Find, blacklist and delete a visitor's record

Every person who has ever been invited has a row on Visitor data — created the first time someone invites them, reused every visit after. This is the page for “please delete my details”, for the contractor you never want back, and for fixing a misspelt email. It is not where the visits themselves are.

1. Open Visitor data

In the Visiting menu, open Visitor data — “Details of your visitors, such as email, mobile number and company name.”

2. Find the person

There is one search box, in the Name column header, and it matches more than the name: email, phone and mobile number, company, job title, department and the Customize key. Type any of them. There is no date filter — this list is people, not visits — and the newest record sits at the top. The toggle above the list switches between Normal and Blacklisted; a blacklisted person is only in the second view. Sorting / Columns shows hidden columns such as phone, department and identity number.

3. Read the record

Selecting a row opens a side panel: Contact information (email, mobile, phone) and Professional information (company, job title, department, customize key, identity number — always masked). What it does not show is visit history. Their visits are on the Visitor badge list and their actions on the visiting Log; the record here is only who they are.

4. Edit, duplicate or blacklist

Edit corrects the details for every future invitation. Duplicate makes a second record from the same details — for the same person with a second email, say. Add to black list asks “Confirm adding to black list”; from then on the person appears only in the Blacklisted view, and if Enable blacklist visitor warning email is on in Visitor management settings, the visitor manager is emailed the moment they check in. Remove from black list reverses it.

5. Delete — and what stays

Delete at the foot of the panel asks “Confirm to delete following item(s)?” and removes the row from the list. That is all it removes: the person’s visits, badges and invitations stay exactly as they were, and nothing is anonymised. The record goes to the Recycle bin — the toggle at the foot of the list — where Restore brings it back. Because the deleted record no longer claims the email or number, the same person can be invited again and simply gets a fresh record.

6. Erase for real

Actual erasure is the purge in Visitor management Settings. Purge visitor record information hard-deletes visits, badges and visitors that have been inactive past the retention you set there, and Purge visitor identity information masks identity numbers on the same schedule. Each has a Purge now button; the confirmations give the count first — ”… visitor data record(s) will be permanently deleted. This action cannot be undone. Continue?” and ”… visitor identity record(s) will be permanently masked. This action cannot be undone. Continue?”. A person with a recent visit is not old enough to purge — “No visitor data is old enough to be purged right now.” means the retention has not passed.

7. Check it worked

Search for the person again. After a delete they are gone from Normal and present in the Recycle bin; after a purge they are in neither, and their visits have gone from the Visitor badge list too.