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Visitor Management Getting Started Guide

The Veonics® Portal provides organizations with a practical and cost-effective way to issue and manage visitor badges using infrastructure they may already own. By creating a dedicated “Visitor Badge” Record Property and badge template, organizations can maintain a simple digital visitor registry while issuing generic or personalized visitor credentials. This guide is intended to help organizations quickly configure and begin using the Veonics® Portal Visitor Management workflow.

visitor-vid

Before You Begin

To enable Visitor Management, send an email to:

support@expressbadging.com

Request that we:

  • Enable the standard Visitor Badge template set
  • Configure the Visitor Badge Record Property
  • Enable associated Template Designer components
  • Confirm which users require Visitor Badge access rights

Please let us know:

  • Whether all Veonics® Portal users should have Visitor Badge access
  • Whether visitor badges will be printed at one or multiple locations
  • Whether you plan to use PVC badges, adhesive labels, or paper badge workflows

Licensing and Setup Notes

The standard Visitor Badge setup is generally included within your existing Veonics® Portal licensing, provided the deployment remains within standard Print Station guidelines.

Typically:

  • One Print Station is required per physical badge printing location

Additional professional service fees may apply for:

  • advanced badge design
  • custom workflows
  • operator training
  • large deployment assistance

If the setup involves only:

  • enabling the standard Visitor Badge templates
  • basic configuration
  • less than approximately 15 minutes of setup

there is typically no additional charge.

Creating Your First Visitor Badge Workflow

Once your “Visitor Badge” Record Property has been enabled:

  1. Open the  Data Management Tab
  2. Locate and highlight Visitor Badge card group
  3. Select: Record Manager

The Record Manager is where authorized users can:

  • Create visitor records
  • Edit visitor records
  • Activate or inactivate records
  • Log lost or unreturned badges
  • Maintain the visitor registry

Create a Test Visitor Record

Before going live, create one sample visitor badge record for testing purposes.

  1. Select New Record 
    1. Enter sample visitor information 
    2. Select Save/Continue
  2. Select Generate Token
    1. This generates the Veonics® Virtual ID associated with the visitor badge.
    2. Select the vID link to preview the badge.
    3. The default visitor template is configured so that:
      1. If a visitor photo is captured, the image prints on the badge
      2. If no photo is present, a large “V” placeholder prints automatically

    Editing Visitor Badge Templates

    Visitor badge templates may be customized using the Template Designer that is located within the Record Setup Tab.

    Select the Search button that displays all Templates assigned to your Organization. Highlight the Visitor Badge template, and select the Edit button. Tip, if you are making a second design, use the Clone button to make a copy. 

    Organizations may customize:

    • Logos
    • Colors
    • Visitor wording
    • Badge layouts
    • Numbering formats
    • Security messaging
    • Expiration wording

    After making changes:

    1. Select Save
    2. Return to the Virtual ID preview
    3. Refresh the preview page to view live updates

      User Rights and Permissions

      If you do not see:

      • Record Setup
      • Template Designer
      • Visitor Badge tabs

      then your user account likely does not currently have sufficient access rights.

      In this situation:

      • Your administrator may assist you

        OR
      • You may request access authorization from eXpress badging®

      For security purposes:

      • Permission requests should include approval from the organization’s Primary Point of Contact (PPOC)

      If you are the PPOC:

      • Our records will reflect your authorization rights

      Printing Generic Visitor Badges

      For visitors who only require temporary short-duration access, many organizations issue:

      • generic numbered visitor badges

      Examples:

      • V001
      • V025
      • V100

      Many organizations pre-print badge batches:

      • Print enough so you do not have to reissue the same number for several weeks to a month.
      allowing you to retain registry data of who the badge was issued to, without having to maintain a written log book.

      Suggested Generic Badge Workflow

      Example:

      • Jane Smith receives badge V025
      • Upon return, the visitor badge record can be:
        • left alone if no recording is desired
        • is looked up, and date/time stamped up exit
        • the returned badge is placed at the bottom of the stack
      • If not returned, the badge may be marked Lost or Inactive within the Record Manager

      Organizations may optionally:

      • maintain handwritten logs
      • record visitor names in badge comments
      • maintain digital visitor references

      Visitor Pre-Registration

      To improve front-desk efficiency, organizations may encourage employees to:

      • notify reception in advance
      • submit visitor information before arrival

      This allows staff to:

      • pre-register guests
      • assign visitor badges in advance
      • pre-print visitor credentials
      • reduce check-in delays

      Many organizations simply attach a note to the visitor badge for quick identification upon arrival.

