# Approved Lists for Guest

An approved list is a versatile tool that can help organizations simplify checking in regular visitors. Organizations can configure guest types to ensure only visitors on an approved list can sign in. Guests can be added to the approved list through an application or by a CSV upload.

***

## Create an approved list

{% hint style="danger" %}
You need **Guest Site Admin** permissions to create or delete approved lists.
{% endhint %}

{% stepper %}
{% step %}
**In Verkada Command, go to All Products > Workplace > Guest.**
{% endstep %}

{% step %}
**In the left navigation, click Approved Lists.**
{% endstep %}

{% step %}
**In the top right, click New List.**

a. Enter a unique name for the list.\
b. Select the site the list will apply to.\
c. Click **Create.**
{% endstep %}
{% endstepper %}

***

## Link an approved list to a Guest type

{% stepper %}
{% step %}
**In Verkada Command, go to All Products > Workplace > Guest.**
{% endstep %}

{% step %}
**On the left navigation, click Guest Settings.**
{% endstep %}

{% step %}
**Under Organization > Guest Types, click Manage Guest Types.**
{% endstep %}

{% step %}
**Select the Guest type you want to edit.**
{% endstep %}

{% step %}
**Check the box next to Approved Guests Only.**
{% endstep %}

{% step %}
**Select the approved list from the drop-down.**
{% endstep %}

{% step %}
**Click in the top right corner to save the changes.**
{% endstep %}
{% endstepper %}

{% hint style="danger" %}
Guest types **must** require an email in order to add an approved Guest list.
{% endhint %}

***

## Create an approved list application

One way visitors can be added to an approved list is through an application. An application allows organizations to consider a broad range of visitors for an approved list and also requires potential approved-list visitors to apply. Each approved list application has a unique URL from which people can apply.

{% stepper %}
{% step %}
**In Verkada Command, go to All Products > Workplace > Guest.**
{% endstep %}

{% step %}
**In the left navigation, click Approved Lists.**
{% endstep %}

{% step %}
**Select a list to edit.**
{% endstep %}

{% step %}
**On the right, click Create Application.**
{% endstep %}

{% step %}
**Customize the application steps, which may include:**

* Contact information
* Security screen
* Documents
* Responses
* Address
* File Upload
* Capture a photo
  {% endstep %}

{% step %}
**Click in the top right corner to save the changes**
{% endstep %}

{% step %}
**The application URL can be copied from the application menu and distributed as needed.**

<div align="left" data-with-frame="true"><img src="https://1436127735-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FZyuELZr7uIcXX3WnjX0N%2Fuploads%2Fgit-blob-899f1ed89eef8abea85a40a516f307a3e154be7f%2Fdc693a04f33c614fde4a0b957ad555b11b1a8e03.png?alt=media" alt="" width="116"></div>
{% endstep %}
{% endstepper %}

### Upload approved visitors via CSV

Organizations may want to add visitors directly to the list without an application. This can be accomplished with a CSV upload.

{% stepper %}
{% step %}
**In Verkada Command, go to All Products > Workplace > Guest.**
{% endstep %}

{% step %}
**In the left navigation, click Approved Lists.**
{% endstep %}

{% step %}
**Select a list to edit.**
{% endstep %}

{% step %}
**On the right, click Upload List.**
{% endstep %}

{% step %}
**Select a CSV file to upload.**
{% endstep %}
{% endstepper %}

{% hint style="warning" %}
You can use multiple CSV files to add visitors, but uploads must be done one file at a time.
{% endhint %}

### Configure Auto-Expiration

Organizations can configure rules that limit the period of time a visitor is active on an approved list.

{% stepper %}
{% step %}
**In Verkada Command, go to All Products > Workplace > Guest.**
{% endstep %}

{% step %}
**In the left navigation, click Approved Lists.**
{% endstep %}

{% step %}
**In the bottom right, click Expire.**
{% endstep %}

{% step %}
**Set the auto-expiration time period.**
{% endstep %}

{% step %}
**(Optional) Enable expiration reminders, which advise visitors to reapply to an approved list.**
{% endstep %}
{% endstepper %}

***

## Manage applications

{% hint style="danger" %}
You need **Guest Site Admin** permissions to create or delete approved lists.
{% endhint %}

Any Guest Site Admin can review applicants. Users who are configured as reviewers for the list will be notified daily of pending applications and will be alerted immediately when an application returns security screen results.

Applications must be reviewed before they are added to an approved list. You can review applications by clicking the application counter at the top right.

