Visitor Management
Register and manage visitors to the data center.
Visitor Registration to Entry Process
To enter the data center, you must register visitors in advance by following these steps.
| Step | Person in Charge | Description |
|---|---|---|
| 1 | Portal User | Register visitor information from the portal site |
| ↓ | - | - |
| 2 | Portal User | Request the system to issue a one-time password |
| ↓ | - | - |
| 3 | System (Automatic) | Issue a one-time password for first-time entry and send it to the visitor's email address |
| ↓ | - | - |
| 4 | Visitor | Receive the one-time password via email |
| ↓ | - | - |
| 5 | Visitor | Use the one-time password to enter the data center |
| ↓ | - | - |
| 6 | First Entry | Register biometric authentication (can enter with biometric authentication from the second time onward) |
Visitor List
Click the "Visitors" menu from the home screen to display a list of registered visitors.
The following operations are available on the list screen:
- Search/Filter: Filter by name, email address, status, etc.
- New Registration: Register a new visitor from the "New Registration" button
- Bulk Registration: Register multiple visitors at once
- View Details: Click on a visitor to view detailed information
Register a New Visitor
Click the "New Registration" button from the visitor list to display the registration form.
Basic Information
Enter the following information:
- Category (Required): General / Vendor
- Authority Group (Required): Select the authority group to grant to the visitor
- First Entry Date (Required): The scheduled date of first entry
- Validity Period (Required): Select from Standard Validity Period / Custom Validity Period
- Issue one-time password for first entry and notify visitor: If checked, an email will be automatically sent to the visitor upon registration
About Validity Period
The Standard Validity Period is valid from the first entry date until the next June 30th.
The end date is automatically set depending on the registration date:
- Registered by May 31 → Valid until June 30 of the same year
- Registered from June 1 onward → Valid until June 30 of the following year
Examples:
- Registered in April 2025 → Valid until June 30, 2025
- Registered in July 2025 → Valid until June 30, 2026
When the expiration date approaches, users with administrator privileges on the portal site will be notified by email about the upcoming expiration.
About One-Time Password Issuance Email
- Visitors use this one-time password for their first entry
- Link validity period: 1 week
- If the validity period expires before the first entry, it can be reissued from the visitor detail screen
- The one-time password issuance email is sent in the language selected in the profile information (Japanese / English)
- Japanese selected → Notification in Japanese email
- English selected → Notification in English email
- The one-time password can be issued at any time from the visitor detail screen, even if not issued during registration
Customize Validity Period
If you select "Custom Validity Period", you can specify any date (up to 1 year).
Warning
If you set a custom validity period, automatic email notifications before expiration will not be sent.
Profile Information
In profile information, the following changes depending on the language selection:
- If Japanese is selected:
- You need to enter the reading in Katakana
- Email notifications to visitors will be sent in Japanese
- If English is selected:
- Phonetic input is not required
- Email notifications to visitors will be sent in English
When Registering in Japanese
When "Japanese" is selected as the language:
- Name (Required): Enter in Japanese
- Phonetic (Required): Enter in Katakana
- Email Address (Required)
- Check for duplicate registered visitors: If checked, a warning will be displayed if a visitor with matching name, reading, and email address is already registered
- Phone Number (Required): Country code and phone number
Note
If Japanese is selected, automatic email notifications to visitors will be sent in Japanese.
When Registering in English
When "English" is selected as the language:
- Name (Required): Enter in alphabet
- Email Address (Required)
- Check for duplicate registered visitors: If checked, a warning will be displayed if a visitor with matching name and email address is already registered
- Phone Number (Required): Country code and phone number
Note
If English is selected, automatic email notifications to visitors will be sent in English.
Organization Information
- Department (Optional): Enter department name
When Vendor is Selected
If you select "Vendor" as the category, entering the Vendor Company becomes required.
Notes and Registration
- Notes (Optional): Enter other information
- After entering all information, click the "Register" button to complete the request
View and Edit Visitor Details
Click on any visitor from the visitor list to display the detail screen.
Basic Operations
On the detail screen, you can view all registered information and comments.
Operations from Menu Button
Click the downward triangle button (▼) in the upper right corner of the screen to perform the following operations:
Edit
You can change visitor information. You can update basic information, profile information, organization information, etc.
Deactivate
Temporarily deactivate a currently active visitor. Deactivated visitors will not be able to enter.
- You can add a comment to record the reason for deactivation
- There are email notification options for visitors and users
- After deactivation, you can reactivate at any time with "Activate"
Activate
Reactivate a deactivated visitor.
