Overview
With required document uploads, admins can request specific documents from certain visitor types scheduled to enter the workplace. If a visitor can't complete their required document uploads themselves, or when a document needs to be added at the last minute, admins can upload the required documents on a visitor's behalf.
Before you can upload documents for a visitor, the visitor type's sign-in flow must already have document requirements configured.
This article covers uploading documents as a global or location admin. Hosts can also upload a document for a visitor they invited; a host-uploaded document always needs an admin to approve it.
Uploading documents
Upon invitation creation
Navigate to Visitors > Invites and click New invite.
Select the Visitor type. If that visitor type's sign-in flow has required documents, a Documents section appears at the bottom of the invite form.
Fill out the remaining required invite details.
In the Documents section, find the required document as defined by the sign-in flow. Click Upload a document, or drag and drop the file into the upload area.
Accepted formats: .pdf, .jpg, .png.
(Optional) Set an expiration date for the document. If the document type is configured to auto-extract expiration dates, the date may populate automatically. You can adjust it if needed.
Click Invite to send the invite. The uploaded document is viewable in the Documents tab of the invite.
The visitor will not be prompted to upload any admin-provided documents during their pre-registration flow.
To an existing invite
You can add, update, or remove documents from the invite's Documents tab after an invite has been created.
Navigate to Visitors > Invites and click the visitor's name to open their invite record.
Open the Documents tab.
Click Upload a document, or drag and drop the file into the upload area.
Accepted formats: .pdf, .jpg, .png.
(Optional) Set an expiration date for the document. If the document type is configured to auto-extract expiration dates, the date may populate automatically. You can adjust it if needed.
The visitor will not be prompted to upload any admin-provided documents during their pre-registration flow.
Do uploaded documents need approval?
Uploading and approving are separate steps. Documents can arrive for approval from more than one source:
Visitor-submitted documents are set to Pending and wait for admin review.
Host-submitted documents are also set to Pending and require admin approval before the visitor can complete registration and receive their QR code.
Admin-submitted documents may bypass the approval step if your company has Admin automatic approval turned on.
Denying a document cancels the visitor's invitation. The visitor receives an email letting them know their invitation was canceled and to contact their host. There is no re-upload link, so the host needs to send a new invite before the visitor can upload again. If you only need a better copy of a file, it's worth contacting the visitor before you deny it.
For Walk-up Visitors
When a visitor attempts to sign in, but hasn't uploaded a document, their entry attempt will require a document and/or approval.
đĄTip: Customize your Pending approval screen to let visitors know extra steps are needed for their entry. đĄ
Navigate to Visitors > Visitor log.
Any entry attempts that require documents will be listed under Approval Required.
Click on the visitor's name to open the entry.
Navigate to the Documents tab.
Click Upload a document, or drag and drop the file into the upload area.
Accepted formats: .pdf, .jpg, .png.
(Optional) Set an expiration date for the document. If the document type is configured to auto-extract expiration dates, the date may populate automatically. You can adjust it if needed.
The entry attempt still requires manual admin approval.
The History log will update to show the source of the upload.
Click Approve to finalize the entry.
Delete a document
On an entry or invite, locate the document you want to remove.
Click the trash can
to delete.
Confirm deletion by clicking Remove document.
Once deleted, the requirement returns to its unfulfilled state. If the visitor still needs to provide the document, they'll see the requirement again in their pre-registration flow.
FAQ
Does the visitor get notified when I upload a document for them?
No. Because the requirement is fulfilled on the admin side, the visitor won't see it in their pre-registration flow and won't be prompted to take action.
Can the visitor replace a document I uploaded?
No. A document uploaded by an admin can't be updated or replaced by the visitor. If a change is needed, an admin can delete the document and re-upload it, or the requirement will reappear for the visitor during pre-registration once the admin-uploaded document is removed.
What happens when I deny a document?
Denying a document cancels the visitor's invitation. The visitor receives an email letting them know their invitation was canceled and to contact their host. There is no re-upload link, and a denied document cannot be replaced from the visitor's existing pre-registration link â the host needs to send a new invite before the visitor can upload again.
Do admin-uploaded documents need to be approved?
Usually, yes. Uploading and approving are separate steps. Admin-uploaded documents skip the approval step only when your company has Admin automatic approval turned on.
Can hosts upload documents on a visitor's behalf?
Yes. A host can upload a document for a visitor they invited. Host-uploaded documents are set to Pending and need an admin to approve them before the visitor can complete registration.