xSERVA Visitor Flows

Visitor management in VYROX xSERVA (HomeServa, PropServa, SmartServa and SportServa) lets management and residents register guests, contractors and walk-ins, approve them, and send each one a QR visitor pass that opens only the doors, gates and lifts they need, for only the time they are allowed. It is used by building management offices, guardhouses and residents in condominiums, offices, campuses and clubs.

This guide is the management view. For the resident and guest side, see Visitor Management User Guide and QR Visitor Management.

Before You Start

• Sign in to the management portal at the portal address your operator gives you.
• You need the Settings privilege to change visitor types, and visitor privileges to approve or check in visitors.
• Doors, gates and lifts must already be set up. See Face, Card and Lift Access Setup.

The Visitor Flow at a Glance

1. A resident or management registers the visitor (or the guard records a walk-in).
2. If the visitor type needs it, management approves the pass.
3. The visitor receives a pass with a QR key.
4. At arrival the visitor scans the QR key, or the guard checks them in.
5. The visitor leaves and is checked out, or the pass simply expires.

Set Up Visitor Types

Go to Settings > Visitors. The page has three tabs: Visitor Types, New Visitor Form and Car Photos.

Create a Visitor Type

1. On Visitor Types, press New Visitor Type.
2. Enter the Visitor Type Name, for example "Guest", "Contractor" or "Delivery".
3. Set the booking rules and access, described below.
4. Press Add. To change a type later, press Edit, then Save.

The list shows Visitor Type, Appointment Window Today, Validity Today, QR Key Time Limit and QR Key Usage Limit.

Visitor Type Settings

For lift access, you can tick Including the floor(s) where the visiting property is situated, so each guest can reach only the floor of the unit they are visiting.

Visitor Form and Car Photos

On New Visitor Form, choose which personal details are asked for, which identity and vehicle images are required (Vehicle Plate, Vehicle Front-Center, Vehicle Front-Left, Vehicle Front-Right, Vehicle Back-Left, Vehicle Back-Right), and display options such as Parking Lot Assignment, QR Key Details and Remarks. On Car Photos, choose which vehicle angles guards capture at the gate: Car Front, Car Plate, Car Front-Left, Car Front-Right, Car Back-Left and Car Back-Right. Press Save Changes on each tab.

Register a Visitor

Open Visitors from the main menu and press New Visitor.

1. Choose the Visiting Property.
2. Enter the Visitor Name (Mandatory) and Mobile Phone No. (Mandatory). Add the National Identification No. (eg. MyKad No.) or Passport No., Email Address and WhatsApp No. if your form asks for them.
3. Enter the Vehicle Plate No. and choose a Parking Lot Assigned if the guest is driving.
4. Choose the Visitor Type.
5. Set Valid From and Valid Until under Visitor Pass Validity. Times outside the booking window show Disallowed or Subject to Approval.
6. Where needed, select the Approved Contractor Service Permit or Approved Facility Booking, or record a Physical Access Card No., Physical Vehicle Card No. or Physical Visitor Card No..
7. Save the form.

The portal checks the visitor against the Denylist as you type, and flags matches as (Denylisted).

Approve and Manage Visitors

The Visitors page has tabs for Registrations, Checked-In, Registered, Walk-In, Pending Approval, Most Visited Vehicles and Filters. Status filters include Approved, No Show, Rejected, Terminated, Cancelled and Deleted.

Each row shows Visitor Pass No., Visiting Property, Visitor, Mobile No., Vehicle Plate No., Valid Until, Checked By and Status. Row actions include:

Pass sync with the door, lift, face and vehicle devices is shown per row. If a device was unreachable, press Sync Now.

The Visitor Pass

The visitor opens their pass on their phone. It shows the Access Control QR-Key with a countdown, the gates, doors and lifts granted, Property Information with address and a Parking Guide, directions via GPS or Waze, and ways to reach the owner or management by Phone Call, WhatsApp or SMS. The visitor can Share or Copy Link, and press Renew where long-term renewal is allowed.

Guardhouse and Security Monitor

Guards and security staff sign in to the security app on a guardhouse phone or tablet with their staff Email Address and Password. Resident accounts cannot use it. Walk-ins are recorded with New Visitor as a Walk-In, and vehicle photos are captured according to your Car Photos settings. Day-to-day guard duties are covered in Security Guard Guide.

In the portal, Security Monitor gives a live view in three panels: Intrusion Detection Logs, Physical Access Logs and Digital Access Logs. Visitor QR scans appear under Digital Access Logs. Use the search icon to open Access Log History for past dates.

QR-Keys

The QR-Keys tile lists the QR keys issued for visitors at your property. Each row shows Created, Unit, Visitor, Valid From, Valid Until, Time Scanned and Status, so you can see who was given a key and whether it has been used.

1. Press the QR-Keys tile on the home screen.
2. Use Search to find a key by visitor name.
3. To withdraw a key, press Delete on its row and confirm. Deleted keys stay visible under the Deleted filter.

Frequently Asked Questions

Why Does a Visitor's QR Key Stop Working?

The pass expired, reached its QR Key Usage Limit, or is being used at a wrong entrance. Check the row on the Visitors page and use Extend if appropriate.

How Do I Stop One Person From Ever Registering Again?

Use Add to Denylist on their visit, or add them under Visitors > Filters > Denylist with their phone, ID or plate number.

Can Contractors Only Enter During Approved Work?

Yes. Under Prerequisite Requirements in the visitor type, require an approved Contractor Service Permit on registration.

Can Guests Reach Only the Floor They Visit?

Yes. Tick Including the floor(s) where the visiting property is situated in the visitor type's lift access.

Related Guides

• xSERVA Overview
• xSERVA Face, Card and Lift Access Setup
• QR Visitor Management
• Visitor Management User Guide
• Licence Plate Access Control
• Security Guard Guide
• xSERVA Troubleshooting and FAQ