Authorised Organisations
You can manage authorisations at an individual and organisation level.
When
an individual signs in, VisitorRego will check the authorisation requirements for the individual
and organisation. If either level is not compliant the individual will be
denied access.
The Authorised Organisations page lists the organisations of individuals who require authorisation to be onsite. Organisations can be added and authorisations can be assigned and certified.
Access Authorised Organisations
1. Using your web browser, navigate to website https://p.visitorrego.com/ and log into VR Portal.
2. Hover over Authorisations 
in the navigation menu on the left.
3. Click on Organisations in the Authorisations menu.
If your VR portal login has access to more than one site you will be able to toggle between sites using the site selector drop-down field.
To switch sites, click on the Sites drop-down field at the top left of the page, then select which site you wish to maintain.
Adding an Organisation
Organisations are automatically added when an individual with an organisation name is added as an authorised individual.
To add an organisation, you can either add an individual with the organisation name, or you can add an organisation manually by following the steps below.
1. Click on the button 
to add an organisation. The Add Organisation window will appear.
2. Enter the details of the organisation.
The most important details to enter would be the Organisation Name.
The details of the organisations manager can also be entered. If the manager is already setup as an individual, you would need to enter the same name and email address as what is associated with their individual entry. If the manager has not already been added as an individual, after entering their details in the Add Organisation window they will be added as an individual.
3. Click on the Add button to add the organisation (and assign the manager).
Adding a Company Manager to an Existing Organisation
1. From the Authorised Organisations page, click on the organisation you want to add a company manager to.
2. In the Details section of the page, enter the managers details and click the Update button.
If the manager is already setup as an individual, you would need to enter the same name and email address as what is associated with their individual entry. If the manager has not already been added as an individual, after entering their details in the Add Organisation window they will be added as an individual.
Assigning an Authorisation to an Organisation
1. From the Authorised Organisations page, click on the organisation name that you want to add an authorisation to.
2. Click on Authorisation(s) to expand the authorisations section of the page.
3. Click on the button 
to assign an authorisation.
3. Select the authorisation(s) that is to be assigned to the organisation.
If there are no authorisations available to select, then there has not been any added yet.
Authorisations for organisations can be added on the Authorisation Templates page. For instructions to add an Organisation Authorisation, please refer to the Authorisation Templates knowledge base article found here.
4. Click on the Add Checked Authorisation(s) button to assign the authorisation.
At this point, depending on how the authorisations were set up, the organisation will be automatically certified, or require action to manually certify.
If the organisation has a red x symbol in the fit column, the authorisation(s) they have assigned will need to be manually certified. If they have a green tick icon in the fit column, they are already certified.
For instructions to manually certify an authorisation, skip to the Certifying an Authorisation section.
Authorisations
can be set up to be automatically certified when assigned to an organisation. When an authorisation is not setup to be automatically
certified, an administrator needs to manually certify the authorisation
for an organisation. See the Certifying an Authorisation section for instructions to manually certify an authorisation.
For
instructions and information on the various ways of how authorisations
can be set up, please refer to the Authorisation Templates knowledge
base article found here.
Certifying an Authorisation
1. From the Authorised Organisations page, click on the organisation name that you want to certify an authorisation for.
2. Click on Authorisation(s) to expand the authorisations section of the page.3. Click on the name of the authorisation that you want to certify.
4. Enter the Certified On date, or click the Today button on the right to fill the field with today's date.
5. Enter the expiry date for the authorisation into the Expires field, or click the 12 Months button to fill the field with the date 12 months from today's date.
If a PDF document or image needs to be uploaded to support the organisations authorisation certification, click the Upload PDF button. A photo can also be taken and uploaded using you PC's webcam by clicking on the Take Photo button.
6. Click on the Certify button to certify the authorisation for the organisation.
If the organisation has more than one authorisation assigned, repeat the above steps to certify each authorisation.
Once all authorisations are certified, the icon in the Fit Organisation column will change to a green tick 
to indicate that they are now fully certified.
Maintaining an Existing Organisations Details
To maintain an existing organisations details, click on the name of the organisation you want to make changes to. The organisations profile window will appear allowing you to freely edit the details.
Once the changes have been made, click the Save button to hold the changes.
Organisations can be deleted from the Authorised Organisations page by clicking on the rubbish bin icon on the very right of each row.
Recertify an Authorisation
1. From the Authorised Organisations page, click on the organisation name that you want to recertify an authorisation for.
2. Click on Authorisation(s) to expand the authorisations section of the page.
3. Click on the name of the authorisation that you want to recertify.
4. Enter the Certified On date, or click the Today button on the right to fill the field with today's date.
5. Enter the expiry date for the authorisation into the Expires field, or click the 12 Months button to fill the field with the date 12 months from today's date.
6. Click on the Certify button to recertify the authorisation for the organisation.
Reports are automatically sent to Site Administrators every Monday which list all authorisations for individuals and organisations that are due to expire or are not certified.
Authorisations are only reported on if the authorisation is set to Auto Notify.
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