on the search parameters you selected.
There’s only one view type to this report – you can’t change the view of this type of report.
You can’t view, edit, approve, end early, reject, or cancel any bookings.
You need to create a reception in your resource hierarchy before making bookings with visitors. Bookings with visitors won’t appear in the report until a reception has been set up. All bookings that have yet to take place and have visitors will need to be cancelled and remade to include them in the report.
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Daily Printed Agendas report
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Visitors Summary report