Managing Visitors

Introduction

Most academic institutions have numerous external visitors that need to access their campuses. CampusPass allows your institution to hold external visitors such as contractors, maintenance personnel, and vendors to the same standards as students, faculty, and staff.

With CampusPass, hosts can add visitors by simply providing the visitor's name and email address. After the host schedules a visit, the visitor will be able to request a pass to a campus to verify they are safe to be there.

Adding visitors also allows them to be selected for contact tracing if they are exposed to any students, faculty, and staff that have tested positive for COVID-19. If they are exposed or diagnosed with COVID-19, they can also be placed into isolation so that they can't request a pass until they are removed from isolation.

See also

• See the Response Hub User Guide for instructions on how screeners and response managers can schedule visits and request passes for visitors.
• For instructions on how end users can host visitors, see the Home Page User Guide.

Visitor workflows

Depending on the institution, visitors may have two different options for registering to visit a campus.

Visitors can always register remotely. However, if your institution has screeners at your campus, they may also be able to complete the entire registration process on site.

Remote registration process

Visitors can register before they get to campus if a host adds them to CampusPass and schedules a visit for them.

To register remotely:

1. The host adds the visitor to CampusPass using the visitor's email address and schedules a visit for the days they will be visiting.
   • Note: An account creation email is automatically sent, asking the visitor to reset their temporary password.
2. The visitor uses the account creation email to log in to CampusPass for the first time and resets their temporary password.
3. On the CampusPass site, the visitor clicks CHECK IN NOW for the day and campus they are visiting and performs the steps to check in.
4. If the visitor is eligible to visit campus, they can click VIEW PASS to display the pass.

On-site registration process

If an academic institution has a process to screen visitors when they get to a campus, visitors can register on site to visit the campus.

To register a visitor after they arrive on campus:

1. The screener schedules a visit for the visitor, registering them using the visitor's email address.
   • Note: The screener will be listed as the host for the visitor.
2. The screener requests a pass on behalf of the user, selecting their newly added account name from the picker.

After the screener registers the visitor, the visitor will receive an account creation email to reset their temporary password. However, they don't need to complete the password reset for the screener to request a pass.

What can response managers do and see for visitors?

Response managers can do the following for visitors in the response hub:

• Isolate them and remove them from isolation.
• Create incidents for them, including COVID-19 isolation incidents.
• Request passes for them.
• Schedule visits for them.
• Delete their user data.

You cannot request tests for visitors and they do not appear in the People report.

What can visitors do and see in CampusPass?

Visitors do not see the CampusPass home page. Instead they see the visitor portal where they can:

• Request a pass for days they are scheduled to visit.
• View and display their passes.
• View upcoming visits.

Visitors do not see announcements. They also cannot log contacts. However, when other users log contacts, they can select visitors. As a result, if a visitor has a COVID-19 isolation incident, the users that have reported contact with them display in the Contact Tracing tab of the incident.

What is a host and how do I make someone a host?

Hosts can access the visitor portal from the CampusPass home page where they can schedule visits and view and cancel upcoming visits. They can also add new visitors when they are scheduling a visit.

To make someone a host, all you have to do is add them to the Campus Pass Hosts group.

If you would like to give all users access to host, simply add the Campus Pass Users group to the Campus Pass Hosts group.

Feedback