First-time Visitors are typically visitors who arrive at a building unannounced. These visitors must complete the check-in process by filling in their information through an on-screen keyboard or scanning their government-issued ID, such as a Driver's License.
Use this guide to inform employees of the check-in process for First Time Visitors or to answer any questions from visitors.
The visitor is not intended to use this guide.
Use Keyboard Check-in Process
This option allows visitors to use an on-screen keyboard to complete the check-in process. Below are the steps taken during this process.
Register / Check-in
The first step is for the visitor to press the Register / Check-in button.
If Scan ID is enabled, the visitor must press the Use Keyboard button to begin check-in. This step will be skipped if only Use Keyboard is enabled.
Precheck Survey (Optional)
Surveys set to the type "Pre-Check In" will appear after the Check-in Form. The visitor must use the on-screen keyboard to fill in the required fields. Once complete, they will use the Submit button to finalize the details.
If a survey is configured to flag users who answer questions with specific responses, the check-in process will be put on hold until an office administrator provides an override code. An email or SMS text alert will be sent to employees who are set up to receive security notifications. The employees receiving notifications can be configured in the Notifications tab on the ALICE Portal.
Surveys can be configured in the Surveys section of the ALICE Portal.
Check-in Form
The primary check-in form includes standard fields, such as the visitor’s first and last name, the employee they are checking in with, and any other fields enabled on the ALICE Portal's Reserved Fields and Custom Fields tabs. When a visitor selects a field, an on-screen keyboard will appear. A scroll bar will be available if there are more fields than what will fit on the page.
If the "Registered Visitor Sign Up" option is enabled in the Reserved Field tab of the ALICE Portal, the visitor will have the option to provide their email address and phone number to create a Registered Visitor. Registered Visitors can use the Fast Track Check-in option to sign in quickly on future visits.
Once the visitor has completed all required fields (as indicated by the red *), selecting the Next button will advance the check-in process.
Take Picture (Optional)
If the "Take Photo" option is enabled in the General Check-in Settings tab on the ALICE Portal, the ALICE camera will turn on. The visitor will be prompted to take a photo of themselves. A red frame on the camera image will help visitors line up their faces. Once the visitor is ready, they will press the Take Picture button. An on-screen countdown will begin, and a picture will be taken once the countdown hits 0.
If the "Mask Check" or "Temperature Check" options are enabled on the Screening tab on the ALICE Portal, ALICE will perform these checks during this step. Temperature screening requires additional hardware. Speak to your ALICE representative for more details.
Visitor Screening (Optional)
If the "Screening Database" option is enabled in the Screening tab on the ALICE Portal, their information will be checked against the active screening lists.
If a match is found during the screening process, the check-in process will be put on hold until an office administrator provides an override code. An email or SMS text alert will be sent to employees set up to receive Security Notifications. The employees receiving notifications can be configured in the Notifications tab on the ALICE Portal.
Check-in Survey (Optional)
Surveys set to the type "Check In" will appear after the Check-in Form. The visitor must use the on-screen keyboard to fill in the required fields.
If a survey is configured to flag users who answer questions with specific responses, the check-in process will be put on hold until an office administrator provides an override code. An email or SMS text alert will be sent to employees receiving Security Notifications. The employees receiving notifications can be configured in the Notifications tab on the ALICE Portal.
Surveys are configured in the Surveys section on the ALICE Portal.
Induction Screen(s) (Optional)
If induction material has been configured as a part of the check-in process and the visitor has not reviewed it previously, they will review it at this step. Induction materials can include videos and PDF documents. If a video is part of the induction process, the visitor cannot proceed past this step until they have watched the entire video.
Once the visitor completes reviewing the material, they will select the acknowledgment button. For documents with signatures required, the visitor must provide their signature.
Notification and Badge Printing
Once all steps are complete, the visitor will receive a message informing them of their next step. This message can be customized using the "Check-in Finish Message" field in the ARD's "AVM settings" section. These settings can be found on the Directories tab of the ALICE Portal.
If "Print Badge" is enabled in the General Check-in Settings tab on the ALICE Portal, a badge featuring details about the individual will be printed. This badge's primary details include first name, last name, and organization.
