Manage the visitor queue

The visitor registry works like a bank/hospital token queue: the front desk registers a visitor, the concerned department is asked to approve, the visitor joins that department's queue, and the department calls them in when ready.

At the gate (front desk)

1. Open Front Office → Visitors and click Register visitor.
2. Enter the visitor's name, phone / ID and who/which department they're here to see.

!!! tip "Returning visitors auto-fill"
    Type a known phone or ID and the form fills in the visitor's saved details — and their visit history is
    available to the person they're meeting.

1. Submit. The concerned person/department gets a notification in their bell with View / Approve / Reject.

Approve / reject (the concerned person)

Open the bell notification:

• View shows the visitor's full history — past visits, which departments they met, what was discussed, and (for a candidate) their process/applications. Payment details are visible only to Accounts & Counselling.
• Approve → the visitor is placed in your department's queue and the gate is told the queue number.
• Reject → the gate is notified to reassign the visitor to someone else.

Call & enter

1. When you're ready, open the department Queue board and Call any waiting visitor (you don't have to call in strict order). The gate is notified of who to send.
2. The gate clicks Enter to send the visitor in — the meeting starts.

End the meeting

When the meeting is done, the host records the outcome:

1. Click End meeting & exit.
2. Add the compulsory discussion notes and an optional follow-up date (use the calendar — AD or BS).
3. Submit — the visitor is marked as exited.

Reassigning auto-exits

Sending a visitor to a different department automatically exits them from the current one, so the boards stay accurate.