Approve or reject a visitor as a host

Approve or reject a visitor as a host

When a visitor needs your approval, you decide whether the visit goes ahead. You can approve or reject from the Vizmo portal, from Vizmo Pass, from a link in the request you receive, or from Slack. This works the same way for visitors who arrive without an invite (walk-ins) and for invited visitors.

Before you start

  • You must be the host or approver assigned to the visit.
  • An admin must have set up Host Approval for the visitor type. See Set up approvals for visitors and invites.
  • Availability: if this option is greyed out or missing, contact your Vizmo account manager.

How you are asked

Vizmo sends the request using the channels that are turned on for your location and your profile. These can include email, SMS, WhatsApp, a push notification in Vizmo Pass, and a Slack message. You can also find the request in the portal and in Vizmo Pass.

Approve or reject in the employee portal

  1. Sign in to the Vizmo portal and open Home.
  2. In Activity Feed, open the Visitors section. Requests waiting for your approval are listed there. Visitors who have already checked out are not listed.

    Employee portal Home with the Activity Feed Visitors card and View Visitor Details

  3. On the visitor's card, select View Visitor Details. A panel opens with the visitor's details.
  4. Select Approve to allow the visit, or Reject to decline it.

    Visitor details panel with Approve and Reject buttons

  5. If you select Reject, the Reject the Visitor? dialog opens. You can enter a Reason (optional, up to 100 characters), then select Reject Visitor. Select Cancel to go back.

    Reject the Visitor dialog with the optional Reason box

The portal confirms with "The visitor is approved successfully" or "The visitor is rejected successfully".

Approve or reject in Vizmo Pass

  1. Open Vizmo Pass. Requests waiting for you appear in the activity feed on Home.
  2. On the You have a visitor card, tap Accept or Reject. Vizmo Pass does not ask for a reason.

    Vizmo Pass activity feed card with Reject and Accept buttons

Approve or reject from an email, SMS or WhatsApp message

  1. Open the message. In an email, select Approve or Reject. In an SMS or WhatsApp message, open the link.
  2. The visitor's details open. Select Approve or Reject. If you reject, you can enter a reason.

Approve or reject in Slack

If your company has connected Slack and your Vizmo email is the same as your Slack email, the Slack message from Vizmo has Accept and Reject buttons. Select one to respond without opening the portal. See Set up the Slack integration.

What happens next

  • A badge is not printed until the visitor is approved.
  • In Vizmo Pass, check-out and end-visit actions appear on the visit once the approval is complete.
  • The Visitor Log shows the approval status: Approved, Rejected, Pending or No Response. See View visitor log details.

Things to know

  • Admins and other approvers who are not the host can act on the approvals they are allowed to see from the Approvals card on the Dashboard.
  • If someone has already responded, the page or message tells you that the visitor has already been approved or rejected.

Troubleshooting

  • You cannot see the approval you expected. Check that you are the host or approver assigned to it. Host approvals are on the employee Home page and in Vizmo Pass. Other approvals are on the Dashboard. Visitors who have checked out are no longer shown.
  • The visitor's badge does not print. The visit may still be waiting for an approval, or it was rejected. Open the visit in the Visitor Log and check its approval status.