Introduction

The system has been designed to be easy to use and to allow College, Schools and Departments to manage their own Visitors and their visits. Reporting is available to give users an insightful view of the visitor accounts that have been created in each Organisational unit.

Who Should be captured in the Visitor Management System

• A 'Visitor' is someone who works for the University but is not registered in the HR System (People & Money) and not on the main Central Payroll.  They may be contractors or 3rd parties who require access to University computing facilities.
• A Student Visitor account is for students who are visiting the University for no longer than 2 weeks.  Students visiting for longer MUST be registered with Student Systems.

Benefits of capturing Visitor and Visit information

• Provides Visitors access to IT services such as Library access, door access, Login credentials and other computing services.
• It can provide Visitors with a University card which acts as their identification when in the University.
• Ensures all visitors are aware of the University's obligations for Health & Safety requirements, Insurance etc.
• Provides departments accurate and up-to-date information on the number of visitors they have.

All accounts within the University are subject to an Account Expiry Policy. Visit creators and approvers should be familiar with this and keep this in consideration when creating Visits. The Account Expiry Policy is at this link: https://www.ed.ac.uk/information-services/about/policies-and-regulations/operational-policies/account-expiry

For information how to gain access to the VMS, including who is entitled to use the service please see our Availability and Entitlement page:

Availability and Entitlement