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Pre-Approved Visitors

Learn how to create, manage and use Pre-Approved Visitors within Custr.

Overview

The Pre-Approved Visitors feature allows organisations to store visitor records in advance, making the check-in process faster and more efficient for regular visitors.

Pre-Approved Visitors can check in using their name or a unique QR code, reducing the amount of information they need to enter during each visit.

This makes the feature particularly useful for organisations that regularly welcome the same visitors.

Common examples include:

  • Family members visiting care homes

  • Parents visiting schools

  • Health professionals

  • Agency staff

  • Cleaners

  • Security personnel

  • Regular contractors

Unlike Invites, Pre-Approved Visitors can be reused for multiple visits and do not require a specific date or time to be scheduled.

Please note: Pre-Approved Visitors are site-specific and must be created separately for each site.

What is a Pre-Approved Visitor?

A Pre-Approved Visitor is simply a visitor whose details have been added to Custr in advance.

By storing their information ahead of time, visitors can:

  • Check in faster using their name or QR code

  • Avoid repeatedly entering personal details

  • Use Express Check-In to complete questions and documents before arrival

  • Be assigned a default visitor category

Each Pre-Approved Visitor is assigned a category, which determines the questions, documents, notifications and check-in experience associated with their visit.

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How to Add a Pre-Approved Visitor

There are two ways to create Pre-Approved Visitors:

  • Single Entry

  • CSV Bulk Upload

Single Entry

To create a Pre-Approved Visitor:

  1. Navigate to Directory > Pre-Approved

  2. Click the + icon

  3. Select New Pre-Approved

  4. Enter the visitor details

  5. Select a category

  6. Click Save

You can store information such as:

  • Name

  • Email Address

  • Company

  • Vehicle Registration

  • DBS Expiry Date

  • Visitor Category

CSV Bulk Upload

To bulk import Pre-Approved Visitors:

  1. Navigate to Directory > Pre-Approved

  2. Click the + icon

  3. Select Import Pre-Approved

  4. Click Pre-Approved

  5. Select Upload a File

  6. Download the template if required

  7. Upload your completed CSV file

  8. Review the visitor information

  9. Click Save

How Pre-Approved Check-In Works

When a Pre-Approved Visitor arrives, they can check in using either:

  • Name Search

  • QR Code

Name Search

To check in using Name Search:

  1. Begin typing the visitor’s name on the iPad

  2. Select the correct visitor record

  3. Confirm any required details

  4. Complete the check-in process

When a Pre-Approved Visitor is selected, their stored details are automatically loaded into the check-in flow.

This means they do not need to re-enter their personal information each time they visit.

Please note: The visitor’s assigned category can still be changed during check-in if required.

QR Code Check-In

Every Pre-Approved Visitor can be assigned a unique QR code.

To check in using a QR code:

  1. Open the Pre-Approved Visitor email

  2. Display the QR code on a mobile device or printed copy

  3. Present the QR code to the iPad camera

  4. Complete the check-in process

The visitor’s details will be automatically recognised and loaded.

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Express Check-In

Express Check-In allows Pre-Approved Visitors to complete most of the check-in process before arriving on site.

When enabled, the visitor receives an email containing a secure link where they can:

  • Confirm their personal details

  • Complete category questions

  • Review required documents

  • Provide digital signatures

  • Complete photo capture (where enabled)

Once completed, the visitor can arrive on site and use their QR code to check in quickly.

This helps:

  • Reduce queues

  • Minimise interaction with the iPad

  • Improve visitor flow during busy periods

  • Ensure documents and signatures are completed before arrival

Please note:

  • Express Check-In is only available for Pre-Approved Visitors and Invited Visitors.

  • Standard Visitors cannot use Express Check-In.

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How to Edit a Pre-Approved Visitor

To edit a Pre-Approved Visitor:

  1. Navigate to Directory > Pre-Approved

  2. Select the visitor you wish to edit

  3. Click Edit

  4. Make your changes

  5. Click Save

Pre-Approved Actions

The Pre-Approved directory includes several actions that can be applied to individual visitors or multiple visitors at once.

Single Visitor Actions

To view actions for an individual visitor:

  1. Navigate to Directory > Pre-Approved

  2. Click the three dots next to the visitor

  3. Click Select

The visitor details and available actions will appear on the right-hand side.

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Bulk Actions

To apply actions to multiple visitors:

  1. Navigate to Directory > Pre-Approved

  2. Click the three dots next to a visitor and select Select

  3. Select the required visitor records

  4. Choose the required action

Available actions include:

  • Enable Express Check-In

  • Generate QR Codes

  • Download QR Codes

  • Resend Pre-Approved Visitor Emails

  • Assign Categories

  • Delete Visitors

Automatic Deletion of Pre-Approved Visitors

You can configure Custr to automatically remove Pre-Approved Visitors who have not checked in for a specified period.

Please note:

  • Only the Pre-Approved Visitor record is deleted.

  • Historic visitor check-in records remain available within History.

How to Enable Automatic Deletion

  1. Navigate to Configuration > Settings

  2. Select the Automation tab

  3. Scroll to Automatic Deletion of Pre-Approved Visitors

  4. Enable the setting

  5. Enter the number of days

  6. Wait for the system to auto-save

Inactive Pre-Approved Visitor Alerts

Custr can notify staff when a Pre-Approved Visitor has not visited within a specified period.

This can be useful for:

  • Family members who have stopped visiting

  • Contractors who are no longer active

  • Health professionals who may need reviewing

How to Configure Alerts

  1. Navigate to Configuration > Settings

  2. Select the Automation tab

  3. Scroll to Pre-Approved Visitor Alerts

  4. Enable the setting

  5. Enter the required number of days

  6. Wait for the system to auto-save

Please note: Alerts are only sent to users with the Pre-Approved Alerts permission enabled.

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How to Edit the Pre-Approved Visitor Email

The Pre-Approved Visitor email can be customised to match your organisation’s requirements.

The email can include:

  • Welcome information

  • Site instructions

  • Health & Safety documentation

  • QR Codes

  • Express Check-In links

To edit the email:

  1. Navigate to Configuration > Settings

  2. Select Default Emails

  3. Choose Pre-Approved Visitor

  4. Make your changes

  5. Click Save

Roles & Permissions

Access to the Pre-Approved Visitors directory is controlled through Roles & Permissions.

Available options are:

  • View & Edit – Can create, edit and delete Pre-Approved Visitors

  • View Only – Can view records but cannot make changes

  • Disabled – No access to the Pre-Approved Visitors directory

Additional notifications are controlled through the Pre-Approved Alerts permission.

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Important Notes

  • Pre-Approved Visitors are designed for regular or repeat visitors.

  • Each visitor is assigned a category, which can be changed during check-in if required.

  • QR codes are generated automatically and can be regenerated at any time.

  • Pre-Approved Visitors do not require an email address to be created.

  • Historic visitor records remain available even if the Pre-Approved Visitor record is deleted.

  • Express Check-In can be used to complete most of the check-in process before arrival.

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