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Manage visitor records and statuses

External participants invited to meetings become visitor records in Hamilton Meeting. Administrators maintain these records and the reference lists that describe them: statuses, companies and functions.

Manage visitors

  1. Open Hamilton Meeting, click Administration, then "Visitors management" in the Visitors section.

  2. The list screen shows the visitor records created by bookers when inviting guests (see "Invite visitors to your meeting" in the user guides).

  3. Search, open and correct records: identity, company, function, email. Delete only records without history; prefer correcting.

Manage visitor statuses

  1. Click "Visitor statuses management".

  2. Maintain the status list (guest, contractor, trainee...) — it classifies visitors at creation and feeds filters and statistics.

Manage visitor companies

  1. Click "Visitor companies management".

  2. Maintain the external companies list. Bookers pick from it (or create new entries) when registering visitors.

Manage functions

  1. Click "Functions management".

  2. Maintain the functions (job roles) proposed on the visitor form.

Good to know

  • All four screens follow the standard list pattern — see "Configure reference data: civilities, countries, cities and special days".

  • Duplicate visitor records are common (typos at creation); the deduplication tool merges them — see "Find and merge duplicate records".

  • When Hamilton Visitor is also deployed, visitor records are shared: keep the reference lists consistent between both applications.

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