How to Configure a Humly Visitor Screen

Before you begin

Ensure you have a Visitor Standard or Visitor Professional license for each visitor screen you want to configure.
To create, edit, or delete a visitor screen, you must be one of the following in the Humly Control Panel:
- Global Admin
- Local Admin (assigned to the structure where the visitor screen is located)
- Visitor Admin (assigned to the structure where the visitor screen is located)

Log in to the Humly Control Panel as a Global Admin, Local Admin, or Visitor Admin
In the left-hand main menu, click Visitors.
Click Create Humly Visitor screen.

Settings

Screen name

Enter a name for the visitor screen, for example a descriptive or meaningful name that fits your setup.

Screen location

Select the structure in the Humly Control Panel where the visitor screen should be assigned by choosing a country, city, building, and floor.

Address

Requires a Visitor Professional license

Enabling the check-in address allows you to add an address to the visitor screen. The address is included in all Registration Confirmation and Welcome emails sent to pre-registered visitors.

Providing an address is a more user-friendly way to let visitors know where to check in.

Google Maps link

Include a Google Maps link in the Registration Confirmation and Welcome emails.

Apple Maps link

Include an Apple Maps link in the Registration Confirmation and Welcome emails.

If you are using Humly Control Panel with an M365 backend and have configured the Outlook add-in, the address will also be used as the location the organizer selects when inviting visitors to an event.

Language & time zone

Select the default language for the visitor screen and the time zone it should use. You can also choose whether to display time in a 12- or 24-hour format.

Supported languages

Arabic, Catalan, Chinese (Simplified), Chinese (Traditional), Czech, Danish, Dutch, English, Estonian, Finnish, French, Galician, German, Hebrew, Hungarian, Icelandic, Italian, Japanese, Korean, Latvian, Lithuanian, Norwegian, Polish, Portuguese, Romanian, Russian, Spanish, Swedish, Thai, Vietnamese, and Welsh.

Reception desk

If a visitor checking in on the visitor screen needs assistance or has any questions, choose whether they should be directed to Reception or Other.

Reception is translated automatically, while Other is not.
Other can refer to any contact, such as a specific person or a phone number.

Logotype

Upload a logotype to be displayed on the visitor screen. PNG format is supported, with a maximum file size of 1 MB (1,048,576 bytes).

If you are using an M365 backend and have configured the Outlook add-in, this logotype is also used on the self-registration page where visitors invited via the Outlook add-in can enter their contact details.

Registration form

When visitors need to enter their contact details, select which fields should be displayed and which should be required in order to complete check-in. The Full name field is always required by the system, while the other fields are optional.

Search employees

Allow visitors to search for the person they are visiting (host) during check-in, and choose whether selecting a host is required to complete check-in.

Enable visitor to search for people to visit

Enable this option to allow visitors to search for hosts added locally in the Humly Control Panel.
If you are using Google Workspace or Standalone mode, you need to enable this option and import your users/hosts into the Humly Control Panel.

Search for members in an Exchange/M365 group

Enable this option to add one or more groups from your M365/Exchange backend. Members of these groups (hosts) will be searchable by name when visitors check in.

Require hosts to exist in the system (if search is enabled)

Enable this option to require visitors to search for and select a host before they can complete check-in.

If you are using the Humly Control Panel with M365/Exchange, you can enable both Enable visitor to search for people to visit and Search for members in an Exchange/M365 group. This allows visitors to search for hosts both locally and within group members.

For example, temporary staff or consultants who are not part of your organization can be added as Guests in the Humly Control Panel and made searchable.

Disclaimers & Disclosures

Add a Privacy Policy or Non-Disclosure Agreement (NDA) that visitors must agree to before checking in. You can also include up to two custom disclosures that require visitor consent.

Notifications

When a visitor checks in and selects a host, you can choose to notify the host via email and/or SMS. You can also select the language in which the notifications are sent.

To send SMS notifications, a Humly SMS license is required. For more information, contact your reseller.

Check out

Choose which visitor check-out options should be available.

Enable host to check out the visitor

Enable this option to allow hosts to check out their visitors using a check-out link in the notification email and/or SMS they received when the visitor checked in.

Enable automatic visitor check out

Enable this option to automatically check out all visitors at a specified time. This helps ensure that visitors are checked out even if the reception or host forgets to do so by the end of the day.

For automatic visitor check-out, the Humly Control Panel runs a background check every 15 minutes to identify visitors who should be checked out.

Example:
If automatic check-out is set to 17:50 (5:50 PM), the actual check-out will occur at approximately 18:00 (6:00 PM), and is what will be shown in the Humly Control Panel.

Automatic deletion of checked-out visitors

Enable this option to automatically delete visitors after they have been checked out for a specified period of time. The retention period can be set from 48 hours up to 24 months.

Visitor badge printing

Choose how visitor badges should be handled when a visitor checks in.

No visitor badge printing

No visitor badge is printed. A badge is still created as a PDF in the Humly Control Panel for that visitor. The check-in confirmation message shown on the screen reflects this setting.

Manual printing from Humly Control Panel

A visitor badge is created as a PDF in the Humly Control Panel, where it can be printed using the PDF viewer. The check-in confirmation message shown on the screen reflects this setting.

Automatic printing using print service

The visitor badge is automatically printed via the Humly Print Service when the visitor checks in. The check-in confirmation message shown on the screen reflects this setting.

The visitor badge can still be printed from the Humly Control Panel if needed, for example if the visitor loses their badge or if the printer runs out of labels.

Automatic printing using email

The visitor badge is sent to a specified email address. The check-in confirmation message shown on the screen reflects this setting.

Logotype for visitor badge

Upload a logotype to be displayed on the visitor badge. The required format is PNG, with a maximum file size of 1 MB (1,048,576 bytes). For best print quality, we recommend using an high in contrast image that works well against a white background.

If no logotype is uploaded, a Humly logotype will be used by default.

Badge orientation

Choose whether the visitor badge should be created in portrait or landscape orientation for printing.

Guest Wi-Fi

Choose whether to include the name (SSID) and password of your guest Wi-Fi (or any other Wi-Fi network) on the visitor badge. If the network has no password, leave the field empty and only the Wi-Fi name will be displayed on the badge.

Security settings

Enable or disable device authentication for the visitor screen. If enabled (recommended), you will be prompted to authenticate the device the first time the visitor screen URL is launched.

For device authentication to work reliably, ensure that the application or browser used to launch the visitor screen URL does not clear local storage when it is closed or when the device is turned off.

Recommendation

For the best visitor and self-service experience, we recommend running Humly Visitor on an Android or iOS tablet in portrait mode. If device authentication is enabled, ensure that the application or browser used does not clear local storage, as this may require the device to be re-authenticated.

Make sure you are using a supported and up-to-date browser. If you plan to use another setup or are unsure about compatibility, please contact support@humly.com for advice.

Next...

Install and configure our recommended visitor badge printer Brother QL-820NWB by following
the How to Install &, Configure the Brother QL-820NWB Visitor Badge Printer guide.

Download and install the Humly Print Service so that visitor badges will be printed automatically by following the How to Configure Humly Print Service guide.