Overview
Sign-in flow Rules give you complete flexibility to manage how visitors are welcomed into your workplace. With rules, you can set automated actions that deny entry or require approval if certain conditions are met, and/or notify a team member when specific criteria apply.
These fully customizable rules allow you to tailor the visitor experience to your organization’s unique security, compliance, and workplace policies. Rules adapt to fit your needs, whether you need to enforce strict access requirements, flag certain visitor responses for review, or alert your team to a special arrival. For example, if you work with sensitive information, your security team might want to be notified of any non-citizens entering the workplace. This is easy to do with rules!
Note: This feature is sign-in flow-based, meaning you can customize this for each sign-in flow you use. Learn more about sign-in fields and sign-in flows.
How to create dropdown fields
See main article: Sign-in Flows
To use rules, you must have a set answer for your sign-in flow questions. For this, use dropdown fields.
Click Add field and then select Dropdown.
Add your question and answers, then click Save.
How to set up rules
Singular rules
Rules can be set to Deny entry, Require entry approval, and/or Notify people.
Select Rules from the top toolbar, then click Add rule.
From the dropdown menu, select the sign-in field that needs a rule.
Select which answer you want to set a rule for.
You can select either Deny entry, Require entry approval and/or Notify.
For Notifications, add the user(s) you want to notify.
Click Save rule.
To edit an existing rule, click on the ✏️ Pencil icon.
To delete, click the 🗑️ trash can.
If you want to add more rules for other answers in the dropdown, or other questions in the sign-in flow, click Add another rule.
✨Tip: Make sure to make any rule-triggering sign-in fields required. If these fields are not marked as required, visitors can skip them, and rules will not be triggered. ✨
Deny entry
When the action is set to Deny entry, the entry or invite will automatically be blocked by the system.
It's a good idea to also include Notify in your workflow so admins receive notification of canceled visits.
Under OCCURRED, the notification will specify when the denial happened
In workplace: This visitor used the kiosk to register and is currently on-site.
Pre-registration: This visitor was filling out their pre-registration form.
Require entry approval
When the action is set to Require entry approval, the entry will be in a pending status and require a global or location admin to manually Approve or Deny it. The trigger reason will be listed under Rule check.
Like with denials, it's recommended that you include Notify in your workflow so admins can receive notification of pending entries.
This workflow is the same as other security features like Walk-up visit approval, invite approval, and Block list.
Notify
This rule sends an automated email to the designated admin(s).
Compound rules
You can set compound triggers to account for more complex scenarios. This allows admins to stack multiple conditions together for more nuanced control.
Operators
You can combine conditions using AND or OR.
For AND operators, visitors will only cause a denial/alert when both conditions are met.
Example: A visitor selects that they need to access restricted areas and brings their own technology on-site. This notification needs to be routed to a senior workplace security admin, instead of just the IT team or facilities manager.
For OR operators, visitors will cause a denial/alert when either condition is met.
Example: A workplace experience admin needs to know if a visitor needs accommodations or a parking pass. Instead of creating separate rules, you can just have one!
To create a compound rule:
Go to Visitors > Settings > Sign-in flow. Click Edit next to the sign-in flow you want to create a rule for.
Select Rules from the top toolbar, then click Add rule.
Create the first condition by selecting the sign-in field and answer.
Click Add another trigger.
Add the next condition and select the operator you want to use in the upper left-hand corner. By default, AND will be selected.
You can add multiple conditions as needed, but each will use the same operator. This means you cannot create combinations of AND plus OR.
Define the actions and add the users if Notify is chosen.
Once the conditions are created and actions defined, click Save rule.
Visitor experience
Denials
If denied during pre-registration, the visitor will receive a cancellation screen and a follow-up email.
The kiosk will show the "Please wait here" screen.
Approvals
If the visitor triggers an approval during pre-registration, they'll receive a notice.
Similar to a denial, a "Please wait here" screen will be shown at the kiosk.
Notifications
Visitors do not receive any indication that a notification to an admin was sent if they trigger a rule.