Entering visitor information for your chapter is a very important function. It allows you to utilize BNI Connect to track and report on your visitors, follow up and communicate with your visitors, and finally to convert visitors into a new member for your chapter.
This article explains how to enter the details of a person that has visited your chapter but did NOT pre-register to attend the meeting.
Quick Steps
- Go to Operations > Chapter > Manage Visitors
- First check to see if they has pre-registered and mark attended if they are using this procedure:
Managing Prospective Visitors and Marking Attendance
- If not pre-registered, click on Record a Visitor (Post Meeting, Not Preregistered)
- Search to see if the person exists in the database
- First search is by email - if found, click ADD, if not....
- Second search is by name - if found, click ADD, if not...
- If STILL not found, click CREATE NEW to generate an entirely new record in the system
- Fill out the form details.
- Anything with a red * is mandatory.
- Pay special attention to the VISITOR TYPE. Only FIRST TIME VISITORS will be passed to the PALMS for VP approval for visitor credit.
- NEVER use your own or a fake email address.
- Click SUBMIT to complete the process or SUBMIT AND NEW if you need to enter another visitor.
Training Video
This video is available as a complete training for full credits and CEU's on BNI Business Builder
https://www.schoox.com/3512947/managing-visitors-in-bni-connect/about?fa=1
If you do not have access to BNI BNI Business Builder, please send a help request to ticket@bniconnect.com
STEP BY STEP WALK THROUGH
Navigate to the Chapter Operations Menu
Note: When using the shortcut menu link, the next step is bypassed.
First we want to check to see if they had previously registered. Click on Manage Visitors > Visitor Registration Portal and check that list. If they are there, mark them attended through that process. If not, come back and click to the next step.
Click on Manage Visitors > Record A Visitor (Post Meeting, Not Pre Registered)
In the next few screens we are going to search to see if this person has a record in BNI Connect from a previous membership, visit, or event attendance. Whenever possible, we want to record all of the activity for a person in one place to have an accurate history. Please always use a valid name and email and never use your own.
SEARCH ATTEMPT 1: Search by Email - Person FOUND!
Search by email - if it finds the person, click the ADD button to continue to add a visit instance to this person. This will pre-populate the next screens with any known information for this person, minimizing data entry!
SEARCH ATTEMPT BY EMAIL - None found!
If nobody is found by that email address, continue to search by name.
SEARCH ATTEMPT 2 - Search by Name
When searching by name, you may wish to try different versions of the name if it has more than 1 version. For example Mike and Michael or Jake and Jacob.
Search Attempt 2 - NAME FOUND
If the name is found, click the OPTIONS icon to review their details to be sure it is the correct person
Click the ADD button to use this person, or click back to search results to review other matches
Search Attempt 2 - Name NOT found or no match
If the name isn't found or if it doesn't seem like the correct person, click the CREATE NEW button. This will create a brand new record using the email address you originally searched with.
Add a Visitor - Data Entry Screen
Most of the data entry screen is straight forward information - just fill out the form with all known details. Fields marked with a red * are mandatory. A few important things to note:
- You cannot change the email address at this point. If you entered an incorrect, fake, or your own email, you should go all the way back to step one and start with a new search.
- Pay special attention to the VISITOR TYPE. Only FIRST TIME VISITORS will be passed to the PALMS for VP approval for visitor credit.
- If enabled, you can search cross chapter to select the person who invited them. Note that that person will not get PALMS credit for a cross chapter visit, however it will be useful in determining a sponsor if the visitor becomes a member later.
When complete, click on Submit. If you have a list of visitors, you can click submit and new to start the process with a new entry.
Happy Connecting!
Version 2022.04.12.1624
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Comments
20 comments
I don't get the "Add a visitor" or "Manage Visitor" menu items when I click on Operations|Chapter.
What am I doing wrong?
Craig,
Access to certain functions in BNI Connect are controlled by permissions as set by your regional office and\or executive director. If there are menu items that appear to be "missing", please speak with your Director Consultant or Executive Director. They will be able to either adjust the permissions or explain how the process is performed in your area.
