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Badge Tracking

The One Visitor tracks physical badge inventory — the numbered badges you hand to visitors at reception. When a visitor is checked in, a badge is assigned to them. When they check out, the badge is returned to available inventory. The system maintains a complete record of which badge was assigned to which visitor and when.

ℹ️Badge Tracking manages your physical badge inventory and assignment records. Physical badge printing (label printers, badge design) is a planned feature for a future release.

Badge Types​

Visitor supports five badge types for different visitor categories:

Badge TypeIntended Use
VisitorStandard visitor badge for guests and clients
ContractorFor vendors and contractors doing on-site work
VIPFor executives, board members, or high-priority guests
DeliveryFor couriers and delivery personnel (short-duration visits)
TemporaryFor temporary employees or contractors on longer-term assignments

Badge Statuses​

StatusMeaning
availableBadge is in inventory and ready to assign
assignedBadge is currently issued to a checked-in visitor
lostBadge was not returned and is reported lost
retiredBadge is removed from service (worn out, damaged, or decommissioned)

Adding Badges to Inventory​

  1. Click Badges in the left navigation
  2. Click Add Badge
  3. Fill in:
    • Badge Number — the physical number printed on the badge (e.g., "V-001", "V-042")
    • Badge Type — Visitor, Contractor, VIP, Delivery, or Temporary
    • Location — which office this badge belongs to
  4. Click Save

The badge is added to inventory with status available.

Adding Multiple Badges at Once

To add a range of badges (e.g., V-001 through V-050), add them individually or contact support for a bulk import.

Assigning a Badge to a Visitor​

At Check-In​

When checking in a visitor, enter the badge number in the Badge Number field. The badge status changes to assigned and the visitor record links to the badge.

After Check-In​

  1. Click Badges in the left navigation
  2. Find the badge by number or filter by location
  3. Click Assign
  4. Search for the checked-in visitor
  5. Click Confirm — the badge is linked to the visitor

Returning a Badge​

When a visitor checks out and returns their badge:

  1. Click Badges in the left navigation
  2. Find the assigned badge (filter by status: Assigned)
  3. Click Return
  4. The badge status changes to available and the return time is recorded

Alternatively, when staff clicks Check Out on a visitor record, the associated badge is automatically returned to available.

Reporting a Lost Badge​

If a visitor does not return their badge:

  1. Click Badges in the left navigation
  2. Find the badge (filter by status: Assigned)
  3. Click Mark as Lost
  4. The badge status changes to lost and the assignment is ended

Lost badges remain in the system for audit purposes. They can be manually reassigned to a replacement badge number.

Retiring a Badge​

To remove a badge permanently from service (damaged, end of life):

  1. Click Badges in the left navigation
  2. Find the badge
  3. Click Retire
  4. The badge status changes to retired and it no longer appears in available inventory

Retired badges are preserved in the audit log but do not appear in assignment workflows.

Viewing Badge Inventory​

The Badges page shows all badges in a grid layout with color-coded status:

ColorStatus
GreenAvailable
BlueAssigned
GrayLost or Retired

Use the Location filter to see badge inventory for a specific office. Use the Status filter to focus on a specific status (e.g., show only assigned badges to see who is currently holding a badge).

Badge Inventory Best Practices​

Number badges clearly Use a consistent scheme like "V-001" for visitors, "C-001" for contractors. This makes it easy to match a badge number to its type.

Keep retired badges in the system Don't delete old badge records — they are referenced in the audit trail for past visitor records. Use the retired status to remove them from active workflows.

Reconcile inventory regularly Periodically filter to Assigned status and confirm each badge is actually in use. Visitors who forgot to return a badge will show as assigned long after their visit.

Use badge type to set expectations at reception Hand VIP badges to executive visitors for a small but meaningful recognition. Keep contractor badges visually distinct from visitor badges so staff can identify badge type at a glance.