Visitor Directory Introduction
Visitor Directory
Audience: Gatehouse and security personnel using the Proptia kiosk or web app
Purpose: Locate visitors who can’t remember their host’s name or address, then issue or process passes in seconds.
1. When to Use the Visitor Directory
While the Host and Property directories handle most day‑to‑day look‑ups, the Visitor Directory shines when:
A guest arrives but cannot recall the host’s name or property address.
You need to verify a visitor’s community‑wide status quickly (e.g., confirm they are on restriction elsewhere).
You want to troubleshoot duplicate visitor records.
2. Search the Entire Community Visitor List
Open Visitor Directory.
In the Search bar, start typing the visitor’s first or last name—results update instantly across all properties.
Example: Searching “Brian Zachary” shows he is on Jack Rainier’s list at 24 Grey Horse.
Optional filters (if enabled by management): pass type, date range, visitor status (active, expired, restricted).
3. Read the Result Row
Each matching row displays:
| Column | What It Means |
|---|---|
| Badge | Visitor type (guest, vendor, event, restricted). |
| Visitor Name | First & last name. |
| Company | Shows only for vendor visitor type. |
| Host Name | Resident/staff who added the visitor. |
| Property Address | Full street address. |
| Pass Status | Active, Expired, Future, or Restricted. |
| Actions | Hover to reveal Issue Pass, Process, or Edit Pass. |
4. Process the Visitor
Hover over the visitor’s row.
Choose one:
Issue Pass – prints a pass if the record is active.
Process – records entry without printing.
Edit Pass – opens the Visitor form to adjust dates, pass type, or other details (e.g., renew an expired pass after host approval).
Confirm with the visitor, hand them the pass (if printed), and allow entry.
Tip: Processing or issuing a pass triggers an automatic text and email to the host, so they know their guest has arrived.
5. Adding a New Visitor From This Screen
If the visitor does not appear in search results:
Click Add Visitor (top right).
Select the correct Host / Property.
Complete the Visitor form (see “Add a Visitor from Host Directory” guide for field‑by‑field details).
Save & Process or Save & Print Pass.
6. Troubleshooting
| Situation | Solution |
|---|---|
| Visitor insists they’re on the list but you see nothing | Double‑check spelling variations; search by license plate if enabled. |
| Multiple matches for same name | Use address or host column to pick the correct row. |
| Expired pass won’t process | Use Edit Pass to update validity dates after host approval, then re‑issue. |
7. Quick Keyboard Shortcuts
Ctrl + F (Cmd + F on Mac): Jump to the search bar.
Arrow Keys: Navigate result rows.
Enter: Open selected visitor record.
8. Best Practices
Always confirm visitor ID if community policy requires it.
Use the directory’s Filters to clear expired clutter during busy shifts.
Communicate politely but firmly when a visitor is not found—offer to call the resident for clarification.