Compliance documents are an important part of ensuring that your guests are aware of important or essential information, as well as a convenient way to ensure NDAs and other documentation gets signed by your guests before or as they arrive at your location.

Since it may not be necessary for your guests to complete these compliance documents for every visit, essentry offers a simple and convenient way to manage and store compliance data for your guests.

Document Expiration

When you edit or create a compliance document, you can specify how long the document remains valid, once it has been signed. essentry takes this information and can identify your guests and will not require them to complete compliance documents that they have already previously completed, as long as they have not expired.

You can freely determine the timeframe until a completed compliance document expires, by adjusting the number of days and clicking on Apply. 

Recurring Guests

Identification settings for returning guests can be configured in the check-in flow editor by selecting the applicable transition within the Upcoming state.

1. Navigate to Company > Check-in Flows and select the desired check-in flow from the list. 
   
   
2. Click on Edit Current Flow.
   
   
3. Within the Upcoming state, select the transition that the compliance documents are assigned to and click on the pen icon in the Settings column.
   
   
   
4. Under the option Recurring Guests, choose the option best suited to your needs:
   
   
   
   • No Identification: Recurring guests will not be identified and would be required to confirm/sign compliance documents for every visit.
     
     
   • Name: Recurring guests will be identified by name only and will not be required to confirm/sign previously completed compliance documents as long as their name matches.
     
     
   • Name and Birthdate: Recurring guests will be identified by a combination of their name and birthdate and will not be required to confirm/sign previously completed compliance document as long as there is a match of the name and birthdate. (We recommend this option to reduce the likelihood of guests with identical names being incorrectly associated with each other)
     
     
   • Don't request the name can be ignored as this setting would skip the step where the guest submits their name during the check-in process.

Regardless which option is selected, there is a special case:

If a guest is invited a second time by the same host and has already completed the compliance documents on their first visit, they won’t need to do it again, as long as they check in via QR code—even if they don’t provide their date of birth. This is because the compliance document is linked to their contact profile. However, if the guest is invited by a different host, they will need to complete the compliance documents again, as we cannot match contact profiles created by different hosts.

Reset Completed Documents

Should it be necessary, you have to option of completely resetting your guests stored compliance data by clicking the reset icon in the list of compliance documents.

This will reset the completion status of the selected compliance document for all guests, requiring them to confirm/sign it again on their next visit.

Updated September 04, 2024 18:23