- Cannot activate if the validity period start date is in the future
- You can add a comment to record the reason for activation
- There are email notification options for visitors and users
Issue One-Time Password
Issue a new one-time password to the visitor.
- Use this when the validity period expires before the first entry or when the password is lost
- Cannot issue if the one-time password status is "Used"
- Email notification is sent in Japanese or English according to the visitor's language setting
Duplicate
Copy the current visitor information and auto-fill it into the new registration form.
- Convenient when registering multiple visitors with the same information
- After copying, you can modify the necessary parts and register
Delete
Delete the visitor. Deleted visitors cannot be restored.
Comment Feature
Click the "Comment" button to display the comment form.
Comment Feature Characteristics
- File attachment is possible (but not attached to emails)
- If you select "Notify visitor by email", Japanese email or English email will be automatically sent according to the visitor's language setting
- Comment history can be viewed chronologically
Use Cases for Comment Feature
- Use for two-way communication with our staff: Enable "Notify support staff"
- Use for message notifications to visitors who are not portal site users: Enable "Notify visitor by email"
- Use as a memo: By turning off all email notifications, only the user who added the memo will be notified by email
Comment Email Notification Recipients
When posting a comment, you can select users who have been involved with this visitor information in the past (creator, editor, etc.) to send email notifications. This is convenient for information sharing and confirmation requests when multiple users are involved.
Info
The entered comment text is not automatically translated. Please write comments in the appropriate language according to the visitor's language setting.
Bulk Operations
Bulk Registration
You can register multiple visitors at once using a CSV file.
Click the "Bulk Registration" button in the upper right corner of the visitor list screen to display a screen that proceeds through three steps.
Step 1: Download Template CSV
- Click the "Download Template" button
- Enter visitor information in the downloaded CSV file
- Click "Next"
Note
The template CSV includes columns for required and optional items. For the input format of each column, check the reference information in the next step.
Step 2: Check Reference Information
The input format and notes for each column of the CSV are displayed.
Main Required Items:
- Category ID: General (2) / Vendor (3)
- Name: Visitor's name
- Authority Group ID: Select from the list of authority groups
- First Entry Date: YYYY-MM-DD format (e.g., 2025-04-15)
- Email Address: Visitor's email address
- Phone Number Country Code: ISO 3166-1 alpha-2 format (e.g., JP, US)
- Phone Number: Numbers with hyphens (e.g., 03-1234-5678)
Optional Items:
- Phonetic: Enter in Katakana if language code is ja (not required if en)
- Department: Department name
- Vendor Company: Required for vendors
- Customize Validity Period: yes / no (default is no)
- Custom Validity Period Start Date/End Date: Enter when customizing validity period
- Issue one-time password for first entry and notify visitor: yes / no (default is no)
- Language Code: ja (Japanese) / en (English)
- Notes: Other information
Info
If "Issue one-time password for first entry and notify visitor" is set to yes, the one-time password will be sent by email in Japanese or English according to the language code.
Step 3: Upload CSV File
- Click "Next" to proceed to the upload screen
- Select or drag and drop the edited CSV file
- Click the "Register" button
Info
- The CSV file input content is checked, and if there are errors, the corresponding rows and columns are displayed
- If there are errors, correct the CSV file and upload it again
- If registration is successful, the number of registered visitors is displayed
Bulk Operations on Registered Visitors
When you check visitors in the visitor list, the following bulk operations become available:
- Bulk Update Expiration Date: Update the expiration dates of multiple visitors at once
- Bulk Delete: Request deletion of multiple visitors at once
Select All Feature
To select all visitors including rows not displayed on the screen, click "Select all XX visitors" in the upper right corner of the screen.
Bulk Update Procedure
When Updating with Standard Validity Period
- Select the visitors you want to update with checkboxes in the visitor list
- Click the "Bulk Update Expiration Date" button
- The validity period is automatically set according to the implementation month
- Implemented by May 31 → Valid until June 30 of the same year
- Implemented from June 1 onward → Valid until June 30 of the following year
- Enter a comment if necessary
- Set email notification options if necessary
- Click the "Bulk Update" button
Note
Only when the standard validity period is selected, an expiration update notification email will be sent to visitors.
Note
For comment feature characteristics, refer to Comment Feature.
When Customizing Validity Period
If you want to specify any start date and end date instead of the standard validity period, check "Customize validity period" and specify the start date and end date (up to 1 year).
Warning
If you set a custom validity period, automatic email notifications before expiration will not be sent.
Bulk Delete Procedure
- Select the visitors you want to delete with checkboxes in the visitor list
- Click the "Delete" button
- Click the "Bulk Delete" button
Warning
Deleted visitors cannot be restored. Before deleting, please confirm that you really want to delete them.