Exporting Visitor Reports

Exporting Visitor Reports

KyberAccess provides comprehensive reporting tools that let you export detailed visitor data for compliance audits, management reviews, and operational analysis. You can generate reports on demand or schedule them for automatic delivery.

This guide covers how to create, customize, and export visitor reports in various formats.

Accessing the Reports Section

1. Log in to your KyberAccess dashboard at app.kyberaccess.com.
2. Click Reports in the left sidebar.
3. The Reports hub displays available report types and any recently generated reports.

Available Report Types

KyberAccess offers several pre-built report templates:

• Visitor Log — Complete list of all visitor check-ins and check-outs within a date range
• Active Visitors — Currently checked-in visitors across all locations
• Visitor Volume — Aggregate visitor counts by day, week, or month
• Peak Hours — Busiest check-in times broken down by hour
• Average Visit Duration — Mean time visitors spend on premises
• Department Breakdown — Visitor counts grouped by host department
• Compliance Report — ID scan rates, NDA completion rates, watchlist screening rates
• Denied Visitors — Visitors denied entry due to watchlist hits or policy violations
• Returning Visitors — Visitors who have checked in more than once
• Host Activity — Number of visitors per host employee

Generating a Report

Step 1: Select Report Type

1. In the Reports hub, click on the report type you want to generate.
2. Alternatively, click + New Report and select the type from the dropdown.

Step 2: Configure Filters

1. Date Range — Choose a preset (Today, Yesterday, This Week, This Month, This Quarter, This Year) or set a custom date range using the date picker.
2. Location — Select a specific location or All Locations.
3. Visitor Type — Filter by purpose of visit (Guest, Contractor, Interview, Delivery, etc.).
4. Host/Department — Filter by specific host or department.
5. Status — Checked In, Checked Out, Denied, or All.

Step 3: Preview the Report

1. Click Generate Preview.
2. The report renders in the browser with a table view.
3. You can sort any column by clicking the column header.
4. Use the search bar above the table to filter results within the preview.

Step 4: Export

1. Click the Export button in the top-right corner of the preview.
2. Choose your export format:
   • PDF — Formatted report with your organization's logo and branding. Ideal for sharing with management or attaching to compliance audits.
   • CSV — Raw comma-separated data. Best for importing into Excel, Google Sheets, or other analysis tools.
   • Excel (XLSX) — Formatted spreadsheet with headers and column widths pre-set.
3. Click Download to save the file to your device.

Tip: For large date ranges with thousands of records, CSV exports are significantly faster than PDF generation.

Customizing Report Columns

You can choose which data fields appear in your report:

1. In the report preview, click the Columns button (grid icon).
2. A checklist of available fields appears:
   • Visitor Name
   • Email
   • Phone
   • Company
   • Host
   • Department
   • Check-In Time
   • Check-Out Time
   • Duration
   • Purpose of Visit
   • ID Scanned (Yes/No)
   • NDA Signed (Yes/No)
   • Watchlist Status
   • Badge Number
   • Photo (thumbnail)
   • Custom Fields (any custom fields you've configured)
3. Check or uncheck fields to include or exclude them.
4. Drag fields to reorder the columns.
5. Click Apply to update the preview.

Note: Column configurations can be saved as templates. Click Save as Template and give it a name (e.g., "Compliance Audit Report") for quick reuse.

Saving Report Templates

1. After configuring your report type, filters, and columns, click Save as Template.
2. Enter a template name (e.g., "Monthly Visitor Summary").
3. Optionally add a description.
4. Click Save.

Saved templates appear in the My Templates section of the Reports hub. Click any template to instantly generate a report with those saved settings.

Bulk Export

For compliance or legal requests that require exporting all visitor data:

1. Navigate to Reports → Visitor Log.
2. Set the date range to cover the required period.
3. Leave all filters set to All.
4. Click Generate Preview, then Export → CSV.
5. For very large exports (50,000+ records), KyberAccess processes the export in the background:
   • A notification appears: "Your export is being prepared."
   • You'll receive an email with a download link when ready.
   • The link expires after 7 days.

Sharing Reports

You can share generated reports directly from KyberAccess:

1. After generating a report, click the Share button.
2. Choose a sharing method:
   • Email — Enter one or more email addresses. The report is attached as a PDF.
   • Link — Generate a secure, view-only link with an expiration date (1 day, 7 days, 30 days).
   • Slack — Post the report summary to a Slack channel (requires Slack integration).
3. Click Send or Copy Link.

Note: Shared report links require the recipient to verify their email before viewing, ensuring data security.

Report Permissions

Not all users can access all reports:

Printing Reports

1. Generate and preview the report.
2. Click the Print button (printer icon) in the top-right corner.
3. The report opens in a print-optimized format with your organization's branding.
4. Use your browser's print dialog to send it to a printer or save as PDF.

Troubleshooting

Best Practices

• Schedule recurring reports instead of manually exporting each time (see the Scheduled Reports article).
• Save report templates for reports you generate frequently.
• Use CSV for data analysis and PDF for stakeholder presentations.
• Export compliance reports monthly and archive them for audit readiness.
• Review the Denied Visitors report weekly to catch patterns or false positives in your screening settings.