Visitor Fast Track Check-in Process

Fast Track Check-in is for visitors who are one of the following:

• A visitor who has an Appointment Code for a scheduled visit.

• A Registered Visitor who has a QR or Visitor Code.

• Visitors with a Group Code after being assigned a group using the Upcoming Visitor List.

These visitors can use their code to retrieve their visitor information already stored in the ALICE system, so they do not need to enter that information during check-in.

Use this guide to inform employees of the Fast Track Check-in process or to answer any questions from visitors. 

Appointment and Registered Visitor Code Check-in Process

Fast Track Check-in

The first step for a visitor with an Appointment or Registered Visitor Code is to press the Fast Track Check-in button to begin the check-in process.

Enter Code

If Scan QR Code is enabled, the visitor must press the Enter Code button to begin the check-in process. If only Enter Code is enabled, this step will be skipped.

The visitor will enter the Appointment Code or Registered Visitor Code provided by the ALICE system before the visitor’s appointment. Pressing Enter advances the process if a valid code has been provided.

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 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

When using a code, the check-in form will be populated with data the ALICE system already has about the visitor.  This will include standard fields such as the visitor’s first and last name, the employee they are checking in with, and any Reserved Fields you have turned on in the Reserved Fields tab on the ALICE Portal.  If there are more fields that will fit on the page, a scroll bar will appear to allow the visitors to complete all fields.

If any fields are editable, the visitor can use the on-screen keyboard to change the information. Clicking Next will continue to the next step.

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 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.

Scan QR Code Check-in Process

Fast Track Check-in

The first step is for the visitor to press the Fast Track Check-in button.

Scan QR Code

If Enter Code is also enabled, the visitor must press the Scan QR Code button to begin the check-in process. This step will be skipped when only the Scan QR Code is enabled.

The visitor will scan their Registered Visitor QR Code, which they can retrieve from the ALICE Receptionist Preregistration site.

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 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

When using a code, the check-in form will be populated with data about the visitor that the ALICE system already has. This will include standard fields such as the visitor’s first and last name, the employee they are checking in with, and any Reserved Fields you have turned on in the Reserved Fields tab on the ALICE Portal.  If there are more fields than will fit on the page, a scroll bar will appear to allow the visitors to complete all fields.

If fields are editable, the visitor can change information using the on-screen keyboard. Clicking Next will continue to the next step.

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 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.

Group Check-in Process

Group Check-in allows multiple visitors assigned as a group to check in simultaneously. This reduces the time spent at the kiosk between all individuals. The group will have a code a visitor can use to check the whole group in.

Group invitations can be configured by uploading an Upcoming Visitor List.

Fast Track Check-in

The visitor will press the Fast Track Check-in button to begin the check-in process.

Enter Group Code

If Scan QR Code is enabled, the visitor must press the Enter Code button to begin the check-in process. If only Enter Code is enabled, this step will be skipped.

The visitor will enter the Group Code sent in the ALICE invitation email before the visitor's appointment. Once the code has been entered, they'll press Enter to proceed.

Check-in Form and Group Member Selection

A list of the group's members will appear if a valid code is provided. A checklist of group members will appear. The individual can remove the check mark by the name of any visitor not present at check-in time. Selecting an individual will also allow them to review and update their check-in information.

The individual checking the group in will click the Next button to proceed.

Absent visitors can use the Individual Code emailed to them to check in separately.

Induction Screen(s) (Optional)

If induction materials have been configured, the material will be displayed for review. Induction materials can include videos and PDF documents. If a video is part of the induction process, the visitors will not be allowed to proceed past this step until they have watched the entire video.

Once the visitors complete reviewing the material, the individual checking the group in will select the acknowledgment button. For documents with signature enabled, the individual checking the group must provide their signature.

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.

Notification and Badge Printing

Once all steps of the process are complete, a message will display informing them of the group of their next step. This message can be customized using the "Check-in Finish Message" field in the Directories' "AVM settings" section. These settings can be found on the Directories tab of the ALICE Portal.

If "Print Badge" is enabled on the General Check-in Settings tab on the ALICE Portal, badges will be printed for each group member who checked in. The primary details of each badge are the first name, last name, and organization of each individual.

A check-in notification will be sent to the group's host, notifying them of their arrival.