The Settings section allows authorized users to configure visitor registration requirements, photograph and ID proof collection, consent notices, visit housekeeping, badge numbering, and host notifications.
To access this section, log in to ERPCA, navigate to Visitor Desk → Settings, and configure the available options according to your organization's requirements.
This section controls whether visitor photographs and identification details are collected during check-in.
Offer a photograph at check-in
Displays the camera panel on the visitor check-in form, allowing reception staff to take a visitor's photograph.
Require a photograph
Makes a photograph mandatory during check-in. Reception staff must take a photograph or record the reason why a photograph could not be taken before completing check-in.
Ask for an ID proof
Adds the following fields to the visitor check-in form:
ID shown: Records whether the visitor presented identification.
ID last 4: Records only the last four characters of the ID number.
Important: The system stores only the last four characters, not the complete ID number.
This setting defines the consent message shown to visitors before their photograph is taken.
How it works:
Open the Consent Notice section.
Review or edit the wording displayed to visitors.
Save the updated settings.
Important: Editing the consent notice increments its version number. For example, the current version is v1. Previous visits retain the exact wording and consent version that applied when the visitor agreed.
This section controls photograph retention, automatic closure of open visits, and visitor badge numbering.
Delete photographs after (days)
Specifies how many days photographs should be retained before deletion.
Enter 0 to keep photographs indefinitely.
The setting applies to photographs taken after the new configuration takes effect.
Auto-close open visits after (hours)
Defines the number of hours after which an open visit is marked as automatically closed.
Example: Enter 12 to set the auto-close threshold to 12 hours.
Enter 0 to disable automatic closure.
This helps maintain accurate visitor occupancy records when reception staff do not manually check visitors out.
Badge prefix
Defines the prefix used in visitor badge numbers.
Example: V-0906-03
The prefix helps identify visitor badges and maintain a consistent numbering format.
This section configures how the host is notified when a visitor checks in.
Notify the host inside ERPCA: Enables visitor notifications within the ERPCA system.
Email the host: Enables email notifications to the host.
These options help inform the concerned employee when a visitor arrives.
After making the required changes:
Review all configured options.
Click Save Settings to save the changes.
Click Back to the desk to return to the Visitor Desk page.
Note: Configure photograph requirements, consent wording, data retention, auto-close duration, and host notifications according to your organization's visitor management policy.