      Printing Personalized Visitor Badges

      For longer-term visitors or organizations requiring personalized credentials:

      1. Open Visitor Badge Record Manager
      2. Select New and enter visitor information
      3. Select Save/Continue
      4. Select Generate Token to preview the Virtual ID before printing
      5. Make any needed edits, then Save/Approve
      6. Select Print and follow prompts to print the badge

        Visitor Badge Return Recommendations

        Organizations are encouraged to:

        • provide a secure visitor badge return box
        • display signage requesting badge return upon exit

        Example signage: “Please Return All Visitor Badges”

        Returned badges may then be: 

        • manually logged
        • reactivated
        • marked returned

        Lost or unreturned badges should be marked: Lost

        within the Visitor Badge Record Manager.

        Photo Capture Options

        Organizations may optionally capture visitor photos using:

        • Live camera capture
        • Uploaded photo files
        • Veonics® CELLfie workflows

        Live Photo Capture

        To capture photos live:

        1. Connect a compatible camera to the workstation
        2. Open the visitor record
        3. Select: Capture
        4. Follow the prompts

          Uploading Existing Photos

          To upload a saved photo:

          1. Open the visitor record
          2. Select Upload
          3. Browse and Choose  File 
          4. Select file and Save
          5. Adjust and center the image to correct attributes
          6. Select Check All and then Accept

            Using Veonics® CELLfie

            If enabled, the Veonics® CELLfie feature allows visitors to:

            • upload their own photos remotely
            • capture photos using their mobile device
            • update certain fields with information
              • who the are seeing
              • license tag number
              • Arrival date and time

            Workflow:

            1. Enter the visitor’s email address
            2. Send the CELLfie request
              1. This is a customer-defined template in Notifications
            3. Visitor uploads or captures their image
            4. Visotor may update some data elements
            5. Staff reviews, crops, and approves the image

            If the email request feature is unavailable:

            • the CELLfie feature may not currently be enabled on your account

            Visitor Badge Printer Options

            Organizations may choose from several printing methods depending on operational needs.

            Option 1 — Existing PVC Badge Printer

            Ideal for:

            • lower visitor volumes
            • occasional visitor printing
            • cost-conscious deployments

            Organizations may:

            • reuse existing employee badge printers
            • create separate visitor templates
            • pre-print temporary visitor badges

            Option 2 — Dedicated Front Desk PVC Printer

            Ideal for:

            • higher visitor volumes
            • personalized badge issuance
            • reception-based operations

            Organizations may choose:

            • single-sided printers
            • monochrome K-panel ribbons
            • full-color printing workflows

            Pre-registration allows badges to be printed before arrival when needed.

            Option 3 — Adhesive Label Printers

            A popular option for:

            • high-volume visitor environments
            • fast front-desk issuance
            • lower supply costs

            Label options include:

            • blank labels
            • preprinted labels
            • color labels
            • self-expiring labels

            Common sizes include:

            • 3” x 2”
            • 4” x 2”

            Badge backers and lanyards may also be used to improve durability and visibility.

            Option 4 — Inkjet or Laser Printed Badges

            Ideal for:

            • lower-volume environments
            • temporary deployments
            • organizations using existing office printers

            Badges may be:

            • printed on paper stock
            • inserted into clear badge holders
            • worn using clips or lanyards

            Visitor Badge Holder Options

            Common holder options include:

            • Bulldog strap clips
            • Breakaway shoelace-style lanyards
            • Folded clear holders
            • Adhesive badge backers

            Badge backers may also be color-coded for operational identification purposes.

            Reporting

            The Veonics® Portal does not currently include a built-in enterprise reporting engine.

            However:

            • visitor records
            • transaction logs
            • registry information

            are available for screen review and may be exported into:

            • spreadsheets
            • databases
            • external reporting tools

            for additional analysis and reporting.

            Optional Basic Tracking Workflows

            The Veonics® Portal can optionally support basic scan-based visitor tracking workflows using:

            • QR codes
            • barcode readers
            • inbound/outbound transaction logging

            Workflow example:

            • Visitor badge printed with QR code
            • Operator scans badge upon entry
            • Transaction logs In timestamp
            • Visitor scans upon exit
            • Transaction logs Out timestamp

            Transaction data may then be exported for reporting purposes.

            This workflow is intended for:

            • lightweight visitor accountability
            • basic attendance logging
            • operational registry tracking

            It is not intended to replace enterprise occupancy intelligence systems.

            Please note:

            • TRACK workflows require a separate paid engagement o
            • utside standard Portal licensing.
            Need Assistance?

            The eXpress badging® team is available to assist with:

            • setup guidance
            • template configuration
            • workflow recommendations
            • printing recommendations
            • visitor badge best practices

            If you encounter a roadblock during setup:

            let us know — we are here to help.