Create and manage visitors with Activate Home

Visitors can gain entry to your property through the Visitor Kiosk. To be allowed entry, your visitor will scan the Visitor Pass that can be sent via text or email.  

1. Add a Visitor Pass with the app
2. Add a Pass with the web portal
3. Bulk import Visitors
4. Edit a Visitor Pass
5. Sending Visitor Passes with calendar invites
6. What your visitors can expect 

Add a Visitor Pass with the app=

Step 1

After logging into the app, select Visitors from the quick action buttons of your home screen.

Step 2

All previously authorized visitors will appear here. To add a new visitor, select Add Visitor from the bottom of the screen and follow the onscreen prompts to create a new visitor. You then are given the option to add visitors from contacts, add a single visitor or add multiple visitors. 

Step 3

Enter the visitor's name and contact information. A phone number or email MUST be entered as the Visitor Pass is sent via text message or email. Then select Next in the top right corner.

Step 4

After inputting the contact information for your visitor, it will prompt you to confirm then complete the following.

• Visitor Type: Select from the options that best describe your visitor: Guest, Service, Contractor, Delivery, etc.
  
• Pass Type: Select from the options for the pass type: Today, Daily, Specific Date, Weekly, or Indefinite. (Note: Your property may not have all of the Property Type options listed.) 
  
• Start / End Time: The pass will only be valid during the hours provided.
  
• Add another visit: This gives you the ability to include multiple visitor passes for the same visitor.
  
• Notes to Staff: Add additional notes to provide staff if necessary.
  
• Notify others: This optional field allows you to include emails of people you would like to be notified upon your visitor checking in.

Note: The Visitor Pass is automatically sent at this time from an automated phone number or no-reply email. If you would like to customize your Visitor Pass messaging, select the existing Visitor Pass from the Visitor Screen and select Send Message. This will allow you to customize your text message or email, and the invite will be sent from your phone number or email address.

Add a Pass with the web portal

Step 1

After logging into the portal, select Visitors from the Features navigation on the left navigation menu or in the center features.

Step 2

Under All Visitors you can view your valid visitor passes. To add a new visitor, select Add Visitor in the upper right corner. This will prompt you to select between importing manually, importing via CSV, and downloading the sample CSV. Select Create Visitor Pass to create a singular pass.

Step 3

Enter the visitor's name and contact information. A phone number or email MUST be entered as the Visitor Pass is sent via text message or email. 

Step 4

After inputting the contact information for your visitor, it will prompt you to confirm then complete the following.

• Visitor Type: Select from the options that best describe your visitor: Guest, Service, Contractor, Delivery, etc.
  
• Pass Type: Select from the options for the pass type: Today, Daily, Specific Date, Weekly, or Indefinite. (Note: Your property may not have all of the Property Type options listed.) 
  
• Start / End Time: The pass will only be valid during the hours provided.
  
• Add another visit: This gives you the ability to include multiple visitor passes for the same visitor.
  
• Notes to Staff: Add additional notes to provide staff if necessary.
  
• Notify others: This optional field allows you to include emails of people you would like to be notified upon your visitor checking in.

Note: The Visitor Pass is automatically sent at this time from an automated phone number or no-reply email. If you would like to customize your Visitor Pass messaging, select the existing Visitor Pass from the Visitor Screen and select Send Message. This will allow you to customize your text message or email, and the invite will be sent from your phone number or email address.

Bulk import Visitors 

Visitors are able to be bulk imported via CSV in the web portal.

Step 1

After logging into the portal, select Visitors from the Features navigation on the left side or in the center features.

Step 2

Select Add Visitor in the upper right corner. This will open a drop-down menu. You will want to Download Sample CSV to know the required fields to create a visitor pass.

Step 3

The sample CSV will look like the example below.

