Accessing and using VR Portal as an Organisation Manager
As a manager responsible for overseeing the access and authorisations of your colleagues, this article will walk you through the step-by-step process of efficiently managing your team within VR Portal.
In this article, we will cover various essential tasks, including logging into VR Portal, adding colleagues to your organisation, assigning specific authorisations to each individual, and sending them onboarding invitation emails.
Registering as a user to access VR Portal
1. Using your web browser, navigate to website https://p.visitorrego.com/.
2. Click on Register A New User and fill in your First Name, Last Name and Email address.
3. Set a password of your choice in the Password field and confirm it by entering the same password in the Confirm field.
4. Click on the Register button to proceed with registering a new user.
5. Read the terms & conditions, then select the I Agree And register button.
A
window will appear, acknowledging the registration and advising that an
email has been sent with a link to confirm the email address.
6. Open the email that was sent to you, then confirm your email address by clicking the link.
The link should open the website and display the message below.
If you can't find the email, please check your junk folder.
Logging into VR Portal
1. Log into VR Portal by navigating to website https://p.visitorrego.com/.
2. Enter your email address and password, then click the LOGIN button.
If you can’t remember your password, click the Forgot Password button which will allow you to update your password. Instructions to reset your password can be found here.
Authorisations and Authorised Sites
Upon logging into VR Portal, you will land on the Authorisations page which lists the customer sites you are being authorised to access, your "Fit" status and your organisations "Fit" status.
Click on a customer site name to open its details window.
Explanation of what each section is for
Authorisations - Lists individual authorisations assigned to yourself, your current "Fit" status, certification and expiry dates, proof document, definition document, questionnaire and questionnaire response.
Authorisations inherited - Lists organisation authorisations assigned to company, current "Fit" status, certification and expiry dates, proof document,
definition document, questionnaire and questionnaire response.
Authorisations Assignable - Lists individual authorisations that the site has granted you permission to assign to your colleagues.
Colleagues - Lists all individual contractors that belong to your company (colleagues) and their current "Fit" status. This is also where you are able to add new colleagues.
Audit - Displays a comprehensive record of all events pertaining to your company's authorisation for accessing the site, creating an audit trail for reference and tracking purposes.
Adding a Colleague
1. Click on Authorisations 
in the navigation menu on the left.
2. Click on a customer site name to open its details window.
3. Click on the Colleagues section within the site details window to expand it.
4. Click on the button 
to add a colleague. The Add Individual window will appear.
3. Enter the details of the individual.
The most important details to enter would be the individuals First Name, Last Name, Organisation and Email address.
The same email addresses cannot be used for more than one individual. The email address is the unique identifier.
If
the individual does not have their own email address, VisitorRego will
generate a placeholder email address automatically when saving.
For
individuals who don't have their own email address but still need an
invitation email sent to complete a questionnaire, a secondary email
address can be entered into the Email Contact field. This could be your own email address for example.
3. Click on the Save button to add the individual.
Assigning an Authorisation to a Colleague
1. Click on Authorisations in the navigation menu on the left.
2. Click on a customer site name to open its details window.
3. Click on the Colleagues section within the site details window to expand it.
4. Click on the icon in the fit column for the individual you wish to
assign an authorisation to. The authorisation window for the individual
will appear.
The icon can appear as a white box 
, a tick 
, a keep out symbol 
or a red x symbol 
depending on the authorisation status for that individual.
3. Click on the button 
to assign an authorisation.
4. Select the authorisation that is to be assigned to the individual.
5. Click on the Save button to assign the authorisation.
Sending an Onboarding Invitation to a Colleague
The invitation serves as an onboarding mechanism for individuals, facilitating the completion of necessary tasks to obtain authorisation.
The email instructs the individual to click on a button that opens a web page. The web page lists all the individual authorisations assigned to themselves.