A check-in notification will be sent to their host, notifying them of the visitor's arrival.
Scan ID Check-in Process
This option allows visitors to scan their Driver's License or Passport ID during check-in to populate certain fields.
If ID scanning is being used to validate an individual's identity, it is recommended to disable the "Check-in with keyboard" option in the AVM Menu tab on the ALICE Portal.
ID Scanning requires additional hardware and services. Please get in touch with your ALICE Receptionist representative for more details.
Register / Check-in
The first step is for the visitor to press the Register / Check-in button.
If the Use Keyboard is also enabled, the visitor must press the Scan ID button to begin the Scan ID check-in process. If only Scan ID is enabled, this step will be skipped.
Precheck-in Survey (Optional)
Surveys set to the type "Pre-Check In" will appear after the Check-in Form. The visitor must use the on-screen keyboard to fill in the required fields. Once complete, they will use the Submit button to finalize the details.
If a survey is configured to flag users who answer questions with specific responses, the check-in process will be put on hold until an office administrator provides an override code. An email or SMS text alert will be sent to employees set up to receive security notifications. The employees receiving notifications can be configured in the Notifications tab on the ALICE Portal.
Surveys can be configured in the Surveys section of the ALICE Portal.
Scan ID
This step requests the visitor to insert their ID card into the ID Scanner. Once inserted, the visitor must press the Scan button, and the ALICE system will scan the ID card.
Once the scan is complete and the ID is verified as valid, a message will display reminding the visitor to remove their badge from the scanner.
Selecting Next will continue the process.
Check-in Form
The primary check-in form includes standard fields, such as the visitor’s first and last name, the employee they are checking in with, and any other fields enabled in the Reserved Fields and Custom Fields tabs on the ALICE Portal. A scroll bar will appear if there are more fields than what will fit on the page.
The ID scan will automatically populate the first name, last name, and photo fields. Setting the "Editable" toggle for these fields to Off is recommended when scanning IDs. This prevents the user from changing the details scanned from their ID.
If the "Registered Visitor Sign Up" option is enabled in the Reserved Field tab of the ALICE Portal, the visitor will have the option to provide their email address and phone number to create a Registered Visitor. Registered Visitors can use the Fast Track Check-in options to sign in on their next visit more quickly.
For any additional fields that are not populated, an on-screen keyboard appears when the visitor selects the field. Once the visitor has completed all the required fields (as indicated by the red *), selecting the Next button will advance the check-in.
Visitor Screening (Optional)
If the "Screening Database" option is enabled in the Screening tab on the ALICE Portal, their information will be checked against the active screening lists.
If a match is found during the screening process, the check-in process will be put on hold until an office administrator provides an override code. An email or SMS text alert will be sent to employees set up to receive Security Notifications. The employees receiving notifications can be configured in the Notifications tab on the ALICE Portal.
Check-in Survey (Optional)
Surveys set to the type "Check In" will appear after the Check-in Form. The visitor must use the on-screen keyboard to fill in the required fields.
If a survey is configured to flag users who answer questions with specific responses, the check-in process will be put on hold until an office administrator provides an override code. An email or SMS text alert will be sent to employees receiving Security Notifications. The employees receiving notifications can be configured in the Notifications tab on the ALICE Portal.
Surveys can be configured in the Surveys section on the ALICE Portal.
Induction Screen(s) (Optional)
If induction material has been configured as a part of the check-in process and the visitor has not reviewed it previously, they will review it at this step. Induction materials can include videos and PDF documents. If a video is part of the induction process, the visitor cannot proceed past this step until they have watched the entire video.
Once the visitor completes reviewing the material, they will select the acknowledgment button. For documents with signatures required, the visitor must provide their signature.
Notification and Badge Printing
Once all steps are complete, the visitor will receive a message informing them of their next step. This message can be customized using the "Check-in Finish Message" field in the ARD's "AVM settings" section. These settings can be found on the Directories tab of the ALICE Portal.
If "Print Badge" is enabled in the General Check-in Settings tab on the ALICE Portal, a badge featuring details about the individual will be printed. This badge's primary details include first name, last name, and organization.
A check-in notification will be sent to their host, notifying them of the visitor's arrival.