• firstname: Include the first name of the visitor.
• lastname: Include the last name of the visitor.
• email: Email and/or phone number is required in order to send the visitor pass to the visitor. It can be one or the other, but at least one must be included.
• phone_no: Phone number and/ or email are required in order to send the visitor pass to the visitor. It can be one or the other, but at least one must be included.
• visitor_type: Select what type of visitor the pass is for. Options include Guest, Service, Contractor, and Delivery.
• notes_to_staff: Include an optional note to staff.
• scheduling_type: This is the pass type, whether it be today, daily, weekly, monthly, or a specific date. 
• specific_date: If the pass is for a specific date, enter the date in MM/DD/YYY 00:00:00 AM/PM.
• start_time: Enter the start time that the visitor pass will be valid in MM/DD/YYY 00:00:00 AM/PM.
• end_time: Enter the end time that the visitor pass will no longer be valid in MM/DD/YYY 00:00:00 AM/PM.
• days: If the visitor pass is a weekly pass, enter the days of the week it is valid, separated by a comma.
• day_of_month: If the visitor pass is a monthly pass, enter the days of the month it is valid, separated by a comma.
• host: This will be your name.
• recipients_email: Include any additional emails that should be alerted upon the visitor's arrival.

Step 4

When your spreadsheet is complete, ensure you are saving it as a CSV (Comma-Separated Values). Select Import via CSV in the drop-down under Add Visitor.

Step 5

This will open a pop-up allowing you to Upload CSV File or enter the visitor information in a text box.

Step 6

After importing, a new window will appear with the visitor passes as well as any errors, listed in red, that need to be fixed prior to submitting. You are able to select the pencil edit icon to make edits to visitor passes in the platform, or even delete them using the trash can icon.

Step 7

When edits are completed, select Submit in the upper right corner.

Edit a Visitor Pass from the app

Step 1

Select Visitors from the Quick Action Button on your App's homepage.

Step 2

Select the Visitor Pass you would like to edit and then select the three dots' in the top right corner. Select between the options Edit Schedule, Delete and Edit Visitor Details.

Sending Visitor Passes with Calendar Invites

VTS Activate for Multifamily has the ability to automatically generate a visitor pass for guests when [e-mail] is also added to the calendar invite. The visitor pass will be valid for the exact time and date of the meeting. 

Step 1

Create the calendar invite in your calendar application. Add the guests who will require a visitor pass to the property as well as the email, [e-mail].

Step 2

A visitor pass will be sent to the emails listed in the calendar invite that are not residents of the property. The first and last name on the visitor pass is pulled from the beginning of the visitor's email address. 

💡 Under Guest Permissions, See guest list must be enabled to create the pass. 

What your visitors can expect

Pre-Authorized Visitors

Step 1

The visitor opens the Visitor Pass sent via email or text message to them by the Resident and scans at the Visitor Kiosk.

Step 2

The resident is notified of the visitor’s arrival via push notification through the app and via email and the visitor is admitted entry to the building.

If your property is using Lift, the same Visitor Pass that allowed the visitor entry to the property will allow them elevator access. 

Un-Expected or Non-Pre-Authorized Visitors

Unexpected visitors can use the Visitor Kiosk to gain access to the building.

Step 1

Visitor selects Directory or Delivery and selects the Unit and Resident they wish to visit.

Step 2

The Visitor Kiosk will prompt the visitor to take a photo and enter their details. 

Delivery option does not prompt for photo or information.

Step 3

The visitor is admitted or denied entry.

• If video calling is enabled at the property:
• The resident receives a notification on their mobile device through the Activate Home App.
  
• Two-way communication is established. The resident will be able to see the visitor via video chat.
  
• Upon accepting the call, the resident can choose to enable a two-way video chat.
  
• The resident can choose Grant Access to end the call and allow visitor entry to the building.
  
• If the resident does not have a smartphone or video calling enabled, the Kiosk will prompt an automated call to the primary phone number on file. The resident will be prompted to press 1 to allow entry and press 2 to deny entry.
  
  
• If video calling is not enabled at the property:
  
  
• Resident will receive a push notification asking to admit entry. If push notification goes unanswered, the kiosk will send an automated call to the resident’s phone number on file. 

Video Calling Requirements

• Both the property and resident must have video calling enabled.
  
• The resident must have push notifications from the Visitor Kiosk enabled on their mobile device.
  
• Resident must be logged into the App.