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Vendor Admission

Vendor Admission​

Screen Overview​

The Vendor Admission screens allow authorized users to search, create, and manage vendor/contractor visits. The List view provides filters and a sortable grid of admissions; the Create view captures visit details, enforces Certificate of Insurance (COI) policy, assigns host and facilities/floors, and supports check-in and badge printing.

Field Definitions​

Field LabelDefinitionNotes
FacilitiesOne or more facilities used to filter results or to indicate where the visit occurs.In List Filter it limits search; in Create it defines where the admission applies and where floors can be printed on the badge. Facility choices are limited by the user’s scope.
OccupancyVisit occupancy status used for filtering or shown in the grid (e.g., Onsite/Checked In/Checked Out).In the grid it reflects live status; in filters select “-- All --” to see every status.
Visitor TypeCategory of visitor (e.g., Vendor/Contractor).Filterable in List; selectable on Create. Site administrators control available types.
From (Midnight)Start of the date range for List results.Defaults to Today at 00:00. Uses the site time zone.
To (Midnight)End of the date range for List results.Defaults to Today at 23:59:59. Use with From to narrow results.
Group NameOptional grouping field for List results.Typically groups by Name; leave blank for no grouping.
SearchStatus filter for List (e.g., Active).“Active” is the default.
ViewList visibility scope (e.g., All).Controls which admissions are shown per role/scope.
Search TextFree‑text search box for List.Placeholder “Name”; matches across guest name and related fields depending on configuration.
PhotoThumbnail/photo column in the grid and optional photo in Create person row.Read‑only in List; optional capture/display per person on Create.
Guest NameThe name of the visiting vendor employee.Appears in the grid once a person is added to the visit.
Vendor CompanyThe vendor firm associated with the admission.Populated on Create and displayed in the grid.
Vendor ServiceThe service being performed by the vendor.Dropdown on Create (e.g., Support, Maintenance).
Badge PrintedIndicates if a badge has been printed for the admission.Updates to Yes after a successful print.
HostThe employee responsible for the visit.Required on Create; searchable pick‑list. Appears in the grid.
FacilitySelected facility for the admission and for badge floor printing.The UI shows Facility at the header and again within “Floors Printed On Badge.” Both refer to the visit’s facility context.
COI StatusCurrent Certificate of Insurance state for the vendor (e.g., Approved, Expired, None Available).Read‑only indicator on Create; may gate Check‑In/Print per site policy.
Override COIAllows bypass of COI enforcement for this visit.Toggle on Create; requires appropriate permission when enabled.
Visit Date/Time (Starts on)Start date and time of the visit.Defaults to “now” when creating; must be on/after the current time per policy.
Expected Departure TimeAnticipated time the vendor leaves.Time picker; used for occupancy and badge information.
Floors Printed On BadgeSection where floors to be printed on the badge are managed.Section header; floors are informational on the badge and can be multi‑facility.
FloorsText field listing floors to print on the badge for the selected facility.Accepts comma‑separated values (e.g., “12, 14–16”) per site formatting rules.
Access LevelTemporary access assignment shown in the grid (if configured).Read‑only in List; assignment managed elsewhere or by workflow.
StatusOverall admission status (e.g., Scheduled, Checked In, Checked Out, Canceled).Displayed in the List grid.
Status DateTimestamp of the last status change.Read‑only in List; system‑generated.
Vendor Employee TypeSelector to add either an AdHoc person or an existing Vendor Employee.Buttons: “AdHoc” or “Vendor Employee.” Determines source of the Employee picker.
EmployeeThe person being admitted under the vendor company.Required when adding a row; dropdown/search depending on Vendor Employee Type.
MessageOptional note for the person’s badge or visit.Printed on the badge depending on template.
EmailEmail address for the visiting person.Used for notifications if enabled.
PhonePhone number for the visiting person.Optional; used by reception/security as needed.

Screen Actions and Functions​

  • List and Filter

    • Create – Opens the Create Vendor Admission form.
    • Submit – Applies the selected filters and refreshes the grid.
    • Reset – Clears all filter criteria back to defaults.
    • Sort – Click any column header (e.g., Status Date) to sort ascending/descending.
    • Open Admission – Click a row to view/edit the admission.

