Checking in a visitor
- Greet them and ask which organisation, CORD or TERES, and who they are here to see. If they are here for a hearing, ask for the case number.
- Look at their photo ID in person. Choose the ID type and type only the last 4 characters. Photograph an ID card only in Quick capture. For Aadhaar, ask for a masked Aadhaar with only the last 4 digits visible, or another photo ID; a full Aadhaar copy is restricted under the Aadhaar rules.
- Choose "Here as" and the room: Reception, or the room they are going to (Confluence, Canvas, Horizon, Meridian or Office Space). Never put both sides of a matter in the same room unless the tribunal has agreed.
- Take the photo. Press Start camera, ask them to remove sunglasses or caps, and keep their face inside the oval. Retake it if it's blurred.
- Ask them to read the privacy, confidentiality and safety notice. Tick the box under Access only after they agree.
- Choose how the visit was authorised. On today's hearing list or pre-booked: go ahead. Otherwise call the host first. Records room and server room need the security supervisor.
- Press Check in visitor. Tell them where to wait or which room to go to, and that they will be collected.
Stop and call the security supervisor if
- the watchlist warning appears: don't admit them; record the refusal.
- the ID doesn't match the person, or they won't show ID.
- the opposing-party warning appears: never seat both sides of a matter together unless the tribunal has agreed.
Busy desk: quick capture
- In Quick capture, press Start camera. Press Capture face, then ask them to hold their ID card up to the camera and press Capture ID card. The keys F and I do the same.
- Choose the ID type and tick Face matches the ID card only after you have looked at the card yourself.
- Ask them to read the confidentiality and safety notice and confirm, tick the box, then press Add to queue.
- Ask them to wait in reception. They are not admitted yet. The ID photo is deleted automatically once they are admitted or refused.
- When the desk is quieter, press Complete next under To complete. Type their details from the ID card image, set the access and check them in.
Tablet arrivals
Open each one under Awaiting the desk. Check their ID in person, tick the ID check, choose the authorisation and room, then Admit or Refuse.
During the day
- Amber "Past expected exit": call the host to confirm the visitor is still with them, or check them out.
- When a visitor leaves, check them out on the On site tab.
- Emergency: press Roll call and take the list to the assembly point.
Privacy
- Don't read visitor names or case numbers aloud when other parties can hear.
- Away from the desk: press Lock. Never share the passcode.
- Asked to delete their details: check them out, then erase the record and note the reason.
