Staff List

Staff List

Staff details can be added and maintained in many different ways depending on how your VisitorRego unit is set up.
The following knowledge base article looks at the Staff List page in VR Portal and provides instructions on how to add new staff, edit existing staff and delete staff. Additionally, it covers the process of importing a staff list via CSV.



Access the Staff List page


1. Using your web browser, navigate to website https://p.visitorrego.com/ and log into VR Portal.
2. Hover over Staff in the navigation menu on the left.
3. Click on Staff List in the Staff 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 a new staff member


1. Click on the button to add a staff member. The Staff Details window will appear.



2. Enter the details of the staff member.
The most important details to enter would be the staff members First Name, Last Name and Email address. Mobile would also be important to enter if SMS notifications are enabled on your VisitorRego unit.

3. Click on the Update button to add the staff member.

The staff member will be added to the list and will be showing on your VisitorRego unit in a few moments.

Editing an existing staff members details


1. From the Staff List page, click on the staff members name that you want to make changes to.
2. In the Staff Details window that appears, edit the staff members details and then click the Update button.



Deleting a staff member


1. From the Staff List page, find the staff member that needs to be deleted.
2. Click on the rubbish bin icon at the very right of the row.



The staff member will be deleted from the list.

Understanding Staff Detail fields


First Name - The staff members First Name.
Last Name - The staff members Last Name.
Title - The title of the staff member. Optional.
Dept. - The staff members department. Optional.
Email - The staff members email address. Used to send email notifications to the staff member when a visitor arrives to meet with them.
EmailCC - Entering an email address into this field will mean that both the staff member and the secondary email address are sent an email notification email when a visitor arrives to meet with them.
Mobile - The staff members mobile phone number. Optional. If this field is populated and SMS notifications are setup, an SMS will be sent to the staff member when a visitor arrives to meet with them.
Phone - The staff members contact phone number. Optional.
Personal ID - Staff can be setup with a reusable personal ID QR or barcode that can be used to sign in and out easily. The ID is the alphanumeric data that the QR or barcode equates to.
Expire Access - A date can be set in this field for when the personal ID should expire and no longer be usable.

Importing a staff list


You can also import a staff list into VR Portal. The staff list must be formatted as a CSV file with columns arranged in a specific order for successful importation.

1. Download the CSV template by clicking the Export drop-down field found at the top right of the page, then click on the CSV option.



2. Once you have downloaded the CSV template file, open it up using your spreadsheet editor (e.g. Excel).
3. Enter the staff details into the respective columns.


The most important details to enter would be the staff members name and Email address. Mobile would also be important to enter if SMS notifications are enabled on your VisitorRego unit.

4. Save the file as .csv (Comma Delimited).



5. Import the CSV file by clicking the Import File button found at the top right of the Staff List page in VR Portal.



6. Select the CSV file containing the staff details you have previously entered, then click Open.



Loading the list into VR Portal will require a few moments. During this process, you'll observe a pulsating VisitorRego logo indicating the loading progress. The loading process may require a bit of time, so please be prepared to wait until it's completed.


If the import was successful, a window will appear stating that the staff were uploaded.



You will then see the staff loaded on the Staff List page.
The information will automatically synchorinise to your VisitorRego unit.

When using this method to load a staff list, it will completely replace the existing list with the newly imported one.

Settings for individual staff members


In the Settings section of a Staff Details window, you have access to three important settings. Firstly, you can prevent any updates to the specific staff member's details, ensuring the staff record remains unchanged regardless of staff list updates, such as those from Active Directory.
Secondly, you can disable email notifications to the staff member when people sign in to meet with them, offering control over communication channels. Lastly, you can also disable SMS notifications to the staff member for sign-ins, providing further flexibility in managing notifications.

1. From the Staff List page, click on the staff members name that you want to change the settings for.
2. In the Staff Details window that appears, click on Settings to expand the settings section.



3. To enable settings for an individual staff member, check the checkboxes for each desired setting, then click the Update button.

Maintain by VR - Prevents any updates to the specific staff member's details, ensuring the staff record remains unchanged regardless of staff list updates, such as those from Active Directory.
No Email - This option disables email notifications to the staff member when people sign in to meet with them.
No SMS - This option disables SMS notifications to the staff member when people sign in to meet with them.


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