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This manual describes how to create an adhoc visit in the Rhyzi platform (formerly Ident2be) for a visitor who turns up at the desk or door without having been registered in advance. The visitor is provided with an identifier — for example an RFID card, a barcode or a licence plate — so that he or she can reach the right place in the building.

An adhoc visit is always valid from the moment it is created until midnight (23:59) on the same day, and is always linked to an existing member.

Introduction

In Rhyzi, a visit is temporary access for an external person who comes to a location at the invitation of a member. A visit can be created in advance (a planned visit) or at the desk on the spot (an adhoc visit).

When do you use an adhoc visit?

Use an adhoc visit when:

• a visitor turns up without an appointment at the desk or door;
• a visitor was expected but was not registered in Rhyzi in advance;
• you want to issue a temporary identifier on the spot that automatically expires the same day.

For recurring visitors or long-term access, a planned visit or a regular member is more appropriate.

Supported identification means

An adhoc visit can be linked to several types of identifier. Which ones are available depends on the hardware installed at your location:

• RFIDCARD — physical RFID access badge; presented at a card reader
• PLATE — licence plate; recognised by licence plate cameras (ANPR), for example at a barrier
• BARCODE — (printed) barcode or QR code
• PINONLY — access solely via a PIN code on a keypad
• VIRTUALID — virtual identification via the Rhyzi app on a smartphone
• EMPTY — no identifier (visit is registered only)

You can also use a document scanner to scan the visitor's ID; the name, document number and photo are then filled in automatically.

Prerequisites

Before you begin, make sure you have:

• A Rhyzi account with the right to create visits (typically a front-desk operator or administrator);
• The name of the member the visitor is coming for — this member must already exist in Rhyzi;
• The full name of the visitor;
• An empty identifier: for example an empty RFID card, a barcode to scan, or the licence plate of the visitor's car;
• Optional: a document scanner to read the visitor's ID automatically.

Good to know: the access profile determines which doors, barriers and zones the visitor may use. Access profiles are created by the administrator; ask your administrator if the appropriate profile is missing.

Step-by-step: create an adhoc visit

Step 1 – Open the "Visits" page

1. Log in to the Rhyzi platform.
2. In the left-hand menu, click Visitors. You now see the Visits overview with all visitors for today.
3. In the top-right corner, click the green + New Visit button and choose Adhoc Visit.

The empty Create Adhoc Visit form with three sections: Member Info, Visitor Info and Visitor Access.

The form is divided into three sections:

• Member Info — who is the visitor coming for?
• Visitor Info — who is the visitor?
• Visitor Access — which identifier and which zones?

Step 2 – Fill in the Member Info

A visitor always comes to see an existing member. In this section you indicate who the visitor is coming for.

1. Click in the Member field and type (part of) the member's name.
2. Select the correct person from the list. The Company and Member's Email fields are filled in automatically based on the selected member.

Member selected — Company and Member's Email are filled in automatically.

Tip: if the correct member is not in the list, ask the administrator to add that member first before continuing.

Step 3 – Fill in the Visitor Info

In this section you record who is visiting. Only Full Name is required; all other fields are optional.

• Full Name — first and last name of the visitor (required)
• Email — visitor's email address
• ID — number of the visitor's ID document
• Location — destination or location inside the building
• Phone Number — visitor's phone number
• Note — free text, for example the purpose of the visit
• Photo — upload or take a photo of the visitor using a connected webcam

Visitor Info with the visitor's name and email address.

Optional: scan the ID document

Does your location have a document scanner? Click the Scan ID button at the top right of the Visitor Info section and scan the visitor's identification document. The name, document number and photo are then filled in automatically. This avoids typos and speeds up handling at the desk.

Step 4 – Configure Visitor Access

In this section you decide where the visitor may go and which identifier is used.

Choose an access profile

Choose an Access Profile from the list — the profile determines which doors, barriers and zones the visitor may use.

1. Click in the Access Profile field.
2. Select the access profile that fits this visit. Examples: Tech Campus | Visitor, Terra Park Gulpen | Waterfiets, Rhyzi Tower | Visitor.

Choose the identifier type

The Card Type options — depending on the hardware at your location.

Click in the Card Type field and select the type of identifier you give to the visitor:

Enter the card number or identifier

Waterfiets with an RFID card and card number.

1. Click in the Card Number field.
2. Enter the card number or licence plate manually; a barcode is filled in automatically as soon as it is scanned. For an RFID card, the card number can also be read in by placing the card on the desktop reader (enrolment reader).

Good to know: which Card Types are available depends on the hardware at your location. In doubt? Contact your administrator.

Step 5 – Save the visit

1. Check all fields in the three sections.
2. Click the green Save button in the top-right corner.

After saving, the message Visit added successfully appears and the visitor shows up in the Visits list.

You receive the message Visit added successfully and the visit appears in the Visits overview. Validity automatically runs until 23:59 on the same day.

Visit status flow

During the visit, it goes through a number of statuses. You can change the status manually via the Status column in the overview.

Open the Status column to manually choose a new status.

Tip — automatic status flow: depending on the configuration, the status is updated automatically when the visitor's identifier (RFID card, licence plate, barcode, …) is actually used at a reader or camera.

Frequently asked questions

How long is an adhoc visit valid?

An adhoc visit is always valid from the moment it is created until 23:59 on the same day. Are you expecting a visitor for a longer period or several days? Create a planned visit instead via + New Visit → Planned Visit.

Does a visitor always need a member?

Yes. In Rhyzi, every visitor is always linked to an existing member. If the correct member is not in the list, ask the administrator to add that member first.

Can I assign more than one identifier to a visitor?

The adhoc visit form supports one identifier per visit. Does the visitor need both an RFID card and access by car? Consult the administrator; in such cases the licence plate (PLATE) is usually assigned and the RFID card is provided through a separate process.

What does the "Scan ID" button do?

With Scan ID you can use a connected document scanner to read the visitor's identification document. Rhyzi will then automatically fill in the Full Name, ID (document number) and the photo. This only works at locations where a document scanner is connected.

What is the difference between "Checked out" and "Left"?

• Checked out — the visitor has checked out at the desk; the visit remains visible as a completed visit.
• Left — the visit is fully closed; the identifier stops working immediately.

In practice, Checked out is usually set by the front-desk operator, while Left is set automatically when the visit expires at 23:59.

Summary

Following the steps above, you can create an adhoc visit in less than a minute for a visitor standing at the desk. The visitor receives an identifier (RFID, licence plate, barcode, virtual ID or PIN), linked to an access profile that determines which zones can be reached. The visit expires automatically at midnight; the status column lets you easily follow whether the visitor has arrived, checked in or left.