The visitor records system gives housing administrators complete visibility into all campus visitors. View individual visitor profiles with visit history, search across all invitations, filter by date ranges or status, and export data for compliance reporting and security audits.
This centralized view helps you monitor visitor patterns, investigate incidents, track high-volume visitors, and generate reports for campus safety or residence life leadership.
You need the viewGuestManagement permission to access visitor records. Click Visitors in the admin portal navigation to view all visitors, or click Invitations to view all invitations.
Accessing Visitor Records
Click Visitors in the admin portal navigation to see the main visitor list. This grid displays all individuals who have been invited to campus, whether they checked in or not.
The visitor list shows name, email address, phone number, and total number of visits for each person. Click any row to open the detailed visitor profile.
Understanding the Visitor List
The visitor grid displays key information at a glance. Each row represents one unique visitor, even if that person has been invited multiple times by different residents.
The name column shows the visitor's full legal name as entered on invitations. Multiple invitations for the same person are consolidated into one visitor record.
The email and phone columns display contact information. This data comes from the most recent invitation for that visitor.
The number of visits column counts how many times this person has been invited to campus. This helps identify frequent visitors or family members who visit regularly.
Viewing Visitor Details
Click any visitor in the list to open their detail page. This page shows the complete profile and visit history for one individual.
Profile Information
The profile section displays the visitor's name, email address, phone number, date of birth, and calculated age. An avatar appears at the top based on their name initials.
The current status badge shows whether this visitor is currently Invited, Checked-In, Checked-Out, or Banned. This reflects their most recent invitation status.
Visit History
The visit history section lists every invitation this person has received, ordered from most recent to oldest. Each entry shows the visit dates, which resident invited them, the check-in and check-out times, and the final status.
Use visit history to investigate patterns. If the same visitor appears frequently with different hosts, this may indicate a campus community member using guest access rather than obtaining proper credentials.
Administrative Notes
The notes field allows you to record information about this visitor for future reference. Add notes about incidents, special accommodations, or communication history. Notes are visible to all administrators but not to residents or the visitor.
Searching for Visitors
Use the search box at the top of the visitor list to find specific visitors quickly. The search looks across visitor names, email addresses, and phone numbers.
Enter any part of a name, email, or phone number and press Enter. Results appear immediately in the grid. Clear the search to return to the full visitor list.
Search by Host
To find all visitors invited by a specific resident, search for the resident's name. The system returns all visitors associated with invitations from that host.
Filtering Visitor Records
Apply filters to narrow the visitor list to specific subsets. Filters help you focus on visitors who match certain criteria without searching for each one individually.
Filter by Status
Use the status filter to show only visitors with a specific current status. Options include Invited, Checked-In, Checked-Out, Canceled, and Banned.
Filter to Checked-In to see all guests currently on campus right now. Filter to Banned to review your banned visitor list and verify restrictions are in place.
Filter by Date Range
Apply date filters to show only visitors whose invitations fall within a specific period. This is useful for monthly reports or tracking visitors during special events.
Enter a start date and end date to limit results. The system includes any visitor with an invitation that overlaps the selected date range.
Filter by Building or Floor
If your institution manages multiple buildings, filter visitors by the building or floor where their host resides. This helps operations staff focus on visitors relevant to their assigned area.
Combining Filters
Apply multiple filters together to create specific reports. For example, filter to Checked-In status plus today's date to see all guests currently in a specific building right now.
Viewing Invitation Records
Click Invitations in the admin portal navigation to see all invitations rather than all visitors. This view shows one row per invitation, so a single visitor may appear multiple times if they received multiple invitations.
The invitation list displays the guest name, host resident, invitation dates, current status, and creation timestamp. Use this view when you need to analyze invitation patterns rather than individual visitor behavior.
When to Use Invitations vs Visitors
Use the visitor list when investigating a specific individual or tracking how many unique people visited campus.
Use the invitation list when analyzing hosting patterns, monitoring which residents create the most invitations, or auditing invitations created during a specific date range.
Exporting Visitor Data
Export visitor records to CSV for reporting, compliance documentation, or analysis in external tools like Excel.
Exporting the Visitor List
Apply any filters or searches to narrow the data to what you need. Click the export button or menu icon near the top of the grid. Select CSV Export and save the file to your computer.
The exported file includes all columns visible in the grid plus any additional fields configured for export. Common export fields include visitor name, email, phone, date of birth, status, total visits, and last visit date.
Exporting the Invitation List
Open the invitations page and apply filters as needed. Export the invitation list to get data organized by invitation rather than by visitor. This export includes host information, invitation creation timestamps, scheduled dates, and check-in/check-out times.
Using Exported Data
Open CSV files in Excel, Google Sheets, or any spreadsheet application. Use the data to create custom reports, generate charts for leadership presentations, or analyze visitor trends over time.
Common analyses include total visitors per month, average visit duration, most active hosting residents, and peak visitor days or times.
Export visitor data regularly and archive it for historical reporting. This creates a backup of visitor records and supports long-term trend analysis across academic years.
Monitoring Active Visitors
Filter the visitor list to Checked-In status to see everyone currently on campus. This real-time view helps you monitor building occupancy and respond to emergencies.
Review the checked-in list during your shift to identify guests who may have overstayed their scheduled departure time. If automatic check-out is disabled, these guests remain checked-in until staff manually process check-out.
Investigating Incidents
When a visitor-related incident occurs, use the visitor detail page to gather information quickly.
Search for the visitor by name and open their profile. Review their complete visit history to see how many times they have visited, which residents hosted them, and whether any previous visits resulted in issues.
Check the administrative notes field for any prior warnings or documentation from other staff members. Add your own notes about the current incident for future reference.
Export the visitor's complete history to include in incident reports or conduct documentation.
Tracking High-Volume Visitors
Sort the visitor list by number of visits to identify individuals who visit campus frequently. High visit counts may indicate legitimate situations like local family members, but could also reveal misuse of the guest system.
Review high-volume visitors periodically to ensure each person is visiting appropriately. If someone visits multiple times per week with different hosts, investigate whether they should obtain proper campus credentials instead of using the guest system.
Running Compliance Reports
Many institutions must report visitor data to campus safety departments or residence life leadership on a regular schedule.
Use date range filters to select the reporting period. Apply any additional filters required by your reporting requirements. Export the filtered data and format it according to your institution's report template.
Common compliance reports include total visitors per building per month, percentage of visitors who successfully checked in versus canceled, and average visit duration.
Privacy and Data Security
Visitor records contain personally identifiable information including names, contact information, and dates of birth. Handle this data according to your institution's privacy policies and applicable regulations.
Limit access to visitor records to staff who need this information for their job duties. Use role-based permissions to control who can view, export, or manage visitor data.
When exporting data, store files securely and delete them when no longer needed. Do not share visitor information outside authorized channels.
Related Articles
Banning and Unbanning Visitors
Setting Up Guest Management Policies
Guest and Visitor Management Overview
Searching and Viewing Visitor Records (For Staff)