How does this application work?
PREREQUISITES
You will need administrative access on your Visual Compliance account to complete this setup. Ensure you have administrative access or work with a local administrator before proceeding with the following steps.
A plan from Visual Compliance is required. These are paid plans. Tip: If you’re not already using Visual Compliance, you can try it for free by emailing [email protected].
With the Envoy + Visual Compliance app, Envoy will alert your team if visitors match to restricted parties in Visual Compliance. When a visitor is invited or signs in with Envoy, Visual Compliance will automatically check if their information appears on any lists of restricted parties you’ve selected in Visual Compliance.
You can opt to screen all visitors or only certain visitor types and configure what information is included in checks to get broader or more exact matches.
How visitors experience screening
Visitors will have no way of knowing they are being screened or that they’ve matched a restricted party in Visual Compliance. If you would like to proactively inform visitors that they will be screened and collect their consent, you can use Envoy’s data privacy features or the communication channel of your choice.
✨Tip: You can add a disclaimer in your visitor invite emails✨
If a visitor triggers a match when attempting entry at the kiosk, they'll receive a screen letting them know someone is reviewing their responses.
What happens when there’s a match
When a visitor returns a match in Visual Compliance, Envoy notifies the administrators you’ve designated to receive alerts. These people will receive alerts through the preferred notification channels set in their profile.
In the Visitor log, any pending invites will show at the top of the entry list. You can ✅Approve or ❌Deny from this screen, or click on View details to pull up the entry.
The attempted visitor entry will also appear under the Approvals tab in Envoy, where further action can be taken.
Here’s what these alerts will look like:
Subject line: ⚠️Visitor returned a match in Visual Compliance—review now
SMS
Slack
If you click on a visitor's entry details or invite details page, you can also see if that visitor matched any restricted parties in Visual Compliance.
You can open the entry in Visual Compliance for more detailed match information.
Enabling the Envoy + Visual Compliance application
Start by emailing the Visual Compliance team at [email protected] to obtain an Envoy-specific security number and password. You will use this to connect your Envoy and Visual Compliance accounts.
In your Envoy dashboard, navigate to Visitors > Settings > Security and click Install next to Visual Compliance.
Enter the security number and password Visual Compliance provided and click Connect account.
Configuring the Envoy + Visual Compliance application
Block sign ins
To block an entry after attempted kiosk sign in, check the checkbox next to Block sign in if there is a Visual Compliance match.
Setting up alerts
To alert administrators of matches outside of the visitor log, add their name in the Alerts section. These people will receive alerts via their preferred notification channels.
Enabling screening by visitor type
Visual Compliance screening is enabled by visitor type and is off for all visitor types by default. To enable Visual Compliance for a visitor type:
Head to Visitors > Settings > Sign-in flow and select the visitor type you would like to screen.
Under the Security tab, find Visual Compliance, then click Enable.
Repeat for any other visitor types where you would like to enable screening with Visual Compliance.
As you enable Visual Compliance by visitor type, you will see this reflected on Visitors > Settings > Security.
Managing what’s included in checks
You have the choice to include a visitor’s Full name, City (which includes City, State, and Country), and Company, in any combination, in checks. For more exact matches, include all three in checks. For broader matches, check Full names only.
When selected, fields for City and Company will be added to your sign-in flow. These will be required.
To remove these fields, navigate back to the Sign-in flow > Security page and uncheck the fields.
Viewing Audit Records within Visual Compliance
Audit Records
To view audit records in Visual Compliance, please complete the following steps within the Visual Compliance dashboard:
Navigate to the Compliance Manager Workflow in the top right.
Hover over Resolution and select Full Review from the dropdown menu.
Input the date range you wish to view, then click Search.
Your matches will be displayed, and you can take further action.
