> ## Documentation Index
> Fetch the complete documentation index at: https://docs.nyumbazetu.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Visitors

> Register visitors, run check-in and check-out at the gate, and maintain a blacklist.

**Operations → Visitors → `/visitors`**

The visitor register is the record of who came onto the property, who they came to see, and when
they arrived and left. For gated estates and managed buildings it is both a security control and,
after an incident, the first thing anyone asks for.

## The visitor record

| Group                    | Fields                                                        |
| ------------------------ | ------------------------------------------------------------- |
| **Identity**             | First name, last name, date of birth, company, address, email |
| **Host**                 | Host name, unit, block                                        |
| **Expected times**       | Expected arrival, expected departure                          |
| **Actual times**         | Actual arrival, actual departure                              |
| **Check-in / check-out** | Check-in notes, check-out notes                               |
| **Duration**             | Hours and duration on site                                    |
| **Status**               | Including blacklist state                                     |

## Gate workflow

<Steps>
  <Step title="Pre-registration (optional)">
    A resident or staff member registers an expected visitor with the expected arrival and
    departure. Pre-registered visitors clear the gate faster and leave a cleaner record.
  </Step>

  <Step title="Check in">
    On arrival, record the actual arrival with any check-in notes. Verify the host — the
    **Call Host** action is there so the gate does not have to guess.
  </Step>

  <Step title="On site">
    The register shows who is currently on the property, with hours elapsed.
  </Step>

  <Step title="Check out">
    Record actual departure and any check-out notes.
  </Step>
</Steps>

<Warning>
  A visitor checked in and never checked out looks like someone still on site. Reconcile open
  check-ins at the end of every shift — an accurate "who is here now" list is the whole point of the
  register.
</Warning>

## Blacklist

Individuals can be blacklisted. A blacklisted visitor is flagged when the gate attempts to register
them, so the decision is not left to whichever guard is on duty that night.

Use it deliberately:

* record **why** the person was blacklisted;
* review the list periodically — an indefinite blacklist with no recorded reason is difficult to
  defend;
* make sure the gate team knows the escalation path when a flag appears.

## Reporting

The register answers the questions that come up after the fact:

* Who was on the property between two times?
* How often does a particular person visit, and whom?
* Which units generate the most visitor traffic?
* Are visitors being checked out, or is the register only half-used?

## Data protection

The register holds personal data about people who are not your customers. Handle it accordingly:

* collect only what the security policy requires;
* restrict access to the register by permission — it carries its own **Visitors** permission set;
* retain it for the period your policy states, and no longer.

## Common problems

| Symptom                              | Cause and fix                                                                                   |
| ------------------------------------ | ----------------------------------------------------------------------------------------------- |
| Long list of visitors "on site"      | Check-outs not recorded. Reconcile per shift.                                                   |
| Blacklisted person admitted          | The gate registered them under a different spelling. Verify against ID, not memory.             |
| No record of an incident-day visitor | Register bypassed during a busy period — usually a staffing or process issue, not a system one. |
| Host cannot be reached               | Host contact details out of date on the resident record. See [Residents](/guides/residents).    |