Hope this helps!
I added two visitors as the instructions, but now I can't locate them in the manage visitor log. Nor did the credit for inviting the visitor populate into the PALMS report. I used the submit button and a confirmation message appeared. Is there a delay on the updated information?
Hi Jeremy,
Why when adding visitors does it apply the credit to the following week's PALMS not the current weeks?
I'd like to be able to update visitor information in the visitor log. But I can't figure out how to bring up the record for an idividual visitor. Can someone help me?
David and Natalie - with this week's new update, the visitors will now be credited to the meeting in which they visited. They DO need to be approved by the VP first before they are added to the PALMS report officially.
Wendy - To EDIT a visitor record, you can use the process outlined here:
http://support.bniconnect.com/entries/21786008-Chapter-Operations-Managing-Visitors
If that menu is not accessible, it would mean that the permissions to edit visitors have not been granted to your user account. Please speak with your Leadership Team, Director Consultant or Regional Office to have them make the adjustments necessary to either the visitor record <or> to your permissions.
Hope this helps!
What does the Visitor Followup email say?? Can we get a screenshot of that so we know what will go to the visitors?
Lauren,
The follow up email may vary from region to region as Executive Directors may adjust them to include regionally specific information or verbiage. However, here is a view of the default before modifications: http://screencast.com/t/4O6QWuRV5gWn
Hope this helps!
Harry Hall is not listed under Spire Chapter so have put his visitor Michelle Crosse on 6/5/15 in as BNI. Please can you have him put on the members list. Thank You
Hi again Jeremy
Not a question but rather just another comment on this web site!
I believe the list of professions and then the sub category of specialities is totally inadequate for the type of diversity found in BNI. At a recent visitors day I need to add the following persons. 1) Franchisor - not the franchisor of a single franchise but he runs multiple franchises. 2) Pest controller. 3) Funeral director. I have difficulty finding the correct slot for these people. We also have a sign-writer joining our chapter, I found his category, not under marketing where I expected, but under advertising.
I don't have a solution to make things easier, but possibly if the categories had the option of entering ones own descriptions?
Regards
Graham Greenhorn (VP Howick Chapter - New Zealand)
When a visitor returns for a second visit is there any way to record this with out having to re-enter all the details previously entered?
Good Morning
I'm a new VP for my Chapter BNI Elite, and I'm trying to add past week members attendance to the palms report, looking for help
Antonio Avery
Jeremy, no system is perfect. HOWEVER, given the potential needs and broad flexibility I think this process is a huge help. At permission on our Executive Director, we authored and are trying out a revised sign in sheet for visitors. Due to the multiple subsets within categories, this has been a big help in making Post Meeting Visitor Host duties easier and faster. That sheet matches up with the primary list in this on-line process. Thanks for your continued efforts to help chapters, members and director consultants out in the field!!
Since navigating to a different menu to record an upcoming visitor can be difficult for many members, can a hot button on the members home menu list be added where they log all their required activity that takes the member directly to the visitor log in page?
I am having trouble entering visitors I know have pre-registered. I get emails from bninotifications with the subjects like "A visitor has registered to visit BNI Watch City Chapter on 01/10/2017," but I cannot find these visitors.
How hard is it to just add a direct link to an "Add a visitor" Pre or Post meeting. It boggles my mind why this website is so complicated when it should not be.
Every member should be able to add the details of their visitors. The membership committee can then alter it later if required.
I cannot get the screen indicated under Manage Visitors. At one time, we could add visitors, but we cannot do it. I think that as visitor hosts, we do not have the authorization for adding visitors. Could you check that out and grant Joanne Fabish and Lloyd Curtis authorization to do so.
Thanks
Lloyd
Not able to add visitors who attended but not registered. Kindly guide as no option for Manage Visitors - Adding a Visitor (Not Pre-Registered)
Thank you.
Devanshi Shah
BNI Sunshine, South Mumbai
I input the visistor infomation, but it shows errror creating duplicate visitor registration for the same chapter and visit date.
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