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How to create a Pre-booking

This guide is to walk the reader through how to create a pre-booking. 

  1. You can create a pre-booking from the Dashboard and then Add New Visit.


  2. You can also create a pre-booking by going into Visits and clicking the plus symbol in the top right corner.


  3. This will take you to the event creation page, here you can start adding in the details of the event.
  4. You will first need to give the event a name. I would recommend giving a unique identifier, such as a date or meaningful number.



  5. You can then select the Visit Type. The visit type determines what workflows and pass design options the visitor will see and get to choose from.
    1. To create a Visit Type, please see this guide.

       


  6. The start and end date will determine how long the event will be going for. It also denotes how long that the visitor pass will last for. You can click on any of these boxes and click on the calendar icon to select the dates.

      

  7. You can then set a start/end time/date of the event.



  8. You can also add any notes to the event, as well being able to see anyone with access to the 5D portal.

      

  9. To add visitors to the system you have two options. You can either add from a pre-existing list or by adding someone new to the system. Use the top right of the Visitor box.



  10. By clicking the first icon, you’ll then be able to select an option from the existing list of people.

      

  11. This will take you to a list of all your visitors and contractors that have been signed in to the system previously. You can start adding records to the event by clicking select.



  12. You can use the search function to search for specific record.

      

  13. When done adding all the records you need click Submit.



  14. You can add a new record to the list by clicking the plus symbol in the top right of the Visitor(s) box.

      

  15. When an overlay appears, it allows you to enter the details of the visitor who will be arriving on site. Starting from the top, there is a Visitor Type section, where either a visitor or contractor record can be selected. If a contractor record is selected, it will be saved as a contractor record type and will be available in the Contractor module, provided you also have access to this module.



  16. You can start adding the details of the visitor, First Name and Surname are the only required fields for the this to start working.



  17. If you add email address to the record, this will send out an invite to the site. If contactless is enabled a QR code will be present on the email, and they can use this to speed up sign on the touchscreen.

      

  18. Company and Vehicle Registration are optional fields if this something you want to capture.



  19. There is also a field for inputting the visitor’s allergy information; This field is optional, but will appear on any passes printed for this visitor.

     
     
  20. When you are done, click Submit to save the record.

      

  21. Now all the visitors have been added to the system; you will need to add hosts and attendees to the event. In the box labelled Host(s), click the icon in the top right to start adding hosts.

      

  22. This will take you to a list with regular contractors and staff members. Here you can select who you want to attend the site; this is done by clicking the Select button next to their name. N.B. Any record with an email address will be notified that they have been invited to an event and when a visitor signs in, they also receive an email letting them know.



  23. Click Submit to save any changes.

      

  24. You change whether the staff member or regular contractor is a host or an attendee of the event, by using the dropdown box to select their role in the event.



  25. Click the green save icon to save the event. This will also send out any email to the attendees.