Visitor Management User Guide
   Admin Guide Main Page
Introduction
In i-Neighbour, the Visitor Management module is one of the main features implemented into the system to provide security and convenience for the residents within a neighbourhood. Not only will all visitor in the neighbourhood be recorded into the system for reviewing purposes but the data will likewise be fully accessible to the authorized individuals via smartphone as well.
How To Setup The Visitor Setting (Admin):
For Web

Before any invitation or visitation can be carried out in the neighbourhood, the Admin must first setup the Visitor Setting in i-Neighbour. Note that this function can only be done in the Web Portal of i-Neighbour and by the Admin only.

To setup the Visitor Setting, please login to your Admin account at www.i-neighbour.com > Neighbourhood > Settings > Visitor Setting. Once in the overview, the Admin will be presented with two tabs, namely Visitor Details and Rules.


Under Visitor Details, the Admins will need to include a list of fields whereby each field has to be filled up by the incoming visitors. By default, the ID/Driving License Photo, Name and ID No. fields will be included for the visitors to fill up. If Admins wish to add in more fields for the visitors, please click on Edit button to start adding or managing the related fields.



Once done, residents can now start pre-registering or invite visitors into the neighbour via i-Neighbour.
How To View Visitors’ Activities Within The Neighbourhood (Admin):
For Web

While logging into i-Neighbour, Admins will be presented with a dashboard that displays a list of visitors’ activities within the neighbourhood such as the amount of Administrators, Activated Units, Residents, Checked-In Visitors and Blacklisted Visitors. This is so that Admins can better monitor the activities carried out in the neighbourhood.


To view more details regarding the visitors’ activities, Admins can also click on the Checked-In Visitors icon. Once done, a list of recent visitors’ activities (maximum 5) along with their details such as ID/Driving License No., Car Plate No. and Check-In/Out Time will be shown at the bottom of the dashboard.

Additionally, clicking on the View Details button at the bottom of the page will redirect the Admin to the Today’s Visitor Listing page whereby the Admins will have a full view list of visitors that are currently accessing the neighbourhood.
Once the visitors have already checked-out from the neighbourhood, the records will also be stored within the system for reviewing purposes. Note that Admins can click on the History tab to view the list of visitors that have visited the neighbourhood.
For Mobile -

To view the Visitor Listing in i-Neighbour App, please tap on the Checked-In Visitor icon located at the homepage. Once in the overview, Admins will have access to a list of visitors that have already checked-in or will check-in to the neighbourhood. Note that Admins can also tap on the visitor to enter the Visitor Profile page for an in-depth overview of the selected visitor’s information.
If Admins would like to review the visitors that accessed the neighbourhood previously, please tap on the History icon located at the top right of the overview. In it, the system will display a list of visitors that have visited the neighbourhood. Tapping on the visitor will likewise provide an in-depth overview of the selected visitor’s information.
How To Add/Delete Favourite Contacts (Resident):
For Mobile -

Before residents proceed to invite visitors into the neighbourhood, note that it is possible to add Favourite Contacts in i-Neighbour. The Favourite Contacts function is implemented to help hasten the process when inviting a visitor into the neighbourhood. To add a Favourite Contact into i-Neighbour, please proceed to i-Neighbour App > More > Favourite Contacts.
In the overview, residents can tap on Add Now button or the + Icon to add in their favourite contacts. By tapping on the Add function, residents will be presented with 3 choices, namely Add New, Add Visitor From Listing and Import from Contact.


Selecting Add New will direct the residents to a Contact Form page whereby the residents will have to input the relevant data. Note that only the visitor’s Name is required at this point to start adding the visitor as a Favourite Contact. After completing the action, click on the Save button and the contacts will now be displayed in the overview.
Next, selecting Add Visitor From Listing will direct the residents to a list of visitors that has visited the residents or vice versa. Tapping on the selected visitor will bring about two option: Add New and Update Existing. Tapping on Add New will add the contacts as New Favourite Contacts while Update Existing allows the residents to update the info contacts here to the ones created previously. Hence, please proceed with the steps to add in the favourite contacts. The contacts will then be displayed in the overview once done.
Moving on, selecting Import from Contact will direct residents to the list of contacts stored within the user’s smartphone. Subsequently, tapping on the contacts will likewise import the contacts info into the Contact Form page for the residents to fill up. Tap on the Save button after confirming the information and the favourite contact will then be displayed in the overview.
Additionally, if residents would like to delete the added contacts, please swipe left on the selected contacts and a Trash icon will appear. Tapping on the Trash icon will prompt the residents with a pop-up to confirm the action. Note that the deleted data cannot retrieved once the action is confirmed.
How To Invite Visitors (Resident):
For Web

To invite visitors into the neighbourhood, please login to your account at www.i-neighbour.com > My Account > Visitation > Visitors. In the overview, residents will be presented with three tabs: Visitor Registration Approval, Visitor Listing and Visitor Invitation. For this case, click on Visitor Invitation in order to start the invitation process.



Next, click on the Invite Visitor button and you will be prompted with a pop-up whereby residents can configure the Visit Type, Purpose of Visit, Time and Date. After configuring the setup, please include the Visitor’s Name and Email in order to inform the visitors that you’ve sent them an invitation to your neighbourhood. Lastly, click on Send Invitation to confirm the action.

