> For the complete documentation index, see [llms.txt](https://help.security.gallagher.com/knowledge-hub/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.security.gallagher.com/knowledge-hub/products/cc-software/operate/visitor-management-client/pre-registration-and-receptionist-functions/the-visit-screen/creating-a-visit.md). # Creating a visit ### Introduction When a visitor plans to arrive or arrives at your reception you will need to create a visit. **Hint:** It is recommended that you create a visit before the visitor arrives. This saves check-in time and informs the person at the reception or security gate that one or more visitors are expected. ### Procedure Perform the following procedure to create a visit: 1. Click the **Visit** button located on the toolbar or click the **New Visit** button on the Visit screen. A new visit is created and the status of the visit is set to ‘New Visit’. 2. Select a **Reception** from the Reception drop down. This is where the visitor will arrive. Refer to [Managing multiple receptions](/knowledge-hub/products/cc-software/operate/visitor-management-client/pre-registration-and-receptionist-functions/the-visit-screen/creating-a-visit/managing-multiple-receptions.md). **Note:** Changing the reception may affect the information already entered for the visit. 3. Select a **Visitor Type** from the Visitor Type drop down. This drop down is populated with a list of visitor types valid for the selected reception. **Notes:** * Only one visitor type can be selected per visit. * If the visitor type is changed and an access group has been selected, the access group may not be valid for the new visitor type. * If the visitor type is changed the Meeting With field will be set to blank. 4. To enter a Host in the **Meeting With** field, either: * badge a valid Host card at the reception reader. The Host displays. Or, * present a valid Host biometric sample at the reception reader. The Host displays. Or, * enter the first 3 characters of the Host's name and select the Host from the Meeting With drop-down list. This drop-down is populated with a list of cardholders who can host visits for the selected visitor type. 5. Enter the **Arriving** date and time for the visit. 6. Enter the **Departing** date and time for the visit. 7. Optionally, enter a **Purpose** for the visit. 8. Optionally, select a **Badge Text** entry from the Badge Text drop down. This text will be printed on the badge label for each visitor for this visit. This drop down is populated with a list of badge text entries valid for the selected reception. 9. Optionally, select one or more **Access Groups**, refer to [Assigning access](/knowledge-hub/products/cc-software/operate/visitor-management-client/pre-registration-and-receptionist-functions/the-visit-screen/creating-a-visit/defining-access-for-a-visit.md). 10. Optionally, enter a **Note** for the visit. A note could be information about the visit, information about the visitors, instructions for the visit or preparations required for the visit. 11. **Add Visitors** to the visit. To create a visit at least one visitor must be added to the visit.
If you want to..then..
Add a visitor (visitor previously created)

  1. Enter a minimum of three characters into the Add Visitor field.
    A list of possible matches display. As more characters are entered the list becomes further refined. Configuration in Command Centre determines what the search and match is performed on. It will be either:

    • visitor name only, or
    • visitor name and any of the PDFs selected in the Find Visitor configuration.

    Visitor names are checked for matches and the system returns entries where there is a match on any part of the name. If PDF searching is included, not only is the name checked for matches but the system also includes in the match list any visitors where the characters entered match the characters at the beginning of any of those PDF fields.

    Note: The Visit screen only displays the Name field plus four PDFs. If there are more than four PDFs selected for inclusion in searching, even though they will not all display, searching will still be performed on all of them.

  2. Select a visitor from the list and click Add.
    The visitor displays below.
Create a visitorclick Create. The Create Visitor screen displays. Refer to Creating a visitor.
12. Ensure all mandatory (\*) fields have been completed for the visit then click **OK** or **Apply** to save the visit. The status of the visit is set to ‘Scheduled’. The status of each visitor is set to ‘Expected’. --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation by asking a question. Perform an HTTP GET request on the following URL with the `ask` and `goal` query parameters: ``` GET https://help.security.gallagher.com/knowledge-hub/products/cc-software/operate/visitor-management-client/pre-registration-and-receptionist-functions/the-visit-screen/creating-a-visit.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is what the user is ultimately trying to achieve, the reason they need the answer. Sharing it helps GitBook give you a better, more relevant answer. A goal is most helpful when it describes the outcome the user wants rather than restating the question. For example, with `ask=how do I create an API token`, a goal like `automate deployments from our CI pipeline` lets GitBook tailor the answer to that use case. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.