--- title: "My Visits" description: "The My Visits agenda serves employees for self-service notification of expected visits — before the visitor arrives — and for approving or rejecting visits that are scheduled for you. A scheduled visit is then simply processed at the reception or gate because the system already knows about it." url: https://navody.aktion.cz/en/articles/107-my-visits collection: "Documentation" updated: 2026-10-13 language: en alternates: [cs] --- # My Visits The My Visits agenda serves employees for self-service notification of expected visits — before the visitor arrives — and for approving or rejecting visits that are scheduled for you. A scheduled visit is then simply processed at the reception or gate because the system already knows about it. ## What will you learn in this manual? - Who is the visitor and who is the visited person - Where to find the agenda - How to navigate the visit list - How to plan a new visit (5-step guide) - Visit statuses and approval - How to edit or delete a visit - Visit details - Visits in the calendar - What the web application does not cover (reception and check-out) ## Who is who: visitor × visited person Two key concepts of the agenda differ by just one letter, so it is good to clarify them right at the beginning: - **Visiting person** — someone who is coming (visitor, guest from outside). This also includes a **visiting vehicle**. - **Visited person** — someone to whom the visit is directed (host, employee). ![](https://staticfiles.gleap.io/ghelparticle/0vctHmYQTi9DMVG2xprHSBgkOZAmU2CcOMlKgeYZ71Q3vkAVvtvCbqjfV9VSAcqpQ3HF3mDUiQo.png) ## Visit list When you open the calendar, an overview table of visits for the selected period is displayed. By default, it contains columns **Visiting person** (with name and company), **Visited person**, **Reason for visit**, **Note**, **Vehicles** and **Quick actions**. Through column settings, you can add more — for example **Type of visit**, **Scheduled date**, **Approval status**, **Approved by** or **Approval date**. ![](https://staticfiles.gleap.io/ghelparticle/lFWpH6cQBiccjUm8cjLUbCYbEUyIw1iR8n3SzqYGZd7ic2RjaRBpCpHEgddTXYK4AWAMkqrO0GH.png) - In the **Vehicles** column there is a car icon — when you hover over it, the vehicle type, make, color, and license plate of the vehicle and trailer are displayed. - The **Quick Actions** column offers buttons directly in the row **Approve** and **Reject** (only for visits awaiting approval) and a **Detail** button. - Clicking on a row opens a **side panel** on the right with a summary of the visit: status, basic information, visitor, vehicles and trailers. - Right-clicking on a row opens a **context menu**: Edit, Visit Details, Approve, Reject, Delete (depending on the visit status and your permissions). ![](https://staticfiles.gleap.io/ghelparticle/8Ps8GnWUqdd0mcPSauSrmyWBsK2DsHQ3hbCx8BmzbhOVF9rrHSMd9fM1L3vL4x9RbsSOr7Zoz8y.png) ### Filtering - **Period** — standard filter with from–to selection and period type selection. - Toggle **Awaiting my approval** — "Shows only visits awaiting your approval." When enabled, the period filter is ignored; the application remembers the toggle setting. ## Schedule a new visit Click the **New visit** button above the list. A five-step wizard will open; navigate between steps using the **Back** and **Next** buttons. ### Step 1 — Select a person Start typing the visitor's name in the **Last name and first name** field. The autocomplete suggests already registered visitors (you can see the company, email, and phone number below the name). If you don't find them, select **Create new person**. In the **Recent visits** section, you can select a person from a recent visit with one click. Continue with the **Select person** button. > **Info:** If the form does not find a matching visitor, a new one will be created automatically. > **Warning:** The application checks the restrictions for the selected person here: it displays in red "Visitor is banned from entry", in green "Visitor is permitted to enter without a host" ![](https://staticfiles.gleap.io/ghelparticle/HaxgDDhCA5ddmeYD62arK1GBxmJ4DdzaLWL9oDWRsO7mF2xj9FGw5r8LO7XLbaFHBVrKzF4B3YD.png) ### Step 2 — Visitor (basic information) Check or complete the information: **First Name**, **Last Name**, **Company**, **Email**, **Phone**, **Gender**, **Communication Language**, **Note**. For an existing person, all fields except Note are locked if you do not have the right to edit the visitor. ![](https://staticfiles.gleap.io/ghelparticle/YYuNgASbkyRE83mhu6z1PnA5PiAYSqIRo2JCDKzrAOh2Fg8p2R41RIUDyYqi8Jt2GYPKcCXbzNe.png) ### Step 3 — Visit Type Select **Visit Type** from the list (required). The type determines the behavior of the visit — including whether the visited person or organizational structure must be filled in and whether the visit is subject to approval. If the type has a note filled in, it will be displayed under the selection as information. ![](https://staticfiles.gleap.io/ghelparticle/HjZ83MbyejBeaYDbsi9ABPA1hcVGMlnR5YGAspPyCPNrL0ePP4Qwi8Z95HwI6iVG1OIbbYFDVRi.png) ### Step 4 — Vehicles (optional step) If the visitor arrives by car, fill in **RZ** (the autocomplete offers registered vehicles), **Make**, **Type** (Personal / Commercial / Motorcycle / Trailer / Other) and **Color**. Use the **Add trailer** button to add the same information for a trailer — a trailer can only be entered for a completed vehicle. If there is no vehicle, simply skip this step using the **Next** button. ![](https://staticfiles.gleap.io/ghelparticle/Tp0JKjBzYsFjTyHq6aga8pAyDqtay2dsqcsiTEByvY1xER65eTzxurMFUWQAkQwgUHASRUJlzlq.png) ### Step 5 — Visit Details Fill in the information about the visit itself: Field Meaning