  • Create Vendor Admission

    • Save – Saves the admission without changing occupancy.
    • Check In – Sets the admission and listed people to Onsite without printing.
    • Check In & Print Badge – Checks in and immediately prints badge(s).
    • Print Badge – Prints badge(s) without changing status if already checked in.
    • Reset – Clears unsaved changes on the form.
    • Back To List – Returns to the grid with the current filter results.
    • Back To Filter – Returns to the filter panel for adjustments.
    • Add Another Facility – Adds another Facility + Floors row to print on the badge.
    • Add a Person – Inserts a new person row into the visit.
    • Remove (row) – Deletes a person row from the visit.
    • Vendor Employee / AdHoc – Toggle the source of the Employee selector for each person row.

Usage Instructions & Examples​

  1. Find all vendor admissions occurring today

    1. Open Vendor Admission – List.
    2. Click the filter icon to reveal filters (if hidden).
    3. Set From (Midnight) = Today and To (Midnight) = Today.
    4. Leave Search = Active and View = All.
    5. Click Submit. Use column headers (e.g., Status Date) to sort results.

  2. Create and check in a vendor, then print a badge

    1. From the List screen, click Create.
    2. Select Host and confirm Facility and Vendor Company.
    3. Verify COI Status. If policy allows and you have permission, set Override COI only when necessary.
    4. Set Visit Date/Time (Starts on) and Expected Departure Time.
    5. In the person grid, choose Vendor Employee Type (Vendor Employee or AdHoc), then select/enter the Employee. Optionally add Message, Email, and Phone.
    6. Under Floors Printed On Badge, confirm Facility and enter Floors (e.g., “12, 14”).
    7. Click Check In & Print Badge to admit and print immediately, or click Save if you are pre-registering.

  3. Add multiple facilities for badge floor printing

    1. On Create, in Floors Printed On Badge, click Add Another Facility.
    2. Choose the second Facility and enter its Floors.
    3. Save or proceed with Check In/Print as required.

  4. Print a badge for an existing scheduled admission

    1. In the List, locate the admission and open it.
    2. Review Host, COI Status, and person details.
    3. Click Check In (if not already onsite) and then Print Badge.

System Behaviors and Edge Cases​

  • COI enforcement

    • If COI Status is Expired or None Available and Override COI = No, Check In and/or Print actions may be disabled or blocked depending on site policy.
    • Enabling Override COI is audited and may require elevated permission.

  • Date/time handling

    • From/To filters evaluate from midnight in the site time zone.
    • Starts on cannot be after Expected Departure Time; an error is shown if invalid.
    • Multi‑day visits display across the entire range in the List.

  • List grid and counts

    • The numeric badge beside the grid header shows the number of returned records.
    • Badge Printed updates to Yes only after a successful print event is recorded.

  • People rows

    • At least one Employee row is required to Check In or Print.
    • AdHoc entries create a visit‑only person; Vendor Employee entries reference the vendor directory.

  • Facilities and floors

    • Users only see/select facilities within their assigned scope.
    • Floors accept text; formatting rules are enforced by badge templates. Invalid formatting may truncate on the printed badge.

  • Occupancy/status

    • Check In sets Status to Checked In (Onsite) and records Status Date.
    • Printing without Check In does not alter occupancy unless configured by policy.

  • Sorting and filtering

    • Filters persist for the session. Reset restores defaults.
    • Sorting on Status Date is descending by default when selected.

Permissions​

  • Access to Vendor Admission screens is limited to roles authorized for visitor/vendor management (e.g., Global Administrators, Property/Facility Administrators, Front Desk/Reception, Security Operators).
  • Create/Edit admissions requires create/edit permissions for Vendor Admissions.
  • Check In and Print Badge require check‑in and print permissions.
  • Override COI requires a dedicated override permission and is typically restricted to administrators or security leads.
  • Facility visibility and actions are constrained by the user’s assigned facility scope.

Linked Workflows​

  • Vendor Company and Vendor Employee management under Administration/People and Companies feeds the Vendor Company and Employee selectors.
  • COI Management: COI documents are uploaded/managed in the vendor profile; their status drives COI Status on the Create screen.
  • Access Levels: Temporary access for vendors may be assigned via Access Levels and is reflected in the List grid.
  • Badge Templates: Badge layout controls which fields (e.g., Floors, Message, Photo) are printed.
  • Host Notifications: Optional email/SMS alerts to hosts on check‑in/check‑out if enabled in system settings.
  • Reporting: Admissions roll up into activity/occupancy reports within Intelligence/Reports.

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