Checking in Visitors Manually

Created by Andrea J Bradley, Modified on Wed, 18 Jun at 5:28 PM by Andrea J Bradley

Overview

Site Administrators can manually check in visitors when QR codes aren't working, visitors need assistance, or backup registration is required. This ensures all visitors are properly registered for emergency procedures.

Who Can Manually Check in Visitors

Site Administrators
Company Administrators
Fire Marshals
Reception Staff

This feature is available only on the web application.

When to Use Manual Visitor Check-in

Technical Issues

Use manual check-in when:

QR codes are damaged or not scanning properly
Internet connectivity issues prevent QR code forms from loading
Visitors' devices can't scan QR codes
Server issues prevent automatic check-in processing

Visitor Assistance

Help visitors who:

Don't have smartphones or compatible devices
Have difficulty with technology or scanning
Are elderly or disabled and need assistance
Don't speak English and need help with the form
Are in a hurry and need quick registration

Emergency Situations

Use manual check-in for:

Urgent visitor access when QR codes would cause delays
Large groups of visitors arriving simultaneously
Important guests who need immediate processing
Emergency responders or maintenance personnel

Accessing Manual Visitor Check-in

Web Application Access

Sign in to https://reggiefiredrill.co.uk
Navigate to the main menu
Click "Visitor Management" or "Manual Visitor Check-in"
Access the visitor registration form

Quick Access During Busy Periods

For efficient visitor processing:

Keep the manual check-in page open during peak visitor times
Have the web application readily accessible at reception
Ensure reception staff know how to access the manual check-in feature
Train backup staff to use manual check-in when needed

Manual Check-in Process

Required Information

For each visitor, you must collect:

First Name (required)
Last Name (required)
Mobile Number (optional, but recommended for emergency contact)

Step-by-Step Process

Access the manual check-in form on the web application
Enter the visitor's first name in the appropriate field
Enter the visitor's last name in the appropriate field
Add mobile number if the visitor provides it (recommended)
Click "Check-in" to register them
Confirm the visitor appears on today's visitor list

Data Entry Best Practices

Ensure accurate information:

Use sentence case for names (John Smith, not JOHN SMITH)
Check spelling with the visitor if unsure
Enter mobile numbers correctly
Verify information before submitting
Confirm successful submission before visitor proceeds

Visitor Information Management

Privacy Considerations

When collecting visitor information:

Explain the safety purpose of visitor registration
Only collect necessary information for emergency procedures
Keep information secure and confidential
Don't share visitor details unnecessarily
Follow data protection policies for visitor information

Verifying Successful Check-in

Confirmation Steps

After manual check-in:

Check the visitor appears on today's visitor list
Verify the information is correct (name, mobile number)
Note the check-in time is accurate
Confirm with the visitor that their registration is complete

If Check-in Fails

Troubleshooting unsuccessful manual check-in:

Check that all required fields are completed
Verify internet connectivity
Refresh the page and try again
Contact Reggie^® support via live chat for technical assistance
Keep a written record of visitors as backup

Managing Multiple Visitors

Group Visitor Check-in

For multiple visitors arriving together:

Check in each visitor individually with their own information
Collect information from each person rather than just the group leader
Ensure all names are spelled correctly
Verify all visitors appear on the visitor list

Efficient Processing

Speed up group check-in by:

Having visitors prepare information while waiting
Using multiple devices if available for parallel processing
Collecting information on paper first then entering into system
Assigning staff members to help with large groups

Backup Procedures

When Systems Are Completely Down

If manual check-in doesn't work:

Keep written records of all visitors
Record names, arrival times, and mobile numbers
Inform Fire Marshals about visitors not in the system
Enter information later when systems are restored

Paper-Based Registration

Maintain a paper visitor log with:

Visitor name and contact information
Time of arrival
Host or department visiting
Expected departure time

Integration with Fire Drill Procedures

Emergency Inclusion

Manually checked-in visitors are:

Automatically included in fire drill attendee lists
Counted in emergency headcounts
Contactable by Fire Marshals if mobile numbers provided
Required to be accounted for before drill completion

Informing Fire Marshals

During emergencies:

Fire Marshals can see all manually checked-in visitors
Visitor information appears the same as QR code check-ins
Mobile numbers are available for emergency contact
Host information helps locate visitors during evacuation

Troubleshooting Manual Check-in Issues

Problem: Can't Access Manual Check-in Feature

Possible causes:

Insufficient user permissions
Feature not available on mobile app
Browser compatibility issues

Solutions:

Verify you have the appropriate role
Use the web application, not mobile app
Try a different browser (Chrome, Firefox, Safari)
Contact Reggie^® support via live chat for assistance

Problem: Form Won't Submit

Common issues:

Missing required fields (first name, last name)
Invalid mobile number format
Internet connectivity problems
Browser caching issues

Solutions:

Check all required fields are completed
Verify mobile number format is correct
Test internet connection
Clear browser cache and try again
Contact Reggie^® support via live chat if issues persist

Problem: Visitor Doesn't Appear on List

Troubleshooting steps:

Wait a few minutes for processing
Refresh the visitor list page
Check you're viewing today's list, not a different date
Verify the information was submitted correctly
Try entering the visitor information again

Training Reception Staff

Essential Skills

Reception staff should know how to:

Access the manual check-in feature quickly
Collect visitor information efficiently and accurately
Format mobile numbers correctly
Verify successful check-in completion
Use backup procedures when systems fail

Customer Service

Provide excellent visitor experience by:

Explaining the safety purpose of visitor registration
Being efficient and professional during check-in
Offering assistance with technology difficulties
Ensuring privacy and confidentiality of visitor information

Best Practices for Manual Check-in

Efficiency and Accuracy

Maintain high standards by:

Double-checking information before submission
Using consistent formatting for names and numbers
Keeping the process quick to avoid visitor delays
Maintaining accurate records for emergency purposes
Following up on failed submissions promptly

Important: Manual visitor check-in is an essential backup procedure that ensures all visitors are safely registered. Proper training and efficient processes help maintain security and emergency preparedness standards.