When a visitor checks in without an invitation, your location can ask someone, usually the host, to approve the visit first. This article shows approvers how to approve or reject a walk-in visitor.

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

Before you start

• Your administrator must have set up an approval for the Visitors module. See Set up approvals for visitors and invites.
• You must be one of the approvers for that step. This is usually the host the visitor chose. Administrators can also name other employees, such as a receptionist or the host's department head. If you are not an approver, you do not see the request.
• The visitor must not have checked out yet. Vizmo does not list requests for visitors who have already checked out.

Approve from the email or from Vizmo Pass

When a walk-in visitor needs your approval, Vizmo emails you with a subject that starts Action Required: Approve or Reject and names the visitor. If the host has push notifications on, Vizmo Pass also sends a notification. Depending on your approval settings, you may also get a text message, a WhatsApp message or a Slack message.

1. Open the email and select Approve or Reject. The approval page opens in your browser and shows the visitor's details.
2. Review the details, then select Approve or Reject.
3. If you select Reject, a Reject the Request? box asks for a reason. The reason is optional and can be up to 100 characters. Select Reject to confirm, or Cancel to go back.

Vizmo shows Visitor approved successfully or Visitor rejected successfully.

In Vizmo Pass, the visitor appears on the home screen under You have a visitor, with Reject and Accept buttons. Select one to respond. Vizmo Pass does not ask for a reason.

Approve in the Vizmo portal as a host

1. Sign in to the Vizmo portal and open Home.
2. In Activity Feed, find the visitor under Visitors and select View Visitor Details.
3. Check the visit details, then select Approve or Reject.
4. If you select Reject, the Reject the Visitor? box asks for an optional reason of up to 100 characters. Select Reject Visitor to confirm.

Vizmo shows The visitor is approved successfully or The visitor is rejected successfully.

Approve in the Vizmo portal as an administrator

Requests from approval steps other than Host Approval, such as a step you named yourself, appear on the Dashboard instead of Home.

1. Select the location and open the Dashboard.
2. In the Approvals card, select the visitor. If nothing is waiting, the card says There are no pending approvals.
3. Check the details, then select Approve or Reject.

The card also lists other pending approvals, such as invites and desk, room or parking bookings, where your location uses them. You can also approve or reject from the visit itself in the Visitor Log. See Edit visit details in the Visitor Log.

Things to know

• If the approval has more than one step, the visitor is not fully approved until every step is done.
• If your administrator set a fallback approver, the request also goes to them when the first approver has not responded within the Fallback Approval Timeout. If nobody responds within the No Response Time, Vizmo records no response. A missing response is never treated as approval.
• Vizmo can also email the people your administrator chose when a request is approved, rejected or unanswered.
• Approvals for invited visitors work differently. See Approve submitted details for invited visitors.
• Health Declaration is a deprecated feature, so this article does not cover health declaration approvals.

Troubleshooting

• You cannot see the request on Home: Home lists Host Approval requests only. Requests from other approval steps are on the Dashboard. Ask your administrator which approval steps your location uses.
• You cannot see the request anywhere: you may not be an approver for that step, or the visitor has already checked out.
• The page says the visitor has already been approved or rejected: someone else has already answered. Nothing more is needed.
• Vizmo says "You are not authorized to approve this request": you are not one of the approvers for this step. Ask your administrator to add you.
• Vizmo says the approval has expired or already been completed: the request can no longer be changed. Contact your administrator if the visitor still needs to be let in.