To meet the authorisation requirements for accessing the site, individuals may need to review the onsite requirements by reading a PDF document, submitting a proof document (such as a certificate or filled-in form), or completing a questionnaire.
To meet the authorisation requirements for accessing the site, individuals may need to review the onsite requirements by reading a PDF document, submitting a proof document (such as a certificate or filled-in form), or completing a questionnaire.
the invitation email can be sent by following the steps below.
1. Click on Authorisations in the navigation menu on the left.
2. Click on a customer site name to open its details window.
3. Click on the Colleagues section within the site details window to expand it.
4.
Click on the icon in the fit column for the individual you wish to send
an invitation to. The authorisation window for the individual will
appear.
5.
Click on the Send Invite button.
6.
Click Yes, send when prompted to send the invitation email.
The
invitation email will be sent to the individual if they have a valid
email address assigned. If the individual does not have a valid email
address but has a valid email address assigned in the Email Contact field, the email will be sent to the email contact.
Uploading a Proof Document against an Authorisation
If an authorisation requires a supporting document, you can conveniently
upload the proof document directly through VR Portal. This circumvents the need for the individual to handle the upload process via
the invitation email.
1. Click on Authorisations in the navigation menu on the left.
2. Click on a customer site name to open its details window.
3. Click on the Colleagues section within the site details window to expand it.
4.
Click on the icon in the fit column for the individual. The authorisation window for the individual will
appear.
5. Click on the name of the authorisation that you want to upload proof to.
6. In the Authorisation window that appears, click the Upload PDF button, then open the file that you want to upload.
A photo can be taken instead using your PC's webcam by clicking on the Take Photo button. This then becomes the proof document.
7. Click on the Add Proof Document button to complete the process.
It is also possible to upload a proof document against an Organisation Authorisation or your own individual Authorisation.
To upload proof against an Organisation Authorisation, click on the Authorisations Inherited section of the site details window. Click on the name of the authorisation that you want to upload proof to, click the Upload PDF button to open the file that you want to upload, then click on the Add Proof Document button.
To upload proof against your own individual Authorisation, click on the Authorisations
section of the site details window. Click on the name of the
authorisation that you want to upload proof to, then click the Upload PDF button to open the file that you want to upload, then click on the Add Proof Document button.
Dashboard
The Dashboard page displays a line chart which captures all of your individual sign-ins across all sites you've been given authorisation to access.
To access the dashboard, click on Dashboard in the navigation menu on the left.
Sign-ins can be displayed for the last 24 hours, the last 30 days
or the last 90 days. To change the range, click on the drop down field
at the top right of the page, then select one of the three options.
The total number of sign-ins is displayed on the right side of the page.
Visits
The Visits page allows you to view reports of all sign-in's you've made across all sites you've been given authorisation to access.
Reports can be created for a specific date range and filtered to only show specific information using the search function. Once a report is created, the information can be exported in a number of ways.
Reports can be created for a specific date range and filtered to only show specific information using the search function. Once a report is created, the information can be exported in a number of ways.
To access the Visits page, click on Visits in the navigation menu on the left.
The details of your sign-in's can be viewed directly on the Visits page.
to drill down on a specific sign-in, simply click on the record to bring up the details window and the information will be displayed.
to drill down on a specific sign-in, simply click on the record to bring up the details window and the information will be displayed.
To view sign-in's that occurred within a certain time frame, use the date range pickers which are found near the top of the page above the column headers.
To set your date range, start by clicking on the
from date picker button, then select the
from date.
Once your
from date is set, click the
to date picker button, then select the
to date.
Sign-in's that occurred within the selected period will be displayed on the page.
To export all information currently displayed on the page, click the
Export drop-down field found at the top right of the page
There are several ways the information can be exported.
Copy - The information is copied to clipboard, allowing you to paste it into another application.
CSV - The information is exported to a CSV file which can be accessed using Excel.
PDF - The information is exported to a PDF file.
Print - The information is printed out.
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