Use attendee approvals when an employee must check the details each invited visitor submits before the visitor can check in. This article shows you how to set up that approval.

Note: Attendee approvals are separate from invite approvals. Approving an invite does not approve the details of each visitor on it. To approve whole invites, see Set up an invite approver.

Availability: if this option is greyed out or missing, contact your Vizmo account manager.

Before you start

• You need to be an admin who can create and edit approvals. Select the location you want to work in first.
• Use this approval for external visitors whose visitor type asks them to fill in details from their invite link. Set up those fields in the visitor type first.
• Choose approvers who have an email address in Vizmo.
• If you choose Host or a host's department head or deputy head as the approver, every invite needs a host. For department roles, the host must also belong to a department.

Create an attendee approval

1. Go to Visitors > Settings > Approvals.
2. In the filter at the top right, choose Attendees.
3. Drag New Approval onto the page.
4. On the Details tab, enter a Workflow Name. Check that Module is Attendees. The approval starts when a visitor submits or updates their details from the invite link.
5. Add conditions if the approval should apply only to some visitors, such as one visitor type. To start the approval only after the visitor has finished their details, add the condition Pre-filled Is True. Without it, the approval can start while the visitor is still filling in the form.
6. Select Next.
7. On the Notifications tab, choose the Workflow Approver. You can pick a named employee, the Host, the Host's Department Head or the Host's Department Deputy Head.
8. Enter the No Response Time (in mins). This is how long Vizmo waits for a decision before it treats the request as unanswered.
9. Choose at least one No Response Notification recipient. The Approval Notification and Rejection Notification recipients are optional.
10. Optional: choose a Fallback Approver who is asked if the first approver does not respond. Then enter a Fallback Approval Timeout (in mins) that is shorter than the No Response Time.
11. Select Save. Vizmo shows Workflow details saved successfully.

What the visitor and the approver see

• Each visitor on an invite has their own approval. One visitor's approval does not cover the others.
• The approver is notified and can open the request from the link in the notification.
• The approver can also go to Visitors > Invites, find the Pending Approvals list, and select Details next to the visitor. In the panel that opens, they select Approve or Reject. When they reject, they confirm in the Reject the Attendee? box.
• Once the visitor has finished their details and the approval has started, the visitor cannot change the details they submitted. A rejection or no response does not unlock them for the visitor to resubmit.
• The visitor can check in only when every approval for that visitor is approved and the invite's other check-in conditions are met. A pending, rejected or unanswered approval blocks check-in.
• If you cancel the invite, the open approvals for its visitors are cancelled too.

Require one approval before another

To make a visitor pass one approval first, add that approval as a condition on a second attendee approval. Vizmo then checks the second approval again each time the first one changes. You can chain attendee approvals only with other attendee approvals, not with invite approvals.

Troubleshooting

• The approval starts too early: add the condition Pre-filled Is True.
• No request after you create an invite: the approval starts when the visitor submits their details, not when you create the invite. Check that the visitor has filled in their details and that they match the conditions on the approval.
• The visitor cannot change their details: if the visitor sees Attendee details cannot be updated after they are submitted for approval, their details are locked. The visitor cannot resubmit them, so wait for the approver's decision.
• The visitor cannot check in: open the visitor's approvals and check that all of them are approved. Another visitor's approval does not count.
• Save fails: fill in every required field on the Notifications tab, and make sure the fallback timeout is shorter than the No Response Time.