<div align="left" data-with-frame="true"><img src="https://1436127735-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FZyuELZr7uIcXX3WnjX0N%2Fuploads%2Fgit-blob-560d9437ac3ffcbdb5995d73ecbd99b53086eae2%2F19160857ee240773d1fe2263956361bb48ed1b11.png?alt=media" alt="" width="563"></div>

This menu lists all applications pending review. Users can approve, reject, or delete each application. If a security screening is required, the results appear here. The screen uses the applicant’s full name and date of birth. Reviewers should verify this information matches the uploaded ID before approving the applicant.

<div align="left" data-with-frame="true"><img src="https://1436127735-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FZyuELZr7uIcXX3WnjX0N%2Fuploads%2Fgit-blob-b5098c5fa5e6af0fcc67aadfefa9631e3c327b77%2F0c2fd19fd9ea57fd71aa4af769b207aa7074bfc2.png?alt=media" alt="" width="375"></div>

Applicants are notified by email when their application is approved or rejected. Rejected applications can be viewed from the counter in the top right of the Approved List page. If needed, you can return a rejected application to the Review menu by clicking **Undo**.

<div align="left" data-with-frame="true"><img src="https://1436127735-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FZyuELZr7uIcXX3WnjX0N%2Fuploads%2Fgit-blob-da23d0a46ce80e8d91396c41684843baccc1d843%2F1a5eaa4d7afb19ad06c5c6449e8db04681cb9d7f.png?alt=media" alt="" width="375"></div>

***

## Manage visitors on the approved list

You can search for visitors on an approved list from the search bar at the top of the page. An approved list displays visitor name, the date added to the list, the Command user that added the visitor, and the date of their last security screen. Visitor details are available by clicking on a visitor.

### Delete a visitor

{% stepper %}
{% step %}
**In Verkada Command, go to All Products > Workplace > Guest.**
{% endstep %}

{% step %}
**In the left navigation, click Approved Lists.**
{% endstep %}

{% step %}
**Select a list to edit.**
{% endstep %}

{% step %}
**Click to the right of the visitor entry.**
{% endstep %}

{% step %}
**Select Delete.**

<div align="left" data-with-frame="true"><img src="https://1436127735-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FZyuELZr7uIcXX3WnjX0N%2Fuploads%2Fgit-blob-e53db561e7ab52b28125bc38cbc2e642716b12bf%2F85e3b8c19f03b791a9410172ea4e6f33d9c03b08.png?alt=media" alt="" width="633"></div>
{% endstep %}
{% endstepper %}

### Security screens

Visitors on an approved list can be screened against government databases at any time.

**Screen a visitor**

{% stepper %}
{% step %}
**In Verkada Command, go to All Products > Guest**
{% endstep %}

{% step %}
**In the left navigation, click Approved Lists.**
{% endstep %}

{% step %}
**Select a list to edit.**
{% endstep %}

{% step %}
**Click to the right of the visitor entry.**
{% endstep %}

{% step %}
**Select Screen this guest. If the visitor was added to the list through an application, they will be screened against the same databases screened when they applied.**
{% endstep %}
{% endstepper %}

**Screen all visitors**

{% stepper %}
{% step %}
**In Verkada Command, go to All Products > Workplace > Guest.**
{% endstep %}

{% step %}
**In the left navigation, click Approved Lists.**
{% endstep %}

{% step %}
**Select a list to edit.**
{% endstep %}

{% step %}
**On the right, click Screen Guests.**
{% endstep %}

{% step %}
**Select the databases to screen against and click Run Security Screening.**
{% endstep %}
{% endstepper %}

{% hint style="warning" %}
Changes made in this menu update the databases used for security screening.
{% endhint %}

Visitors who return results from the security screen must be reviewed before their status on the approved list is renewed. The results from these security screens are viewed in the [Review Applications](#h_ab9a078c8e) window.

***

## Data Retention

Visitor-provided information, including responses, signed documents, contact information, and address, is saved indefinitely. The retention of ID photos is defined by the Guest org setting **Retention of Saved Identification Info**. This setting can only be modified by Org Admins.

Applications that elicit security screen results must be reviewed within 30 days.

Applications with security screen results that are not reviewed within 30 days may not be added to an Approved List.

Once an application is approved, a visitor’s date of birth is never exposed to Command users. Verkada Guest stores this date to perform precise security screens.

***

{% hint style="info" %}
**Prefer to see it in action?** Check out the [video tutorial](https://www.youtube.com/watch?v=5oqAGm89pHE).
{% endhint %}