For Mobile - To invite visitors into the neighbourhood, please login to i-Neighbour App and tap on the Invite button at the homepage or More > Invitation. In the overview, residents can determined the Visit Type, Purpose Of Visit and the Date Of Arrival. Note that residents can also indicate as to whether they are inviting a guest or a neighbour into their home by tapping on the two categories (Invite Guest/Invite Neighbour) included below.

When tapped on Invite Guest, the residents will have to continue filling the Visitor’s Name, ID/Driving License No., Car Plate No. and No. Of Visitors. Once done, please tap on the Save & Generate QR Code to generate a QR Code for the visitors. Note that the residents will still need to provide the QR Code to the visitors in order for them to be able to access into the neighbourhood.

When selecting Invite Neighbour, the residents will only need to indicate which neighbour that they intend to invite to their home, i.e. Block/Street, Unit No. and Resident Name. Once everything has been filled, please tap on the Submit button to confirm the invitation.
How To Pre-Register Your Visitation (Admin/Resident):
Other than inviting visitors into the neighbourhood, both Admins and Residents can also pre-register themselves to access other neighbourhoods as well.

For Web

To pre-register your visitation into other neighbourhoods, please login to your account at www.i-neighbour.com > My Account > Visitation (Admin) or My Account > Visitation > My Visit (Resident). In the overview under Upcoming Visit tab, click on Add Visitation to start pre-registering your visit into other neighbourhood. After selecting the neighbourhood that you wish to visit, please enter the following fields such as Block/Street Name, Unit No. and Host Name to search for the individual that you intend to visit.
After confirming the individual, Admin/Resident will be directed to a Registration page whereby they have to indicate their Visit Type, Date and Time. Additionally the Admin/Resident will also have to include their own information in the fields below the form in order to complete the registration. Once everything is complete, please click on the Submit button and the pre-registration notification will be sent to the individual involved. Note that Admin/Resident can only accessed into other neighbourhoods if their application is approved.
For Mobile -

To pre-register your visitation into other neighbourhoods, please login to i-Neighbour App > More > Pre-registration. Once in the Pre-registration overview, please search for the neighbourhood that you would like to visit and input the necessary information such as Block/Street Name, Unit No. and Host Name to search for the individual that you intend to visit.
After confirming the individual, Admin/Resident will be redirected to a Registration page whereby they have to indicate their Visit Type, Date and Time. Additionally the Admin/Resident will also have to include their own information in the provided fields in order to complete the registration. Once everything is complete, please click on the Submit button and the pre-registration notification will be sent to the individual involved. Note that Admin/Resident can only accessed into other neighbourhoods if their application is approved.
Frequently Asked Questions (Additional):
Admin
1. While configuring the visitor setting, if I included some additional fields for the visitors to fill up; will the fields be labelled as mandatory or optional by the system?

If you’ve included further additional fields into the system, the fields added will be mandatory for the visitors to fill up in order to complete the registration.

2. If I do not include any visitation rules into the system, what are the default settings that are implemented into the system?

By default, all the settings will be configured as indicated below:

Visitor Check-In Time: 3 hours before and after the estimated arrival time.
Resident’s Approval: Enabled, whereby guards have to obtain the resident’s approval before proceeding with the check-in process.
ID Photo Watermark: Displayed as “For i-Neighbour Use Only.”

3. While pre-registering myself into other neighbourhood, can the residents actually decline my visitation?

Yes, residents have the rights to Accept or Decline the visitation. Note that you can still view the reason for the declined visitation and perhaps, pre-register and revisit again at a more suitable time.

4. Once the visitor has checked-in, will the checked in-out records be stored for viewing? If yes, where can I view it?

Yes, all the visitor checked in-out records will be stored in system and you may proceed to More > Checked-In Visitor to view all the activities involved as well as the visitor’s profile.

Residents
1. While sending an invitation to a visitor under i-Neighbour Web Portal, how may I know whether the visitor has accepted or declined my invitation?

Once the visitor has responded to your invitation, a notification and a mailer will be sent in which you can then view to determine whether your invitation has been accepted or declined.

2. I’ve accidentally made some errors while pre-registering myself into another neighbourhood. How may I cancel my pre-registration?

If you wish to cancel the pre-registered visitation, please proceed to More > My Visit > Upcoming > Details Page > Cancel Visitation. Note that you will have to insert the cancellation reason in order to inform the resident of your cancellation.

3. While pre-registering myself into other neighbourhood, how may I know whether my visitation has been accepted or declined?

Once the resident has responded to your visitation, a notification and a mailer will be sent in which you can then determine whether your visitation is accepted or declined.

4. While setting up the invitation or visitation, what is the difference between “One Time”, “Multiple In-Out” and “Recurring” visit types?

One Time: A single entry pass for you to check in and out.
Multiple In-Out: Multiple entry pass, whereby you can check in and out multiple times within the permitted duration.
Recurring: A multiple one time visit (recurring) pass. You will be allowed to check in and out for only ONE time within the registered day and can register as a recurring visitor, for up to three months.

5. While pre-registering myself into other neighbourhoods, I have selected the resident’s Unit No. and insert his/her name. However, I am still unable to proceed as it shows “Unit No. and Resident Name Does Not Match”?

While pre-registering into other neighbourhoods, you must insert the exact name as registered into i-Neighbour system. This is design to prevent the users from randomly visiting or guessing the resident’s name to proceed with the visitation.

Note: If some of the screenshots or steps viewed here are different from the ones in the current system, this is due to our continuous effort to improve our system from time to time. Please notify us at info@i-neighbour.com, we will update it as soon as possible.