Decide which visitors, invites and attendees need approval, and who approves them. Approvers can then accept or reject requests from the portal, from the Vizmo Pass app, or from the link in the message they receive.

Note: The older Accept/Reject setting and the separate health declaration approver setting have been replaced by approvals. You now set up everything on the Approvals page.

Before you start

• You need to be an Admin or Location Admin.
• Availability: if this option is greyed out or missing, contact your Vizmo account manager.
• Decide who approves each request. The approver can be the visitor's host or any employees you choose.

Create an approval

1. Sign in to the Vizmo portal and select your location.
2. Go to Visitors > Settings > Approvals.
3. Drag Host Approval or New Approval from the bar at the top onto the canvas. Use Host Approval when the visitor's host should approve walk-in visitors. Use New Approval for anything else. The Workflow Details panel opens. To change an approval you already made, select its box on the canvas.
4. On the Details tab, enter a Workflow Name, choose the Module (Visitors, Invites or Attendees) and choose the Event that should start the approval. Add conditions if the approval should apply only to some requests. Then select Next.
5. On the Notifications tab, choose who approves under Workflow Approver. Select Select Receiver, tick the people listed or use Search Employee to find specific employees. For Host Approval, the approver is always the visitor's host.
6. Set No Response Time (in mins) and choose at least one No Response Notification recipient. Both are required.
7. If you want a second person to be asked when the first does not respond, set Fallback Approval Timeout (in mins) and choose a Fallback Approver. The fallback time must be shorter than the No Response Time.
8. Optional: choose who is told about each outcome under Approval Notification and Rejection Notification.
9. Select Save.

Vizmo shows Workflow details saved successfully and the approval appears as a box on the canvas.

Example: To ask each host to approve Contractor visits, drag Host Approval onto the canvas, name it, choose Visitors as the module, add a condition for the Contractor visitor type, and set a No Response Time on the Notifications tab.

The drop-down above the canvas (All, Visitors, Invites, Attendees) only changes which approvals you see. It does not change them.

How approvers respond

• Admin portal: the Approvals card on the Dashboard lists pending requests. On the Invites page, people who can approve invites also see a Pending Approvals list.
• Employee portal: requests that need a host's approval appear under Home > Activity Feed.
• Vizmo Pass app: pending requests appear under Approvals.
• Message link: approvers can open the link in the email, SMS or WhatsApp message they receive and select Approve or Reject. They can add a reason when rejecting.

Things to know

• Health declaration answers do not have a separate approver. To have someone review a visitor's answers, create a visitor approval here.
• An approval applies to a request when the request is created. After you add or change an approval, test it with a new visit or invite. Changes affect only requests created afterwards.
• If nobody answers within the No Response Time, Vizmo records No response. That does not count as an approval, and the people you chose under No Response Notification are told. If you set a fallback approver, they are asked as well once the Fallback Approval Timeout passes.
• Approvers always receive the request by email. For a visitor approval where the host is an approver, Vizmo also sends it by SMS, WhatsApp, push notification or Slack, for the channels switched on for the location when you save the approval. If you switch on a new channel later, open the approval and select Save again. The approver's own contact details and notification settings also matter. See Manage location notifications.
• To remove an approval, open it, select the bin icon at the top of the panel and confirm in the Delete Workflow dialog. You need permission to delete approvals.
• To chain approvals, or to set a department head as approver, see Set up multi-level approvals for visitors, invites and attendees.

Troubleshooting

• A request did not need approval. The approval's conditions did not match the request, or no approval exists for that module.
• An approver cannot see the request. Check that they are a selected approver and that their role allows them to approve.
• I cannot drag a box, or the fields cannot be edited. Your role can view approvals but not create or change them.
• Save says "Please enter the required details". Check Workflow Name, Workflow Approver, No Response Time and No Response Notification. If you chose a fallback approver, also fill in Fallback Approval Timeout.
• The approver was not notified. Check that the approver has the contact details the channel needs, and that the channel is switched on for the location.
• The Approvals page is missing. Contact your Vizmo account manager.

Related articles

• Set up an invite approver
• Set up a health declaration
• Approve or reject a walk-in visitor