End a visit and send check-out reminders

End a visit and send check-out reminders

Visitors do not always check out when they leave. With Visit End, a host can tell Vizmo that the meeting is over without checking the visitor out. If the visitor is still checked in after a short grace period, Vizmo emails a reminder to the visitor, the host and anyone else you choose.

This article shows how to turn Visit End on, how hosts end a visit, and what happens next. For the other check-out options, see Configure check-out settings. To check a visitor out yourself, see Check out a visitor from the Vizmo portal.

Before you start

  • You need to be a Company Admin or a Location Admin with permission to change location settings.
  • Email notifications must be on. Go to Location Settings > Notifications and make sure the Email switch is on. Reminders are sent by email only. See Manage location notifications.
  • The visit needs a host. Hosts should have an email address on their employee profile, and the visitor should have given an email address at check-in, or they will not receive a reminder.

Turn on Visit End

  1. Go to Visitors > Settings > Check-out.
  2. In Visit End Settings, turn on Enable Visit End.
  3. Set the options below.
  4. Select Save.
Option What it does
Enable Visit End Lets hosts end their visitor's meeting without checking the visitor out. It is off until you turn it on.
Grace Period How many minutes the visitor has to check out after the host ends the visit, before reminders are sent. Enter a whole number from 0 to 1440. The page starts at 15. Enter 0 to send reminders straight away.
Notify Visitor Sends the reminder to the visitor. On by default.
Notify Host Sends the reminder to the host. On by default.
Additional Reminder Recipients Select Add Employee to choose up to three other employees, for example reception. They receive the same message as the host, whether or not Notify Host is on.

Check-out settings, Visit End Settings card with the options filled in

A change applies to visits ended after you save it. A reminder that is already waiting keeps the grace period and recipients that were in place when the host ended the visit.

End a visit as a host

The visitor's host, or the host's personal assistant, can end a visit while the visitor is still checked in. The option is not shown in the admin dashboard.

In the employee portal

  1. Sign in to the employee portal.
  2. Go to Visitors > Visitor Log and find the visitor.
  3. Select the End Visit icon at the end of the visitor's row. You can also open the visitor's details and select End Visit.
  4. Read the message and select End Visit to confirm. It tells you whether the reminder is sent straight away or after the grace period.

Employee portal Visitor Log row showing the End Visit icon

End Visit confirmation dialog with the reminder timing message

You see “Visit ended. Visitor check-out is still pending.” and the visitor's status changes to Visit ended, checkout pending.

Visitor Log row showing the Visit ended, checkout pending status

In the Vizmo Mobile app

  1. Open Visitors and select the visitor.
  2. Select End Visit. While Visit End is on, this button replaces Check-out now. If the visit needs approval, it appears once the approvals are complete.
  3. Select End Visit in the confirmation message.

A visit can be ended only once. After that the option disappears.

What happens next

  • The visitor checks out during the grace period. No reminder is sent and the visitor shows as checked out as usual.
  • The visitor is still checked in when the grace period ends. Vizmo sends the reminder emails once.
Recipient Email subject What it says
Host and additional recipients Check-out Pending for the visitor's name The visitor's visit has ended but they are still checked in, and asks the recipient to remind the visitor to check out.
Visitor Your Check-out Is Still Pending Your visit has ended but you are still checked in. Please check out using your digital badge, a kiosk, or reception.

Each email also shows the location name and the time the visit ended, in the location's time zone. If two recipients share the same email address, only one email is sent to it, and the host's message takes priority.

Ending a visit does not check the visitor out. They stay on the Visitor Log until they check out, or an admin checks them out.

Troubleshooting

  • I cannot see End Visit. Check that Enable Visit End is on and saved, that you are signed in to the employee portal or the Vizmo Mobile app, and that you are the visitor's host or their host's personal assistant. The visitor must still be checked in, the visit must have a host, and it must not already have been ended.
  • A reminder did not arrive. Check that Email is on in Location Settings > Notifications. If the switch is greyed out, contact your Vizmo account manager. Also check that the person has an email address, that Notify Visitor or Notify Host is on, and that the grace period has passed. If the visitor checked out first, no reminder is sent.
  • I changed the grace period but an earlier visit was not affected. Reminders already waiting keep the grace period they had when the visit was ended.
  • I see “Unable to end the visit right now. Please try again”. Wait a few seconds and try again.
  • I see “The visitor has already checked-out”. The visitor checked out before you ended the visit, so there is nothing more to do.