Visitor

Visitor Overview

The Sapphire Web Pack Visitor log is an essential tool that helps maintain a record of visitors attending and departing at your business or place of work. Sapphire Web Pack Visitor book is the ideal solution for recording the visitor’s First Name, Surname, Email, Phone, Company representing, who they are visiting, Sign In and Sign Out, Photograph and Signature.

When you have visitors to the business or workplace, the operators may use this function to record when the visitors arrived, Sign In, and when they departed, Sign Out. Sapphire Web Pack then stores a record the day, and time in and out for each visitor.

Web Pack-Data Entry
Web Pack-Data Entry Menu-Visitor

To Sign In to Sapphire Web Pack Visitor select the Data Entry button, and then select the Visitor option at the bottom of the menu. The screen seen above will probably be displayed full screen so select the Sign In button.

To Sign Out from Sapphire Web Pack Visitor select the Data Entry button, and then the Visitor option at the bottom of the menu. Then select the Sign Out button and the visitor will be signed out with a time stamp. No additional data entry by the visitor will be required.

SapphireOne will display a pop up as seen below ready for the entry of the visitor’s details. All data entry fields are smart and the SapphireOne will offer suggestions as you type.

  • First Name – Enter your first Name.
  • Surname – Enter your surname
  • Email – Enter your email address.
  • Phone – Enter your Phone number.
  • Company – Enter the company you are with. If you name and company is in the data file SapphireOne will automatically enter in all other details.
  • Who are you visiting – The Who are you visiting today option, gives the user 2 choices.
    • Select from a list of employees as displayed, OR
    • • Manually enter in the name of the person you are visiting.
    • If you do not enter a name, the this alert will be displayed.

Once the screen above has been correctly entered select the button.

Select the Next button when the photo has been completed.

The visitor will now have to physically sign. Yes we know it is difficult to get your signature on to a screen so the Clear Signature button has been provided so that the visitor can re-enter their signature if required.

SapphireOne’s implementation of both Dictation (MacOS) and Speech to Text (Windows) is a game changer for data entry. Any data entry field you can type into using a keyboard can use this feature.

You can also use this functionality on all inquiry screens within SapphireOne. For example, the user is in a Contact within a Client. They may have made a phone call to that particular client using the Softphone technology. Consequently, this will automatically date and time stamp both the contact and the phone number you called.

As soon as the call is completed, the user has the ability to use Speech to Text (Windows) or Dictation (MacOS). They can dictate into the memo field of the CRM contact, adding as much description as they require.

Dictation and Speech to Text Procedure

This functionality applies across every single Data Entry screen. For example, the SapphireOne user is entering a Vendor Invoice (VI). Additionally, you may want to add a memo within the Vendor Invoice (VI). The user can utilise the tool and simply dictate the memo.

Another example is if the user wants to add additional lines to the General Ledger account, within each General Ledger account. When the user is completing data entry using a General Ledger, there’s always a unique memo field for each GL account line. The user can then utilise this feature to quickly add the information they need to add. Alternatively, you may have an interview with an employee. After the interview process is completed, the user can then make notes about the employee.

Speech to Text or Dictation is an extremely powerful tool. It is something that we at SapphireOne, as well as our clients, utilise daily. It is a massive timesaver. 

Once they have their signature entered, select the Submit button to complete the signing in procedure.

Select the Restart button and you will now be returned to the sign in screen ready for another visitor to sign in.


You can review our Blog and YouTube channel for additional information and resources on SapphireOne ERP, CRM and Business Accounting software.

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