Email your managers a summary of visiting records

The visiting module publishes two reports from one page. Visiting record summary looks back — the visits of the past week, fortnight or month, who came, who received them, and how many never showed. Upcoming visitor forecast looks ahead at the visits already invited. Both arrive on a schedule you set, with a one-page PDF and a spreadsheet attached.

1. Open the email report page

In the Visiting module, the page sits under Settings in the list down the left — but it is not one of the pinned entries, so you have to choose Show more before Email report appears.

A subscription is a standing instruction: this report, this often, to these people, about these buildings. A weekly summary for the reception lead and a daily forecast for the security desk are two subscriptions, not one compromise.

2. Add a subscription

Choose Add. The dialog opens on Report, where the two reports sit as cards side by side: Visiting record summary, the period just gone, for the figures a manager reads after the fact, and Upcoming visitor forecast, the days ahead, for the desk that needs to know who is expected. A new subscription starts on the summary.

Everything else is on the rail down the left — Schedule, Recipients and Scope — under a pill reading Active. Choosing that pill pauses the report: it keeps every setting and every recipient and sends nothing until you turn it back on, which is how you stop a report for a month without losing who it went to.

3. Choose how often it arrives

The frequency sits on the selected card, as a pill under its name. It decides both when the email arrives and how much it covers, and the two reports read it differently. A summary ends at midnight at the start of the day it is sent, so it never includes a half-finished day.

Visiting record summary

Daily is not offered for the summary. Sent on the 1st, a monthly summary covers the previous calendar month exactly.

Upcoming visitor forecast

Changing the day of week later re-anchors from the creation date with the new weekday, so read the list of sends again after editing. Send now never shifts the cadence. Weekly and Every two weeks refuse to save without a day of week.

The rest of the timing is on Schedule, and the four sends listed there are the check on all of it — each row names when the report goes out and the period it covers.

Send time is honoured to the hour, in the system time zone — minutes are ignored, so 09:30 and 09:00 both send during the 9 o’clock hour. If the server is down for that whole hour, the occurrence is skipped rather than sent late. Day of month stops at 28 because 29, 30 and 31 do not exist in every month.

4. Choose who receives it

Recipients, on the rail, offers two modes:

• All visitor managers — everyone holding Visitor manager or Global administrator, resolved fresh at the moment each report is sent, so people joining or leaving that role are picked up without anyone editing the subscription.
• Specify recipients — name individual people, user groups, or both. A user group is expanded to its members when the report is sent.

Either way, recipients are filtered to people who hold Visitor manager or Global administrator. Naming someone without those rights, directly or through a group, does not add them — a subscription addresses managers, it never grants sight of visitor records to somebody who cannot otherwise see them.

5. Choose which buildings it counts

On Scope, leave All buildings on and the report covers every visiting location. Turn it off to pick specific buildings — a site lead’s report about their own building rather than the whole estate.

6. Read the mail before you save

Go back to Report. Under the two cards the dialog builds the email this subscription would actually send — real figures, both attachments, and Goes to N recipients naming the list that survives the manager filter — and rebuilds it whenever you change a setting.

No one would receive this report there is the first cause in the list at the foot of this page, caught before the first send rather than after it. Finish the schedule to see the mail this report sends means the schedule is still incomplete — a weekly report with no day of week, say.

Then choose Save.

7. Send one now to check

Select the subscription, and choose Send now in the panel on the right. The report goes out immediately, to its real recipients — a live send, not a preview. It confirms the report was requested, not that it was delivered, so check a recipient’s inbox.

What arrives

Both reports share one layout. The email leads with the period it covers, then a headline count — visits for the summary, expected visits for the forecast — with the change against the comparable period: the previous 7, 14 or 30-odd days for a summary, the same number of days just gone for a forecast. Then:

• Visits per day, with the busiest day picked out
• Visitors, Hosts and Buildings — how many distinct ones
• A status bar — Checked in against No-show on the summary, Approved against Awaiting approval on the forecast
• Top hosts — the people who received the most visitors
• Attached — the two files that ride along

View records on the summary, or View upcoming visits on the forecast, opens the visiting record page with the same period already selected.

Every report carries a one-page PDF of the summary above and a spreadsheet listing every visit in the period.

The dates are yyyy-MM-dd and name the days covered, not the day the report was sent — a weekly summary sent on 8 September is called visiting-summary-2026-09-01_2026-09-07.pdf.

The report inherits your email branding — logo, colours and footer — from the same settings every other Offision email uses. To change the wording, pick the template type Visiting record summary or Upcoming visitor forecast in the email template editor; keyword overrides set there apply.

If the report does not arrive

Work through these in order:

1. The recipients are not visitor managers. The commonest cause by far. Everyone named, directly or through a group, must hold Visitor manager or Global administrator; anyone else is dropped silently, and if nobody qualifies nothing is sent at all.
2. The subscription is paused. The list shows its status as Disabled. Open it and choose the Paused pill on the rail to start it again.
3. The schedule has not come round. A subscription whose hour has not passed since you saved it, or an every-two-weeks one whose Next send is still a week away, has not fired yet. If Send now arrives and the scheduled send never does, the schedule is the problem, not the recipients.
4. Email sending is not set up. If no Offision email reaches anyone, the problem is the sender rather than this report.

An empty report is not a failure. When nobody visited in the period the report still arrives, showing zeroes and carrying an empty spreadsheet — that is how you tell “nobody came last week” apart from “the report stopped coming”.