Pre-approved Vendor Check-In

Pre-approved vendor check-in streamlines arrivals so building guards and desk personnel can quickly identify pre-approved vendors, verify their ID and COI, and issue a badge without re-entering details or sending notifications.

Overview

The system reduces entry congestion, saves time, and ensures only approved, insured vendors gain access. Pre-approving recurring vendors gives your property teams a faster, more consistent check-in process while keeping accurate visitor logs.

Key benefits include:

Benefit	Description
Expedited arrivals	Pre-approved vendors process quickly, minimizing delays.
Consistent, professional experience	Creates a reliable check-in for recurring vendors.
Operational efficiency	Reduces administrative work while maintaining accurate visitor logs.
Verified compliance	Ensures vendors meet COI requirements before access.
Transparent activity records	Provides property teams visibility into vendor visits.

Getting started

1. Navigate to Visitor Management, then open the Vendors tab.
2. Review the vendor list, which displays all vendors associated with your managed building.
3. Search for a vendor to check in.

Check in a pre-approved vendor with an active COI

1. Click Check in next to the vendor with an active COI.
2. The Pre-approved vendor visit form opens with the Vendor pre-filled and Bypass desk selected.
3. Enter the vendor personnel's First Name and Last Name.
4. Modify the visit details as needed:

Field	Description
Access Level	The access permissions granted for the visit.
Date	The date of the visit.
Start time	When the visit begins.
End time	When the visit ends.
Max # of entries	The maximum number of entries allowed during the visit.

5. Pre-approved vendor visits display the Vendor logo. Hover over the logo to view the company name.
6. Click the vendor name to view the personnel profile.

Check in a pre-approved vendor with an expired COI

If a vendor's COI has expired, obtain an updated certificate before granting access.

1. Click the vendor's name.
2. Open the Contacts & billing tab.
3. Reach out to the point of contact to obtain an updated COI.