đź“„ How to Process Vendor Visitors

How to Process Vendor Visitors

How to Process Vendor Visitors

Processing vendor visitors ensures that only authorized external partners, like suppliers and consultants, can access your community safely and efficiently. Follow these steps to check in vendor visitors—whether they’re returning or brand new—and keep operations running smoothly.

Introduction

A vendor visitor is an outside partner granted access to perform tasks that support or improve your community’s operations. Before you begin, make sure you have:

  • The host’s address
  • The host’s name
  • The vendor visitor’s name
  • The vendor’s company name

Below are step-by-step instructions for processing three common scenarios.

Processing a Pre-Listed Vendor Visitor

Sample 1: The visitor and their company are both already in the system.

Step 1: Click the Properties tab.

Step 2: Type the host’s address in the Search bar.

Step 3: Select the result for the address to open the visitor list.

Step 4: Look for the visitor’s name (e.g., "Tim Morrison") in the list.

Step 5: If the visitor is listed, process their entry:

  • Click Process to allow entry.
  • Click Issue Pass to print a credential and allow access.

Step 6: If access is denied, call the host to verify. If the host approves, edit the pass, make any needed changes, then allow access.

Adding a Vendor Visitor Whose Company Is in the System

Sample 2: The visitor is new, but their company is already listed.

Step 1: Search for the host’s address (e.g., "one eight one nine Carmen Avenue") in the Search bar.

Step 2: Check the Vendor List and click on the company’s name.

Step 4: Click Process.

Step 5: Since the visitor isn’t listed, click Add Vendor Visitor.

Step 6: Click Add/Edit next to the host’s name.

Step 7: Fill out the form:

  • Select Pass Type (e.g., Non E Pass, Permanent Data).
  • Enter first name, last name, email, phone number, and identification.

Step 8: Confirm approved days, start and end date—these auto-populate.

Step 9: Click Save and Process or Save and Print to complete.

Processing a Completely New Vendor Visitor

Sample 3: Neither the visitor nor their company are in the system.

Step 1: Search for the host’s address.

Step 2: If the visitor and company aren’t listed, verify their identity by calling the host.

Step 3: Once approved, click the Plus Visitor button and select the host.

Step 4: Confirm with the host whether the visitor’s access should be temporary or permanent.

Step 5: Select Registration Type as Individual.

Step 6: Select Visitor Type as Vendor.

Step 7: Indicate the type of task (e.g., "Sell Internet").

Step 8: Fill in the required fields:

  • First name, last name, email, phone number, and company name are mandatory.
  • License plate and identification are optional.

Step 9: The approved days, start and end date auto-populate.

Step 10: Click Save and Process or Save and Print to finish.

Conclusion

Whether a vendor visitor is listed in your system or arriving for the first time, following these steps ensures secure and efficient check-ins. With these best practices, you’ll keep your community’s operations running smoothly and visitors accounted for every time.