Overview
The Visitor Check-In & Check-Out feature allows organisations to manage visitor arrivals, departures, safeguarding, and on-site visibility through the Custr system.
Visitors can check in using:
Standard visitor check-in by entering their name
Visitor invites
Pre-approved visitor records
Contactless QR check-in
Dashboard check-in
The visitor workflow is primarily driven by Categories.
Categories control:
Check-in questions
Badge printing
Photo capture
Feedback questions
Documents and safeguarding steps
Notifications
Sign-out behaviour
DBS expiry monitoring (where applicable)
This allows organisations to create different workflows for different visitor types.
How Visitor Check-In Works
Visitors begin the check-in process by entering their name.
The system will then determine whether the visitor is:
A standard visitor
A pre-approved visitor
An invited visitor
Depending on the visitor type, the check-in process may vary slightly.
Once checked in:
The visitor appears on the dashboard
The visitor appears within the evacuation view
Their status changes to Checked In
When checked out:
Their status changes to Checked Out
They are removed from live on-site totals and evacuation view
Visitor Types
There are three main visitor types within Custr.
Visitor Type | Description |
Standard Visitors | Visitors arriving without a pre-loaded record |
Pre-Approved Visitors | Visitors already stored within the Pre-Approved directory |
Invited Visitors | Visitors who have been sent a scheduled invitation before arrival |
Standard Visitors
Standard visitors are visitors who arrive without being pre-loaded into the system.
During check-in, the visitor:
Enters their name
Selects a category
Completes the questions and steps associated with that category
This is the most common visitor workflow.
Common standard visitor categories include:
Visitor
Contractor
Interviewee
Agency Staff
Cleaner
Governor
Health Professional
Pre-Approved Visitors
Pre-approved visitors are visitors who have already been added to the system before arrival.
These visitors may include:
Regular contractors
Family members
Agency workers
Health professionals
Pre-approved visitors can:
Check in faster
Use QR codes
Skip certain manual steps
Some categories may be configured as:
Pre-Approved Only
This means the category will only appear for visitors already loaded into the Pre-Approved directory.
Pre-approved visitor records can also store:
DBS expiry dates
Additional safeguarding information
Invited Visitors
Invited visitors are visitors who have been sent a scheduled invitation before arrival.
Invitation emails may include:
Meeting details
Host information
QR codes
Directions
Policies or forms
Invited visitors can:
Check in using their invitation QR code
Complete contactless check-in
Move through a faster arrival process
See: Visitor Invites
How Categories Control Visitor Workflows
Categories are one of the most important parts of the visitor check-in process.
Each category can control:
Questions shown during check-in
Badge designs
Notifications
Photo capture requirements
Feedback questions
Sign-out behaviour
Safeguarding documents
DBS expiry monitoring
This allows different visitor types to follow different workflows.
For example:
Contractors may require DBS tracking
Interviewees may receive different questions
Health professionals may bypass certain steps
Parents may receive safeguarding prompts
Remembering Previous Visitors
If a visitor has previously checked in using an email address, the system may recognise them during future visits.
When recognised:
The visitor can confirm their details
Certain information may be remembered automatically
Visitors without an email address will complete the standard visitor process each time.
Alternative Check-In Methods
In addition to standard iPad check-in, visitors can also use:
QR Codes
Available for:
Invited visitors
Pre-approved visitors
Contactless Check-In
Visitors can check in using their own mobile device by scanning:
Dynamic QR codes
QR posters
Dashboard Check-In
Administrators can manually check visitors in from the dashboard.
Automatic Check-Out
Visitors can be automatically checked out using:
Site automation settings
Category-based automation rules
All methods connect back to the same visitor record.
Visitor Status Types
Visitors can appear in one of two states within the system.
Status | Meaning |
Checked In | Visitor is currently on-site |
Checked Out | Visitor has left site |
Checked-in visitors:
Appear in the evacuation view
Count towards live occupancy totals
Checked-out visitors:
Remain visible within reports and dashboard history
No longer appear within evacuation view
Why Can’t a Visitor Find Their Record?
If a visitor is not recognised during check-in:
The system will continue with the standard visitor process
This is normal behaviour for:
New visitors
Visitors without previous records
Visitors without matching email addresses
Important Notes
Categories determine most visitor workflow behaviour
Pre-approved and invited visitors can still belong to normal visitor categories
Visitors can use multiple check-in methods interchangeably
QR check-in is available for invited and pre-approved visitors
Contactless check-in can be used alongside standard iPad check-in
Checked-in visitors automatically appear in the evacuation view