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NDA and Visitor Agreements

The One Visitor tracks whether a visitor has signed a Non-Disclosure Agreement or visitor policy at check-in. NDA status is recorded per visit and searchable in the visitor log.

ℹ️Currently, NDA tracking records whether an agreement was signed and the signature date. Full digital signature capture (touchscreen signature on kiosk, PDF generation, emailed copy) is planned for a future release.

How NDA Tracking Works Today​

Staff can manually mark a visitor's NDA as signed when checking them in:

  1. Print or present your NDA or visitor policy to the visitor at reception
  2. The visitor reads and signs the physical document
  3. Staff checks the NDA Signed box during check-in (or updates the visitor record after check-in)
  4. The signature date is recorded on the visitor record

The NDA status and date are stored with the visitor record and visible in the visitor log and audit trail.

Enabling NDA Requirements​

To require NDA tracking for all visitors at a location:

  1. Click Locations in the left navigation
  2. Click the location name to edit it
  3. Under Settings, enable Require NDA
  4. Click Save

When NDA is required at a location, staff can see at a glance whether a visitor's NDA has been recorded.

Per-Tenant NDA Requirements​

Tenant-level NDA requirements can be configured under Admin Settings (Enterprise plan). When enabled globally, all locations in the tenant require NDA acknowledgment.

Future: Digital NDA Signing​

A future release will add digital NDA signing to the check-in kiosk:

  • Visitor reads the NDA on the kiosk touchscreen
  • Visitor signs using their finger or a stylus
  • Signature image is captured and stored with the visitor record
  • Signed PDF is emailed to the visitor (if email provided)
  • Signed document is archived in The One Legal vault (if Legal is connected)

Visitor Policy Acknowledgment​

NDA tracking also covers visitor policy acknowledgment — a simpler agreement that covers acceptable behavior on-site (no photography, escort required, etc.). Both use the same nda_signed / nda_signed_at fields on the visitor record.

Compliance and Audit​

NDA status is preserved in the audit trail for the full visitor record retention period (365 days by default). For regulated sites, this provides evidence that every visitor acknowledged site policies before entering.

To export NDA records:

  1. Click Visitors in the left navigation
  2. Filter by date range and location
  3. Click Export CSV
  4. The export includes nda_signed and nda_signed_at columns for each visitor

Pre-Approved Visitors​

For visitors who have already signed a master NDA (e.g., a long-term contractor with a current NDA on file), you can skip the per-visit NDA workflow by pre-registering them and manually marking nda_signed: true before they arrive. This records the agreement as acknowledged without requiring a new signature at each visit.