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Pre-approved Vendor Check-In

Pre-approved Vendor Check-In

Pre-approved vendor check-in streamlines arrivals so building guards and desk personnel can quickly identify pre-approved vendors, verify their ID and COI, and issue a badge without re-entering details or sending notifications.

Overview

The system reduces entry congestion, saves time, and ensures only approved, insured vendors gain access. Pre-approving recurring vendors gives your property teams a faster, more consistent check-in process while keeping accurate visitor logs.

Key benefits include:

BenefitDescriptionExpedited arrivalsPre-approved vendors process quickly, minimizing delays.Consistent, professional experienceCreates a reliable check-in for recurring vendors.Operational efficiencyReduces administrative work while maintaining accurate visitor logs.Verified complianceEnsures vendors meet COI requirements before access.Transparent activity recordsProvides property teams visibility into vendor visits.

Getting started

  • Navigate to Visitor Management, then open the Vendors tab.
  • Review the vendor list, which displays all vendors associated with your managed building.
  • Search for a vendor to check in.

Check in a pre-approved vendor with an active COI

  • Click Check in next to the vendor with an active COI.
  • The Pre-approved vendor visit form opens with the Vendor pre-filled and Bypass desk selected.
  • Enter the vendor personnel's First Name and Last Name.
  • Modify the visit details as needed:

FieldDescriptionAccess LevelThe access permissions granted for the visit.DateThe date of the visit.Start timeWhen the visit begins.End timeWhen the visit ends.Max # of entriesThe maximum number of entries allowed during the visit.

  • Pre-approved vendor visits display the Vendor logo. Hover over the logo to view the company name.
  • Click the vendor name to view the personnel profile.

Check in a pre-approved vendor with an expired COI

If a vendor's COI has expired, obtain an updated certificate before granting access.

  • Click the vendor's name.
  • Open the Contacts & billing tab.
  • Reach out to the point of contact to obtain an updated COI.

Verify that each vendor meets your building's COI requirements before issuing a badge. Vendors with an expired COI should not be checked in until an updated certificate is on file.