Visitor Management

Visitor Management helps you track and manage all guests entering your buildings in Evolution. You can record visitor details, mark arrivals and departures, and produce visitor badges for security and compliance.

This feature integrates with room bookings and other modules, allowing you to streamline visitor check-in, ensure accurate records, and maintain a safe environment for staff and guests.

Modules > Visitor Management > Visitor Management

The link will open the Visitor Management grid. It is a grid view which can be searched, sorted and customised as normal.

If the Visitor has been added via a room booking, the following fields may be auto-populated: Building, Name, Email, Expected and Host Name.

To add a new Visitor click New , to edit an existing Visitor click Edit . A pop up window will appear which will allow the creation or amendment of a Visitor.

Click to view - Visitor Management Fields and Descriptions

Field Name	Description
Building	From the drop down select the Building. Available from 7.0.0.0 It is possible to display the relevant parent/child relationship data in this auto-complete by enabling the Enable Hierarchical Auto-Completes option in the General Preferences page.
Status	From the drop down select the Visitor Status, see Visitor Status.
Name	The name of the Visitor.
Company	The company the Visitor works for.
Email	The email address of the Visitor.
Car Reg No	The car registration number of the Visitor.
Pass Number	The Visitor Pass number on the Visitor badge.
Booking Ref	Auto-populated with the booking reference number if the Visitor has been added by a Facilities Booking.
Expected	The expected date / time of arrival.
Arrived	The actual date / time of arrival.
Departed	The date / time of departure.
External Visitor	Check the box if the Visitor is External to the company.
Escort required	Check the box if an escort is required for the Visitor.
Remote Attendee	Check the box if the Visitor is booked in for a Conference Line Booking - Conference Booking module only.
User Defined	A user defined box for Visitor booking - this can be used for any required purpose.
Host : Name	The hosts name from the booking or who is managing the Visitor.
Telephone	The primary contact telephone number for the employee hosting this visit (e.g., mobile, desk phone, extension). Reception staff use this number to notify the host when their visitor arrives at the front desk or security checkpoint. The phone number is also provided to security or emergency services if the visitor needs urgent assistance or cannot locate their host. Should be a currently monitored line to ensure prompt visitor collection and minimize reception waiting times. Accepts various formats including international numbers with country codes.
Email	The primary email address for the employee hosting this visit, used by the system to send automated notifications about visitor bookings, arrival confirmations, and departure alerts. The host receives an email when their visitor checks in at reception, enabling them to come and collect their guest. Also used for pre-visit confirmation emails and to send visitor access passes or parking permits in advance. Should be a regularly monitored business email account to ensure timely visitor management. Essential for maintaining visitor audit trails and compliance with site security protocols.
Alternative Host: Name	A name of an alternative host.
Telephone	The telephone number of the alternative host
Email	The email of the alternative host.
Note	Notes relevant to the Visitor

Complete the fields and click Save . Once the Visitor header has been completed and saved new icons will appear to allow Visitors to be quickly marked as arrived or departed.

Additional Visitor Management Icons

Icon	Feature	Description
	Set as Arrived	Mark the Visitor as arrived.
	Set as Departed	Mark the Visitor as departed.
	Print Visitor Badge	Print the Visitors badge.

Complete the fields and click Save and Close .