Visited person

Who the visit is for — your name will be pre-filled. Obligation is determined by the type of visit.

Escort

Person who accompanies the visit around the premises.

Organizational structure

Target workplace; obligation is determined by the type of visit.

Date of arrival and Time of arrival

Planned visit date. Date is mandatory.

Reason for visit

Free text.

Note

Free text — the only field that can be edited even during an ongoing visit.

Complete the wizard by clicking the **Create Visit** button. After successful saving, a confirmation message "Visit has been successfully scheduled" will appear. ## Visit statuses and approval If required by the visit type, the scheduled visit must be approved by the visited person (or their companion). You can see the status in the column and label **Approval Status**: - 🟠 **Awaiting approval** — default state after creating a visit, approval options are displayed ![](https://staticfiles.gleap.io/ghelparticle/xsIYBCGTOIJI1N4reTwOncGIma3IkYVT2voV2iL2cSDSiuSiyrQBtj2lZApElqhxGhMerVyBc5H.png) - 🟢 **Approved** — after the **Approve** action. ![](https://staticfiles.gleap.io/ghelparticle/Pz10IoxewU1o9IVbpcwhTDzDl3POkMrQnVpEHWRppCf2ktzbOsT5NGpg1fFa4oI7wKDdQ01iTqD.png) - 🔴 **Rejected** — after the **Reject** action. ![](https://staticfiles.gleap.io/ghelparticle/5tmV4U5P8O3S99JD8d9aEkisUkYZC0aAsSwcVJUhZnQr2hHDPLeq7QB3KNYF8zLwNKu7t9sr0Ol.png) You can approve or reject a visit in several places: - buttons **Approve** / **Reject** in the **Quick actions** column, - from the context menu of the row or from the sidebar, - in the visit detail, - **in bulk** — check multiple rows and select **Approve** / **Reject** above the list, - via a link from the **email notification**, which opens the detail directly with the approval or rejection dialog. In the action dialog, you can attach a **Note** — it will be saved as an Approval Note. The system will also add who and when approved the visit. > **Warning:** The decision is final — from the Approved and Rejected statuses, you cannot go back in the web application. 💡 **Tip:** Enable the **Awaiting my approval** filter — you will see only visits that are waiting for your decision. Their count is also shown by a red badge next to the menu item. ## Edit and delete a visit You can edit a visit by selecting **Edit** (context menu, detail). The same wizard will open with pre-filled data and an **Edit visit** button; you can no longer change the visiting person. - **Planned visit** (visitor has not yet arrived) — you can edit all data and **delete** the visit. - **Unplanned / ongoing visit** (arrival has already been recorded) — you can only edit the **Note**; deletion is not available. The wizard will remind you with the message "If the visit is not planned, only the visit note can be edited." ## Visit detail You can open the detail by selecting **Visit detail** or by clicking the **Detail** button. In the header you can see the visitor's name, status label, and action buttons **Approve** / **Reject** (for pending visits), **Edit** and **Delete**. The **Visit overview** tab contains three cards: - **Basic information** — type of visit, date, visited person, accompaniment, reason, approval status… - **Visiting person** — name, company, contacts, communication language, note. - **Vehicles and trailers** — registration number, make, type and color. ![](https://staticfiles.gleap.io/ghelparticle/l7Us8usvr06UaAPbck5qPWjgS78S9vjeDyZexrpBMt0BCSwCtGgusw4qJHkcCX8S4awci8kYpaj.png) ## Visits in calendar Scheduled visits are displayed as all-day events in the **My Calendar** agenda and in the calendar widget on the dashboard. You can enable the display using the **Visits** toggle („Displays scheduled visits."). - A visit **pending approval** is displayed with hatching. - When you hover over it, the visiting person, type of visit and approval status are displayed; click to go to the details.